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SOCIETY INSTRUCTION
DOCUMENT CODE
8 (9)
Board / 2014 / 07
6.
other costs on site related to work
7.
sleeper tickets on trains
8.
seat tickets
9.
airport, bridge, road and parking charges
10.
fuel costs
11.
vaccination
12.
reasonable laundry expenses on trips exceeding 1 week
13.
cost incurred related to currency conversions (e.g. exchange fee)
14.
visa costs
4.4.2. Travel expense reporting
The reimbursement form must be settled in documental and traceable manner for approval to the
ESTRO staff member responsible for the travel. Deadline for submitting forms is 30 days after end of
travel. Forms sent after the deadline are not reimbursed. However as long as the postal date is the
day of deadline the form is valid even though arriving after deadline to the ESTRO office.
All original receipts must clearly show reason and date for the receipt and be attached to the
reimbursement form.
4.4.3. Reimbursement of ESTRO Presidents in office
The Executive Assistant handles the travel bookings and is the person to whom reimbursement
forms are sent. In case arrangements are done by oneself point 3 on Travel quality standards has to
be followed and approval from the ESTRO office received beforehand.
Costs for registration to specific events and potential trainings might be covered by ESTRO upon
approval of the Executive Council, in consultation with the management.
Travel to Board meetings annexed to the annual ESTRO congresses and ECCO congresses are
covered for one night’s hotel stay, flights are covered only if the President does not attend the
congress.
Reimbursable expenses 5-14 have to be reasonable and linked to the travel.
4.4.4. Reimbursement of ESTRO Board members
The Executive Assistant handles the travel bookings and is the person to whom reimbursement
forms are sent. In case arrangements are done by oneself point 3 on Travel quality standards has to
be followed and approval from the ESTRO office received beforehand.
Travel to Board meetings annexed to the annual ESTRO congresses and ECCO congresses are
covered for one night’s hotel stay, flights are covered only if the Board member does not attend the
congress.
Costs for registration to the annual ESTRO congress is not covered by ESTRO. Potential trainings to
improve governance of the Society have to be pre-approved by ESTRO to be eligible for
reimbursement.
Reimbursable expenses 5-14 have to be reasonable and linked to the travel.