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SOCIETY INSTRUCTION
DOCUMENT CODE
7 (9)
Board / 2014 / 07
4.2. Procedures for booking a trip
4.2.1. Using allocated travel agency
All travel related bookings must be made through the FCm travel agency as mentioned in point 3.5.
FCm travel agency will act according to preferred instructions given by the Society and will also
monitor the compliance of this travel policy.
All arrangements should be made by ESTRO staff. Only when previously authorised in writing by the
ESTRO staff member responsible for the trip, 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 will result in non-reimbursement.
4.2.2. On-line bookings
Primarily, FCm Online self-booking tool should be used for flights, trains, hotels and car rental when
possible. The second alternative is to use the homepages of hotels or SIXT car rental.
4.2.3. Trip bookers
The person making the booking is the ESTRO staff member responsible for the event, meeting or
course. Bookings have to be made according to the travel policy and the congress manual
respectively.
Generally the Executive Assistant books for the Board and Council members as well as the
Management team. The course co-ordinators and committee liaison people book travel resulting
from these activities. Travel for ESTRO conferences is managed by the Congress or Programme
Manager.
4.3. Reimbursement
The objective is to ensure uniform ways of action when reimbursing reasonable costs incurred when
carrying out duties assigned by ESTRO. These parameters apply to faculty, elected officers and
others who acquire costs when following out activities of the Society. To guarantee reimbursement of
costs, when valid, approval of said costs has to be received in advance from the ESTRO office. Non
compliance could result in non-reimbursement.
The ESTRO office person in charge of the travel, for which the reimbursement is allocated to, is
responsible for compliance with this policy.
4.4.1. Reimbursable expenses
General expenses valid for reimbursement:
1.
transportation costs
2.
accommodation costs
3.
registration fees (only when applicable)
4.
training costs (only when applicable)
5.
meal compensations