• Insert the corresponding absence request in EDH as absence type: "official trip, conference, etc..."
• Proceed with the EDH travel document (TRVL)

The following information must be included:

1. Type of travel
2. Reason of the trip
3. Exact date(s) of travel
4. Destination, route and means of transport
5. Budget code (possibility to implement several budget codes)
6. Mandatory field "FINAL destination" must be filled in
7. If there is any private stay it has to be mentioned
8. Indicate if any accommodation or meal(s) are paid by a 3rd party

Once the itinerary is inserted, the traveler has an immediate overview of the total cost of the trip.

When private stay is included in the TRVL, the private stay is automatically removed from the overall cost estimate of the trip.

Transport means

Plane or train: As soon as the EDH travel request is fully authorized the traveller is requested to proceed with the booking of the flight or train.

The booking should ONLY be proceeded via the New Online Booking Tool (OBT) & off-site agency – Egencia .

How to book via the OBT

• Following the approval  of the EDH travel document by the supervisor and budget code holder, the travellers can see a New button-  ‘BOOK TRIP IN EGENCIA’-  within the travel document.
• The traveller clicks on the button and arrives on the Egencia homepage.
• Traveller logs in and completes their traveller profile (Tel. number, loyalty programmes, passport details).
• The traveller/travel arranger can proceed to book the transportation. The CERN budget code and EDH number are automatically injected into the booking tool.

Private car: The member of the personnel exceptionally can be authorized to use his own car – see Use of private vehicles for journeys on official duty procedure

CERN Rental car: Via the Mobility Center
Use of the service requires:

•  V licence,
• The driver must have a Driver ID to identify themselves in the CERN vehicle. This Driver ID is to be requested directly in the CMS secretariat.
• Any use outside the "local area" requires a “mission order” (annual or occasional).

Visa

Visa requests for official travel must be made the CIBT internet portal.
Please bring all the documents requested to the CMS secretariat.

Accommodation and meals

The traveller now has a choice when booking Accommodation for duty travel as follows:

• Either the hotel can be booked through the Egencia tool and charged directly to the CERN budget code 
  OR
• The traveller books themselves directly via the hotel of their choice and attaches the hotel invoice to the EDH travel document upon their return, to claim reimbursement.
  IMPORTANT: The reimbursement will be proceeded based on the real cost only.

Conference fees

The CMS can proceed with the payment of the Conference fees if a bank transfer is possible. To be able to proceed, please provide to the secretariat the followings:

• Confirmation of the registration
• All information related to the payment  (bank information)

Vitual Conference fees: No Travel Request is necessary.

On the expected date of return, the duty travel (TRVL) is automatically sent to  the traveler who has to:

• confirm the travel itself,
• declare any accommodation provided at no cost (including nights on the plane),
• declare any meals provided at no cost (including meals offered on the plane/train),
• submit any other necessary expenses incurred,
• indicate if ready to receive a reimbursement less than the amount of the DTA
• scan and attach to the TRVL a copy of the hotel invoice and/or receipts of other expenses if the amount exceeds 20 CHF,
• declare whether there has been an incident.

After the document has been approved by the traveler, the Secretariat is automatically notified.

Please remember that all receipts (hotel, any other expenses as bus, taxi etc if the amount exceed 20CHF.) must be attached to the EDH document. 

The following types of proofs of payment are accepted by CERN Claims office:

• invoices marked "paid",
• confirmation of executed payment via e-banking,
• receipts or attestations of payment issued by the suppliers,
• credit card account statements.