28 / 161
SOCIETY INSTRUCTION
DOCUMENT CODE
3 (9)
Board / 2014 / 07
This travel policy applies to all travel made by non-staff members in the Society. Regarding staff travel,
management will define internal regulations within the frame of this policy. The policy is only in English.
1.
OBJECTIVES OF THE TRAVEL POLICY
1.1. Definition of society trip
A society trip is a trip required and paid by ESTRO for a person assigned to perform working tasks
(teachers) or elected duties (Board, Council, Committee members and ESTRO representatives) away
from their regular place of business. Travel related to the scientific programme of an ESTRO event
follows the congress manual.
The objective of this travel policy is to ensure uniform ways of action regarding society travel
required by the activities of the Society so that trips are made in the most economical yet feasible way
possible both in regard to costs and time used.
In addition, to the traveller himself/herself, the ESTRO staff member in charge of the trip is
responsible for compliance with the travel policy, for monitoring the travel costs as well as for
respecting the common travelling rules.
1.2. Travel cost management
The need and purpose of the trip has to be defined and the ESTRO staff member in charge of the
trip’s budget has to approve it before the arrangements for the trip are made. All arrangements
should be made by ESTRO staff. Only when previously authorised in writing by the ESTRO office, the
travellers can make their own arrangements as long as an accurate price estimation has been
approved by ESTRO staff member in charge before booking.
Non compliance could result in non-reimbursement.
The traveller and the person in charge of the trip’s budget have to estimate together whether the
purpose of the trip can be achieved without actually travelling (e.g. using video or telephone
conference facilities of the society or in a corresponding manner). The traveller has to plan the trip
and get the approval for it well in advance so that the most economical way of travel and ticket type
can be used in order to achieve savings in travel costs.
These instructions will be specified when necessary with e.g. travel restrictions.
2.
TRAVEL CONTRACT COMPLIANCE
2.1. Airline
The Society does not have contracts with airlines, but prefers to fly with airlines that are part of the
Star Alliance Company Plus programme. This programme earns the Society points that can be used
for either up-grading or buying tickets while also allowing the traveller to accrue points on their
individual frequent flyer programme. Airlines involved are: