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SOCIETY INSTRUCTION
DOCUMENT CODE
9 (9)
Board / 2014 / 07
4.4.5. Reimbursement of other ESTRO functions
The ESTRO staff member responsible for the travel 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 meetings annexed to the annual ESTRO congresses are not covered.
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.
5.
TRAVEL SAFETY AND INSURANCE
5.1. Safety considerations
The aspects relating to personal risk shall be taken into account when arranging trips. The Society
does not cover the cost of traveller and luggage insurance for travel made on behalf of the Society.
5.2. Travel insurance
ESTRO members travelling on ESTRO business are insured by ESTRO as long as the travel booking
has been made by the ESTRO office.
In case an ESTRO member books their own travel, regardless of whether it has been approved by an
ESTRO staff member, that travel is not insured by ESTRO, thus the traveller in these cases will need
to take care of their own insurance.
In case of an emergency please, contact this number
+49 (0) 69 97113 745
. Claims should be sent
to the Executive Assistant at the ESTRO office.
DOCUMENT IDENTIFICATION
Document approver:
ESTRO Board
Document owner:
Office co-ordinator
DOCUMENT HISTORY
First approved on 17 Dec 2012
Amendment on 12 July 2013
Amendment on 22 Sept 2014