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SOCIETY INSTRUCTION
DOCUMENT CODE
6 (9)
Board / 2014 / 07
3.2. Frequent flyer programmes
The Society is enrolled in the Star Alliance Company Plus programme and all bonuses gained from
this programme are its property, however simultaneously collected individual frequent flyer
programme bonuses are travellers’ property.
The bonus points accrued from the Star Alliance programme, possible free tickets and other services
must be used for future society travel or to upgrade flight classes. This bonus programme must not
influence the decision when choosing an airline, hotel or other services. The tax costs (eg. airport tax)
of the free tickets as well as reference of using such a ticket must be added in the travel
reimbursement form.
3.3. Standards for accommodation
The standard for hotel accommodation is standard single or double room in moderate class hotels;
max 3 star hotels for others and for the Presidents in office 3-4 star hotels, price still being the first
nominator.
3.4. Standards for car rental
Society´s preferred car rental company is SIXT, which is a partner of the Star Alliance programme.
The standard for car rental is not higher than mid-sized car, e.g. Ford Mondeo and Opel Vectra.
3.5. Standards for trains
Bookings are to be made in 2nd class, only Board and council members are allowed to book tickets in
1st class.
Non compliance will result in non-reimbursement.
4.
TRAVEL PROCEDURES
4.1. Approving travel
The traveller shall submit by email a travel request to ESTRO staff member in charge of the trip’s
budget regarding any business travel before the trip. The traveller and the ESTRO staff member in
charge must evaluate the use of alternative methods of travel. The travel details must be presented as
early as possible in order to acquire the most economical way of travel. The level of approval will be
specified when necessary with e.g. travel restrictions.
Non compliance will result in non-reimbursement.
4.1.1. Spouse travel
Allowed, when approved, and travel arrangements can be done by ESTRO office, but all costs are
paid by the spouse her/himself.