Ref. Ares(2016)767823 - 12/02/2016
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COMMISSION OF THE EUROPEAN COMMUNITIES
Brussels, 18.11.2008
C(2008) 6215 final
COMMISSION DECISION
of 18.11.2008
General implementing provisions adopting the Guide to missions for officials and other
servants of the European Commission
EN
EN
COMMISSION DECISION
of 18.11.2008
General implementing provisions adopting the Guide to missions for officials and other
servants of the European Commission
THE COMMISSION OF THE EUROPEAN COMMUNITIES,
Having regard to the Staff Regulations of officials of the European Communities and the
Conditions of employment of other servants of the European Communities laid down by
Council Regulation (EEC, Euratom, ECSC) No 259/681, and in particular Article 71 of the
Staff Regulations, concerning the reimbursement of expenses incurred in the course of or in
connection with the performance of duties, and Articles 11 to 13a of Annex VII to those Staff
Regulations,
Having regard to the Commission Decision (C(2004)1313) of 7 April 2004 adopting the
Guide to missions for officials and other servants of the European Commission,
After consulting the Staff Regulations Committee and the Staff Committee,
HAS DECIDED AS FOLLOWS:
Article 1
The new version of the Guide to missions for officials and other servants of the European
Commission contained in the Annex is hereby approved.
Article 2
These provisions repeal and replace the Decision of 7 April 2004 adopting the Guide to
missions.
Article 3
These provisions shall enter into force on 1 January 2009.
Done at Brussels, 18.11.2008.
For the Commission
Siim KALLAS
Vice-President
1
OJ L 56, 4.3.1968, p.1. Regulation as last amended by Council Regulation (EC, Euratom) No 723/2004
(OJ L 124, 27.4.2004, p. 1).
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ANNEX
GUIDE TO MISSIONS
FOR OFFICIALS AND OTHER SERVANTS
OF THE EUROPEAN COMMISSION2
adopted by the Commission Decision of ………
The previous Decisions adopted by the Commission
ARE HEREBY REPEALED
This Guide to Missions replaces that adopted by the Commission Decision of 7 April 2004.
The provisions of this Guide apply to missions by Commission staff based at headquarters. Additional
provisions may, if necessary, be adopted for staff in Delegations.
Information on the protection of personal data: the arrangements for managing missions have
been notified to the Data Protection Officer in accordance with Regulation (EC) No 45/2001
of the European Parliament and of the Council of 18 December 2000.
For more information, see: http://www.cc.cec/pers_admin/missions/dpo-notification.pdf.
INTRODUCTION
What are missions? Whenever officials or other members of staff are required to travel
away from their place of employment3 for the requirements of the service, this constitutes a
mission. Every mission requires a travel order.
2
The details given in this Guide, including details of the insurance contract, the credit card contract, people to contact
and internet links, as well as legislative and factual details, are provided for information only and may change. If you
are going on mission, please consult the updated version of the Guide and annexes on the following website:
http://www.cc.cec/pers_admin/missions/guide_en.pdf.
3
Place of employment: Any travel at the place of employment does not constitute a mission. The main places of
employment are Brussels, Luxembourg, Ispra, Petten, Karlsruhe, Geel, Seville and Grange. Travel within the Brussels
Capital Region or to the Interinstitutional Centre in Overijse or the archives in Zaventem or Kortenberg constitutes
travel at the place of employment. It does not require a travel order and is not reimbursed. In Luxembourg, travel
between the various buildings occupied by the European Institutions does not require a travel order as all those
buildings are deemed to be located at the place of employment.
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WHO DOES WHAT?
Members of staff going on mission: the help of the travel agency and, where necessary, the PMO’s
Missions Unit, staff members going on mission must submit to their immediate superiors and
authorising officers a mission programme which allows them to carry out their professional
engagements in the most cost-effective manner. In particular, they must inform authorising officers of
any possible alternatives in terms of means of transport, the conditions and rates applicable, the price
of the proposed journey and the travelling time, and of any exceptional arrangements involving extra
costs, so that authorising officers can give their informed consent. Priority should be given to public or
shared transport4 (train, shuttle, official/hire car with driver) in view of its low environmental impact,
especially for transfers to airports/railway stations. Staff going on mission must inform the travel
agency what the precise mission arrangements are and how flexible the tickets need to be. Staff
members can obtain further information from the missions administrators (GEMI) in their DGs.
The immediate superior decides whether the mission is politically and administratively appropriate and
certifies that the declaration of expenses is accurate.
The authorising officer certifies the political and administrative appropriateness of the mission and
approves the costs involved, confirming that the mission itinerary serves its purpose in the most
cost-effective manner, taking account, among other things, of the means of transport to be used, the
travel time, the fare conditions, notably with regard to ticket flexibility, and the interests of the service.
The authorising officer must check that staff members going on mission pay the travel agency for any
additional costs related to detours made for private reasons and notified to the authorising officer.
The PMO (authorising officer by delegation for payments) is available to advise authorising officers
and staff going on mission before any decision is taken. It is the PMO’s duty to inform the authorising
officer in good time of any matter of importance which might compromise sound financial
management of appropriations. It may therefore ask the authorising officer to review a decision taken
in advance and reconfirm it.
The Commission-approved travel agency is required to provide the member of staff travelling on
mission with all the information necessary for organising the trip so that the official engagements of
which it has been informed by the staff member can be performed in the most cost-effective manner
and to issue transport tickets at the best available market price in the light of the details with which it
has been provided.
As an active participant in the EMAS policy, the Commission wishes to reduce CO2 emissions
and therefore encourages the use of public or shared transport whenever possible, taking
account, among other things, of the environmental impact, and strongly encourages the use of
videoconferencing possibilities.
4
The Commission strongly advises staff against using their own cars when going on mission.
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I AM GOING ON MISSION — WHAT DO I NEED TO DO?
Before departure
Submit and sign a travel order
(http://www.cc.cec/mips/). Have it signed by your immediate superior and,
where necessary, by the relevant authorising officer.
Book
your
tickets
through
the
travel
agency
(http://www.cc.cec/pers_admin/missions/before_dep/agencies_en.html) approved by the Commission5.
Book
accommodation
if
needed
(http://www.cc.cec/pers_admin/missions/hotel_guide/index.cfm?langue=ENG). Find out what the relevant safety and insurance rules are.
For more information, see the missions website
(http://www.cc.cec/pers_admin/missions/index_en.html)
or contact the Missions Unit.
Note: If you do not yet have a corporate credit card, you are advised to request one via the functional
mailbox PMO BRU LUX CARTES CREDIT (or PMO ISPRA CARTES CREDIT if you are based in
Ispra).
Information can be found at
(http://www.cc.cec/pers_admin/missions/before_dep/credit_en.html)
While on mission
If you have an accident or require assistance, contact the travel insurance call centre before taking any
other
measures
(see
Section
14).
Detailed
information
can
be
found
at
http://www.cc.cec/pers_admin/missions/insurance_en.html.
5
Check the details of the booking and ensure that the authorising officer has signed before you confirm the reservation.
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On return Complete a statement of expenses as soon as possible and sign it. Have it signed by the line manager to
whom authority has been delegated and, where necessary, by the authorising officer and send it
immediately, and at the latest within three months of returning from mission (see Section 11), to the
Missions Unit, together with all tickets and boarding cards and any originals of supporting documents
relating to expenses.
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1.
TRAVEL ORDER
Travel orders authorise staff to travel outside their place of employment for the requirements of
the service. They should contain full details of the planned mission. They must specify in
particular the place6, purpose and programme of the mission, itineraries7, the means of transport
used, the rate communicated and, where appropriate, the conditions applied, the expected cost,
any detours or parts of the journey made for private reasons and any additional costs.
In the interests of sound financial management, the financial section must contain precise details.
Travel orders must provide authorising officers with the information they need to sign them in
full knowledge of the facts. When completing a travel order, you must give details of any
exceptional arrangements involving extra costs and inform the authorising officer accordingly so
that he or she can authorise them where they are justified by the requirements of the service. Any
exceptional arrangements made for private reasons must be paid for by the staff member to the
travel agency direct.
For any training missions (team building, seminars, etc.) for which the costs of transport, meals
and accommodation are borne by the Institution and for which participants incur no other charge,
one travel order signed by the relevant authorising officer may be submitted for all participants.
No daily subsistence allowances are payable in respect of such missions.
1.1.
Signing travel orders
Notwithstanding the derogations referred to at 1.4, travel orders must be signed by the staff
member going on mission, his or her immediate superior and the authorising officer before the
expenditure is committed and before the staff member departs. Any financial commitment (such
as booking a hotel or ticket) entered into by members of staff going on mission without the
agreement of the authorising officer will be borne by them and, if necessary, deducted from their
salaries.
The procedures for signing travel orders are subject to the Internal Rules on the Implementation
of the Budget of the European Communities, which may be amended each year, and to the
Internal Rules of the Commission (in particular Article 27 laying down rules on deputising).
For missions the costs of which are met by a Directorate-General other than that of the staff
member concerned, travel orders should be signed by:
–
the immediate superior in the member of staff’s own Directorate-General, and
–
the authorising officer in the Directorate-General which is responsible for the
mission being carried out.
The signing of the travel order by the authorising officer entitles the staff member to
reimbursement of the costs subject to the rules in force.
6
That is, the relevant town or city.
7
The distance between the place of employment and the mission location is calculated on the basis of the official
national rail route or the most direct flight.
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1.2.
Consultation procedure for missions outside the EU
The unit in the DG geographically responsible for the country concerned should be informed of
any mission outside the European Union where the nature of the mission so permits8.
1.3.
Passports and visas
PMO can provide staff going on mission with all information regarding visas and other
formalities required to enter and stay in the countries to be visited. Where possible, this service
will also obtain the visas. To do so, it must receive applications and passports at least eight days
before the planned departure date (at least two weeks if several visas are required).
The passport must be valid for at least six months after the end of the mission (as required by
most countries) and must contain a sufficient number of blank pages.
Only the cost of the visas and related costs only are reimbursed on presentation of supporting
documents. The costs of obtaining a passport and other related expenses, such as for
photographs, are not reimbursed.
1.4.
Authorising expenditure and exceptions
It is up to authorising officers to manage the resources for which they are responsible. In
particular, they must evaluate whether or not missions and requests for exceptions submitted by
staff going on mission are justified in the event of any exception to the general rules applicable,
having regard to the requirements of the service and in conformity with the financial rules, in
particular on economy and cost effectiveness. They may, where necessary, consult the PMO’s
Missions Unit.
The authorising officer by delegation for payments (the PMO) must inform the authorising
officer in good time of any matter of importance which might compromise sound management of
appropriations and must draw the authorising officer’s attention to the different options allowing
the needs of the departments to be met and to the costs involved in each case.
1.5.
Registration fees for congresses, conferences, seminars, etc.
Registration fees for seminars, conferences, congresses, etc. attended at the request of a
Directorate-General in the interests of the service are reimbursed.
Officials on mission should pay such expenses on the spot using their corporate credit card.
Where the credit card cannot be used, the PMO may either grant an advance (see Section 2) to
cover the registration fees to be paid on the spot or make a direct payment.
The finalised programme, detailed invoice and proof of payment must be attached to the
statement of expenses. Registration fees for seminars, conferences, congresses, etc. for personal training purposes are
not considered to be mission expenses and must be charged to the appropriations for ―training
courses and traineeships‖. Staff working at the JRC should contact the relevant department at
their place of employment.
Applications for the reimbursement of registration fees for conferences at the place of
employment should be sent to the appropriate administrative unit in the DG.
8
Where OLAF is concerned, it may be necessary to deviate from this principle if the secrecy of the investigation
requires it in accordance with the legislation applicable to OLAF.
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2.
CORPORATE CREDIT CARD AND ADVANCES ON MISSION EXPENSES
2.1.
Corporate credit card
The credit card which the Commission provides free of charge to staff going on mission should
be the preferred means of paying for mission expenses (hotels, restaurants, congresses,
conferences, local transport, taxis, etc.). Payments using the card are debited 60 days after the
end of the month in which the payment was made from the account into which the cardholder’s
salary is paid and mission expenses reimbursed.
A credit limit of EUR 5 000 has been placed on use of the card. This limit may be increased
temporarily on application by the card holder, stating reasons, to the Head of the Missions Unit
in the PMO. When mission expenses incurred using the corporate credit card are reimbursed, the
exchange rates applied are automatically increased by the rate applied by the issuing bank to
ensure that staff are paid an amount approximating as closely as possible to that debited by the
credit card company.
Credit cards are issued after a contract has been signed between the staff member going on
mission and the credit card issuer selected by the Commission. The PMO must approve each
request. The card issuer must process personal data in accordance with the national legislation
transposing Directive 95/46/EC and demonstrate to the Commission departments and the
individual staff members concerned that this is the case.
The staff member remains directly liable for any amounts not paid to the card issuer.
For more information, see
http://www.cc.cec/pers_admin/missions/before_dep/credit_en.html.
2.2.
Advances
Staff members who do not wish to use a corporate credit card may request an advance for any
mission of more than three days for which they expect to bear expenses of more than EUR 1 000.
Corporate credit card holders may also request an advance in situations where the card cannot be
used (e.g. technical constraints, long-stay missions, advance payments, etc.).
In no circumstances can advances exceed 80% of the estimated total expenditure indicated in the
travel order.
Any sums paid by way of an advance will be deducted from the amounts reimbursed to cover
mission expenses.
2.3.
Advances not used
If an advance has been paid to a member of staff for a mission that is subsequently cancelled, the
amount of the advance is to be automatically deducted from a subsequent salary payment.
3.
TRANSPORT
3.1.
General rules
Staff travelling on mission must use the most appropriate and cost-effective means of transport for
achieving the purposes of the mission in the interests of the service. Particular attention should be paid to
the degree of flexibility required for the tickets booked through the travel agency in view of the direct
bearing this has on the rates applied. For missions that are organised well in advance and are unlikely to
be cancelled, staff should book their tickets at the earliest opportunity in order to take advantage of the
best rates offered by the agency.
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All travel is deemed to start at the place of employment. Staff going on mission are directly and
personally responsible for any excess costs arising from detours made for private reasons,
including departures from and/or returns to any other place, and are responsible for reporting the
excess cost involved and paying for it by credit card directly to the agency at the time of
booking.
Travel expenses incurred for the purposes of a mission are reimbursed exclusively on the basis of
the cost of the most appropriate and cost-effective means of transport between the place of
employment and the place(s) of mission. Reimbursement will take account of the times of
meetings and will be based on the best rates available from the preferential rates negotiated and
other fares available through the approved travel agency.
For members of staff with a disability recognised by the Commission's medical service, their
circumstances will be taken into account in determining the most appropriate means of transport
and the terms of travel.
In all cases, it is up to line managers to designate the most suitable staff member for each
mission, taking account of the conditions in which it will be performed.
All tickets should preferably be issued electronically.
3.2.
Commission-approved travel agency (see Annex II)
The travel agency assists staff going on mission in organising their missions as efficiently as possible at
the best conditions available on the market.
The approved travel agency must provide the different rates available, taking account of the
requirements of the mission as indicated by the member of staff going on mission, so that the
staff member concerned and the authorising officer can reach a decision in full knowledge of the
facts. No one may be obliged to spend the weekend preceding or following the mission at the
place of mission for the sole purpose of obtaining a cheaper ticket. The approved agency must
provide any information, verbally or in writing, needed for the organisation of the mission and
will deliver tickets and other documents as quickly as possible.
Staff going on mission who use another travel agency will be reimbursed no more than the
amount equal to the best rate available from the approved agency. In cases of force majeure,
costs over and above the approved agency’s rates will be reimbursed where the relevant
authorising officer has granted a derogation.
3.3.
Travel by rail
Travel expenses are reimbursed on presentation of supporting documents on the basis of the
first-class rail fare, including the cost of seat reservations and any supplements. Any rail ticket
that cannot be reimbursed and has not been issued to a named traveller can be used by a member
of staff other than the person for whom it was reserved provided that this is mentioned in both
files.
3.4.
Travel by air
As the agency is unable to issue tickets for "low-cost" companies, which may provide an
efficient solution for certain destinations, staff going on mission may make reservations and
payment directly by Internet9 and claim reimbursement on their statement of mission expenses
(see Section 11 — Statement of expenses).
9
The corporate credit card may be used for this purpose.
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(1)
Air travel may be booked:
(a)
in economy class or equivalent, at the lowest available rates, taking into account
the times of meetings and/or special features of the mission, for all segments that
involve less than four hours continuous flying time;
(b)
in business class or equivalent, at the lowest available rates, taking into account
the times of meetings and/or special features of the mission, if the journey
includes at least one segment involving at least four hours continuous flying time;
(c)
in first class if the member of staff is accompanying a Member of the Commission
travelling first class and in the circumstances referred to at (b) if business class is
not available.
(2)
Tiring journeys
–
Where a journey involves a time difference of more than four hours, a day’s rest is
allowed at the place of the mission before official engagements begin.
(3)
Overbooking
If boarding is denied, staff members are required to take all possible measures so that the agency
will be able to take action against the airline concerned (see Section 15 — Rights of passengers).
(4)
Miscellaneous
Where staff need to transport heavy and/or bulky documentation or equipment by air, an MCO
(Miscellaneous Charge Order) for excess baggage can be obtained on the approval of the
authorising officer.
3.5.
Travel by car
The use of a car is authorised where, in view of the specific features of the mission, it improves
the cost effectiveness of travel and/or of the mission itself, particularly where the vehicle is
shared by a number of colleagues.
Car hire
Staff
going
on
mission
may
reserve
hire
cars
(form:
http://www.cc.cec/pers_admin/missions/location_en.html#location) through the approved travel
agency or directly with a hire company. The category of vehicle must correspond to the
requirements of the mission, taking account of the number of passengers, the distance to be
travelled and the place of mission.
Should it prove necessary to hire a car in the course of a mission, staff on mission may hire
directly from one of the hire companies approved by the Commission.
Official car
Within the general rules set out in Section 3.1., Commission staff may use official cars to transport people
and
goods.
The
terms
of
use
are
laid
down
for
Brussels
by
the
OIB
(http://www.cc.cec/pers_admin/building_bxl/transp/serv_car_en.html)10 and for Luxembourg by the OIL
(http://www.cc.cec/oil/oil_externe/index_en.htm).
10
Reference documents:
Arrangements for application of the Commission Decision of 29 July 1996 laying down rules
on the operation of the Commission's motor vehicle fleet, and Arrangements for the use of official cars by
Commission staff
(No 50-2003/15 July 2003); Commission Decision on the duties of Commission drivers
(No 71-
2004/22 June 2004).
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3.6.
Private car
The Commission strongly advises staff against using their own cars when going on mission.
Members of staff who choose to use their own cars for mission-related travel remain fully liable for any
accidents involving their vehicle and for any traffic offences. The Commission will not accept any
requests for compensation or reimbursement.
Members of staff going on mission are required to use appropriate, safe and properly serviced
vehicles and to comply with the relevant safety rules: rest times, highway code, etc.
Travel by private car for professional reasons
Where use of a private car is necessary for professional reasons, travel costs are reimbursed on the basis
of the first-class rail fare. However, when staff members carry out missions in special circumstances
where there are definite disadvantages to any alternatives, authorising officers may decide to grant the
staff members concerned a kilometre allowance11. In such cases, other expenses (motorway tolls, parking,
ferry crossings, etc.) can also be reimbursed on presentation of the corresponding supporting documents.
Travel by private vehicle for personal reasons
Use of any private vehicle (car, motorbike, plane, etc.) is reimbursed up to the price of the most suitable
means of transport. If several people travel together in one vehicle, only the person in charge of the
vehicle will receive travel expenses. Where the use of a vehicle for personal reasons lengthens the
mission, subsistence costs (daily subsistence allowances and accommodation costs) will be calculated on
the basis of the duration of the journey using the most suitable means of transport.
3.7.
Travel by boat
The appropriate class and cabin supplements will be authorised in accordance with the needs of
the service and in line with the length and cost of the trip and considerations of cost
effectiveness.
3.8.
Shuttles and taxis
The Commission encourages the use of public transport. Staff are reminded that a shuttle bus service
(http://www.cc.cec/pers_admin/building_bxl/transp/public_en.html) runs between the Commission’s
main Brussels sites and the airport. Staff should preferably use this service, if necessary in combination
with a taxi or any other means of public transport.
Airport transfers are reimbursed on request at the price of the shuttle service (OIB) or on presentation of
supporting documents.
Taxis may be used for transfers to airports or stations at the place of employment or the place of mission
where public transport is not a suitable alternative (for example, for safety reasons) as confirmed by the
authorising officer by means of his or her signature on the travel order or statement of expenses. Expenses
on taxis are reimbursed on presentation of the original supporting documents
duly and clearly
completed12.
3.9.
Parking
– Parking expenses are reimbursed on the same terms as expenses on taxis.
11
The current rate is EUR 0.22 per kilometre.
12
Giving the name of the taxi firm. In the absence of original supporting documents, a solemn statement countersigned
by the authorising officer by delegation can be submitted.
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3.10.
Unused tickets
Air tickets must be cancelled immediately by sending an e-mail to the travel agency.
Unused or partially used (non-electronic) rail tickets must be returned to the travel agency as
quickly as possible. The documents concerned should be handed in to the travel agency in return
for a receipt (do not send tickets by mail), which should be attached to the statement of mission
expenses.
Partially used rail tickets must be cancelled at the station where the journey is interrupted and the
fact that they have not been used should be indicated on them.
If staff have not been able to cancel unused tickets, the application for reimbursement must be
justified and countersigned by the authorising officer.
4.
DAILY SUBSISTENCE ALLOWANCES
(See tables in Annex I)
4.1.
Calculation
Daily subsistence allowances are calculated according to the length of the trip:
six hours or less: 20% of the daily allowance and any transport costs on the basis of
supporting documents, up to EUR 0.22/km if a private car is used or the first-class rail fare if
the staff member travels by train;
more than six hours but not more than twelve hours: half the daily allowance;
more than twelve hours, but not more than twenty-four hours: the daily allowance;
each successive 12-hour period: half the daily allowance.
The daily allowance rates are subject to periodic review.
The following give entitlement to daily allowances:
– rest days granted by the Commission under the rules on tiring journeys (see Section 3.4(2));
– days spent at the place of mission between meetings, where justified by the requirements of
the mission and where cost-effective.
4.2.
Expenses covered
The daily subsistence allowance is paid as a flat-rate amount and covers breakfast and the two
main meals, and any other personal daily expenses, including local transport.
Any other expenses incurred in the interests of the service (e.g. photocopies, telephone calls,
Internet, costs of exchange transactions, inter-city travel, etc.) or in the event of force majeure
will be reimbursed on the basis of a decision signed by the authorising officer and accompanied
by the relevant supporting documents.
4.3.
Long-stay missions
A mission lasting more than four consecutive weeks in the same place is regarded as a long-stay
mission. For such missions, daily allowance rates and maximum hotel prices may be reduced by
one quarter on the prior decision of the authorising officer.
Missions on ―fellowships‖ allowing certain officials to teach or carry out research in certain
schools and universities for a maximum of nine months are subject to special rules set out by the
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Training
Unit
of
DG ADMIN
and
available
at
http://www.cc.cec/pers_admin/training_bxl/catalogue/fellowships_eisen_en.html.
5.
ACCOMMODATION
5.1.
General rules
Accommodation costs are reimbursed together with the daily subsistence allowance.
Wherever possible, staff should book accommodation through the hotel database (Annex VI). If
necessary, they can seek assistance from the travel agency. Accommodation is reimbursed within
the ceilings laid down (Annex I).
Staff going on mission are required to stay in facilities formally serving that purpose. Evidence
of payment (hotel bills or equivalent) must comply with local tax legislation.
Such evidence must be attached to the statement of expenses and must state separately any
breakfast taken as breakfast is, by default, covered by the daily subsistence allowance.
5.2.
Exceptions concerning hotel expenses
Any costs in excess of the ceiling must be justified by the authorising officer.
5.3.
Accompanied travel
If staff going on mission share their hotel room with someone not involved in the mission, they
must ask for the single room rate to be indicated on the hotel bill. Failing this, 25% of the price
of the double room will be deducted from the amount billed.
5.4.
Cancellation
In the event of the cancellation, postponement or alteration of a reservation, staff must inform the
approved travel agency or hotel chain concerned immediately in writing (fax or e-mail) (see
Section 8.1).
Where cancellation fees are due as a result of negligence on the part of the member of staff
concerned, he or she will be liable for the expenses incurred, except in the case of a duly
substantiated decision by the authorising officer.
6.
EXPENSES PAID BY ORGANISERS; ACCOMMODATION AND MEALS PROVIDED
BY OTHERS
– Before the mission, the authorising officer by delegation must check that there are no
potential conflicts of interest and confirm accordingly on the travel order. Tickets must be
provided to the staff going on mission by the organisers or paid for directly by the staff
member concerned. In the latter case, staff should be aware that they make such payments at
their own risk and that the Commission cannot reimburse such costs if the organisers fail to
do so.
– If a Community Institution, an administration or an outside organisation covers the costs of
meals, accommodation and/or subsistence, this should be mentioned on the travel order and
without fail on the statement of expenses (indicating the number of meals/overnight stays
provided per place of mission). In such cases, the daily allowance will be reduced
accordingly. The allowance is reduced by 30% for each meal provided, and by 15% for
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breakfast13. In exceptional cases, the authorising officer by delegation may decide, in
agreement with the member of staff concerned, not to grant a daily allowance.
– Any fees paid by an outside organisation should be declared on the travel order and/or the
statement of expenses and will be deducted from the balance for the mission (see also
Section 12 on gifts). The authorising officer by delegation must certify that the mission has
been carried out. To this end, all relevant documentary evidence14 must be enclosed with the
statement of expenses.
13
If colleagues treat one another to meals on a private basis, this does not have to be declared.
14
Examples of relevant documentary evidence would be: the invitation from the organisers, with their full contact
details, the official programme of the event, the list of participants, an attendance certificate, a letter of thanks from
the organisers or, in the absence of any other supporting document, a solemn statement signed by the member of staff
concerned.
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7.
DURATION OF A MISSION
The duration of a mission is calculated from the time of departure of the means of transport used
to the time of its arrival on return to the place of employment.
Travel must be organised so that the mission lasts as short a time as possible given the means of
transport used and is as cost-effective as possible.
The daily allowance is to be calculated on the basis of official published timetables, the starting
and finishing times of meetings and the means of transport and type of tickets used.
Solely for the purpose of settling mission expenses, 30 minutes are automatically added to the
departure and arrival times for journeys by train and two hours before take-off and after landing
for journeys by air15.
In the case of a one-day mission, the duration of the mission should not, in principle, exceed
12 hours.
Similarly, the total working day (on mission and at the office) on the day of departure and the
day of return should not exceed 12 hours.
Staff going on mission cannot be obliged, either at the place of employment or at the place of
mission, (not including the extra time added for the purposes of calculating the allowances) to:
– leave their place of employment or place of mission before 07.00 (station or other transport
type) or before 08.00 (airport);
– arrive at the place of mission after 21.00;
– arrive at the place of employment after 23.00 (airport, station or other transport type).
The return journey must be commenced in principle:
–
in the case of travel by air, not more than three and a half hours after the
end of the meeting;
–
in the case of travel by any other means of transport, not more than two
hours after the end of the meeting.
If the duration of the mission is extended for personal reasons (leave, weekend, public holiday,
etc.), substitute times will be applied automatically for the outgoing and/or return journey.
The substitute timetables will be calculated on the basis of the most appropriate and most
cost-effective means of transport for the normal purpose of the mission.
15
For missions by rail carried out by staff employed at the Geel JRC: departing from Brussels-Midi: three hours before
departure and after arrival; departing from Antwerp-Berchem or Eindhoven: one and a half hours before departure
and after arrival. As the Geel JRC is equidistant from Geel and Mol stations, JRC staff may start their journeys from
either station. Missions by air: general rule: three hours before take-off, two hours after landing. Exception for
transatlantic flights: four hours (unless exception granted by Director in the event of a mission extended on grounds of
transport problems).
For missions by air carried out by staff employed at Karlsruhe, three hours are added before take-off from Frankfurt,
Stuttgart or Strasbourg airport. 30 minutes are added to the departure and arrival times for journeys by train.
For missions carried out by staff employed at the Petten JRC: one hour is added to departure and arrival times for
train journeys, three hours before take-off and two hours after landing for journeys by air, and four hours before
take-off and two hours after landing for intercontinental flights.
EN
16
EN
Rules on time taken off as compensation which may be granted within the context of missions
and the scope of these rules are laid down in the Guide to flexitime available at
http://www.cc.cec/guide/publications/infoadm/2006/docs/ia06062annex_en.pdf.
8.
CHANGES TO A MISSION
8.1.
Before you leave
Cancellation
If a mission is cancelled, you must:
– cancel the tickets and hotel reservations
immediately in writing (e-mail, fax, etc.) either via
the approved travel agency or by contacting the transport companies and hotels concerned.
Failure to do so will result in any costs incurred by the Commission being charged to you.
Any rail ticket that cannot be reimbursed and has not been issued to a named traveller should
not be sent back to the travel agency but should be attached to the statement of expenses for
the cancelled mission;
– cancel the mission in MIPS;
– indicate any cancellation fees.
Changes to the dates of the mission
– If any changes are to be made to the dates specified in the original travel order, a new travel
order must be issued.
– Otherwise, and especially where the changes were unexpected, the mission dates must be
altered in the statement of expenses as laid down in Section 8.2.
8.2.
During the mission
Extension
Missions may have to be extended on account of unforeseen circumstances.
If the duration of the mission initially indicated on the travel order is extended, leading to
additional costs, this should be mentioned on the statement of expenses.
Interruption or modification in the interests of the service (recall) All expenses incurred in relation to the mission will be reimbursed.
Interruption or modification for personal reasons All costs will be met by the member of staff concerned.
Interruption for reasons of force majeure Costs incurred as a result of illness, accident, early return from mission or travel assistance will
be covered by insurance (see services offered).
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9.
MISSIONS COMBINED WITH ABSENCE FOR PERSONAL REASONS
An ad hoc signature by the authorising officer is required if a mission is to be combined with
absence for personal reasons of more than three calendar days as a result of leave, a weekend,
non-working days or public holidays.
10.
MISSION INTERRUPTING A PERIOD OF LEAVE
Where justified in the interests of the service, as substantiated by the authorising officer, all the
costs associated with the interruption of or recall from leave will be borne by the Institution and
treated in the same way as a mission.
If you are called back from leave, no daily allowance will be paid at your place of employment
and accommodation expenses will not be paid. However, if your own residence is temporarily
unavailable, you can make a formal declaration to that effect and, if the declaration is accepted
by the authorising officer, accommodation expenses may be paid.
11.
STATEMENT OF EXPENSES
Immediately on your return from mission, you must draw up a statement of mission expenses
which will be signed by the line manager to whom authority has been delegated and, where
necessary, by the authorising officer. Under no circumstances may this signature be made
conditional on the submission of a mission report or any other formality required by an internal
circuit. The supporting documents must be sent without delay to the PMO’s Missions Office.
Unless the authorising officer by delegation issues a derogation in accordance with Section 1.4,
any statement of expenses submitted more than
3 months after the date of return from the
mission will not be reimbursed. Following a reminder from the PMO, any advances or travel
expenses already paid will be deducted from your salary.
Statements of expenses should be completed carefully and correctly.
Original supporting documents to be attached to the statement of expenses
- tickets
;
- hotel bills or equivalent;
- derogations, if any;
- requests for car hire and car hire contract;
- any other proof of expenditure for which reimbursement is requested.
For missions by air,
original boarding cards must be attached to statements of expenses.
Passenger receipts will be required if a detour has been made for private reasons, if you have
paid for the air ticket yourself and in the case of any dispute with an airline.
Failure to comply with these provisions will delay reimbursement of the expenses incurred. The
actual routes and departure and arrival times of the transport used should be indicated.
12.
GIFTS OR PAYMENTS OFFERED TO STAFF
The rules in this area are published and regularly updated on IntraComm
(http://www.cc.cec/pers_admin/missions/rights_en.html).
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18
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In any event, any fees or other payments received must be declared (on the travel order and/or
the statement of expenses) and will be deducted from the total mission expenses payable or from
your salary.
You
are
also
advised
to
consult
the
rules
on
ethics
-
http://www.cc.cec/pers_admin/ethics/index_en.html
13.
SAFETY ON MISSION AND ON THE ROADS
Staff are reminded that, when travelling on mission, they are solely responsible for their own
safety and for the safety of their personal effects and the money in their possession.
You should therefore take all necessary precautions, e.g. by not carrying more cash than is
absolutely necessary. You are advised to use a credit card and should visit the "Travel Advice"
pages to learn more about safety requirements in the countries to which you will be travelling. It
is also a good idea to contact the Delegation in the country you will be visiting and follow their
advice.
The best way to travel is by public or shared transport (train, shuttle, official car or hired car with
driver). The Commission strongly advises staff against using their own cars when going on
mission (see Section 3.6). If you do use your own car when on mission, you must use
appropriate, safe and properly serviced vehicles and must comply with the relevant safety rules
(rest times, highway code, etc.).
14.
TRAVEL INSURANCE AND ASSISTANCE
If you encounter a problem during a mission, before you do anything else16 please contact our
insurers (see Annex IV), who are on hand 24 hours a day, and follow their instructions.
15.
PASSENGERS’ RIGHTS17
If you are denied boarding, your flight is cancelled or you experience other problems, you should
follow the procedure set out below:
The first step is to contact a representative of the airline (usually at the airport office) who will
record in writing your right to compensation; this will be paid immediately or within 7 days at
the latest, in cash, by bank transfer or by cheque. Staff on mission are not permitted to accept
travel vouchers.
This compensation is in addition to being placed on the next available flight or
to a voucher for a night in a hotel and a meal as appropriate.
Under no circumstances may staff
travelling on mission volunteer to take a later flight at the airline’s expense if they have the
option of leaving at the time originally planned.
If the delay in boarding threatens the normal completion of the mission, you must decide
whether or not to continue the mission.
Your statement of expenses must include the amount of compensation received (from which any
extra costs to the Commission will be deducted), as well as any nights in a hotel or any meals
paid for by the airline; these will be taken into account when settling the mission expenses.
16
After you have obtained any immediate assistance required to deal with the problem, of course.
17
Regulation (EC) No 261/2004 of the European Parliament and of the Council of 11 February 2004
(http://europa.eu.int/comm/transport/air/rights/info_en.htm,), which entered into force on 17 February 2005.
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19
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If the airline does not honour its obligations, you must, if possible, obtain a signed
acknowledgement in writing of this refusal addressed to the PMO which, with the assistance of
the travel agency, will ensure that the appropriate steps are taken.
16.
MEDICAL ASPECTS OF MISSIONS
16.1.
Ill health during your mission
If, for reasons of ill health, you are unable to carry out your mission, are obliged to extend it or
are unable to return to your place of employment, you must inform your immediate superior and
the institution’s Medical Service by the quickest possible means, giving your exact address and
details of how you can be contacted directly.
The
rules
on
this
matter
are
published
on
IntraComm
(http://www.cc.cec/pers_admin/sick_insur/proced/index_en.html
http://www.cc.cec/pers_admin/sick_insur/accident/index_en.html
http://www.cc.cec/pers_admin/missions/index_en.html).
In the event of hospitalisation during a mission, daily mission allowances will no longer be paid;
however, the hospitalisation costs will be reimbursed under the sickness insurance scheme.
16.2.
Missions to the tropics
Staff travelling frequently on mission to the tropics or to certain other countries are advised to
make sure that their vaccination certificates are up to date, as it is often very difficult or even
impossible to carry out vaccinations in time when they are requested at the last minute or just a
few days before departure.
16.3.
Missions to countries where hygiene is a problem
Travellers to countries where hygiene is a problem are advised to take particular care not to drink
unsterilised water (drink bottled water).
Staff should also be careful not to use unsterilised water for cleaning teeth or dentures.
As a rule, you should drink bottled water or tap water purified using sterilising tablets.
Staff should not drink unsterilised milk or eat yoghurts or unwashed (or poorly washed) fruit or
vegetables.
16.4.
Staff with health problems or allergies and expectant mothers
Staff with health problems or allergies and expectant mothers should draw attention to their
condition before having vaccinations of any kind or taking medication to protect against malaria.
EN
20
EN
ANNEXES
These Annexes contain extracts from legislative
acts and information which may vary over time;
they are provided here only as a guide.
The content of the Annexes does not form an
integral part of the Guide.
EN
21
EN
ANNEX I: MISSION ALLOWANCES
DAILY SUBSISTENCE ALLOWANCES FOR COUNTRIES IN THE EUROPEAN
UNION (Staff Regulations)
Daily subsistence allowance Hotel ceiling
DESTINATION
in euros
in euros
Austria
95
130
Belgium
92
140
Bulgaria
58
169
Cyprus
93
145
Czech Republic
75
155
Denmark
120
150
Estonia
71
110
Finland
104
140
France
95
150
Germany
93
115
Greece
82
140
Hungary
72
150
Ireland
104
150
Italy
95
135
Latvia
66
145
Lithuania
68
115
Luxembourg
92
145
Malta
90
115
Netherlands
93
170
Poland
72
145
Portugal
84
120
Romania
52
170
Slovakia
80
125
Slovenia
70
110
Spain
87
125
Sweden
97
160
United Kingdom
101
175
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22
EN
DAILY SUBSISTENCE ALLOWANCES FOR COUNTRIES OUTSIDE THE
EUROPEAN UNION
(Commission Decision of 24 January 2002)
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Afghanistan
50
75
Albania
50
160
Algeria
85
85
American Samoa
70
135
Andorra*
68.89
126.57
Angola
105
175
Anguilla
75
140
Antigua and Barbuda
85
140
Argentina
75
210
Armenia
70
210
Aruba
80
185
Australia
75
135
Azerbaijan
70
200
Bahamas
75
115
Bahrain
80
195
Bangladesh
50
140
Barbados
75
140
Belarus
90
135
Belize
50
135
Benin
50
100
Bermuda
70
140
Bhutan
50
130
Bolivia
50
100
Bonaire
90
185
Bosnia-Herzegovina
65
135
Botswana
50
135
Brazil
65
180
British Virgin Islands
75
140
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23
EN
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Brunei
60
165
Burkina Faso
55
90
Burundi
50
115
Cambodia
50
115
Cameroon
55
105
Canada
65
165
Cape Verde
50
75
Cayman Islands
60
135
Central African Republic
60
80
Chad
65
145
Chile
70
175
China
55
155
Columbia
50
120
Comoros
50
85
Congo (Democratic Republic)
105
140
Congo (Republic)
70
115
Cooks Island
50
135
Costa Rica
50
140
Côte d'Ivoire
60
130
Croatia
60
120
Cuba
75
150
Djibouti
65
170
Dominica
75
140
Dominican Republic
60
170
East Timor
50
110
East Timor
50
110
Ecuador
50
140
Egypt
65
140
El Salvador
55
125
Equatorial Guinea
60
85
Eritrea
50
80
EN
24
EN
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Ethiopia
50
145
Federal Republic of Yugoslavia
80
140
(Serbia and Montenegro)
Fiji
50
120
French Guyana
55
140
French Polynesia
60
135
Gabon
75
115
Gambia
50
120
Georgia
80
215
Ghana
70
140
Grenada
75
140
Guadeloupe
65
115
Guam
60
135
Guatemala
50
125
Guinea Bissau
50
90
Guyana
50
160
Haiti
65
125
Honduras
50
125
Hong Kong
60
205
Iceland
85
160
India
50
195
Indonesia
50
145
Iran
55
145
Iraq
60
85
Israel
105
210
Jamaica
60
170
Japan
130
275
Jordan
60
135
Kazakhstan
70
175
Kenya
60
165
Kiribati
60
145
EN
25
EN
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Kuwait
85
195
Kyrgyzstan
75
180
Laos
50
145
Lebanon
70
190
Lesotho
50
100
Liberia
85
150
Libya
50
175
Liechtenstein
80
95
Macao
55
95
Macedonia
50
160
Madagascar
50
105
Malaysia
50
160
Malawi
50
165
Maldives
50
135
Mali
60
95
Marshall Islands
50
135
Martinique
70
110
Mauritania
50
75
Mauritius
60
140
Mayotte
50
110
Mexico
70
185
Micronesia
55
135
Moldova
80
170
Monaco*
72.58
97.27
Mongolia
70
90
Montserrat
55
140
Morocco
75
130
Mozambique
60
140
Myanmar
50
75
Namibia
50
85
Nauru
50
135
EN
26
EN
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Nepal
50
135
Netherlands Antilles
90
185
New Caledonia
55
135
New Zealand
60
125
Nicaragua
50
135
Niger
50
75
Nigeria
50
185
Niue
50
135
North Korea (P.D.R)
50
180
Northern Marianas
70
135
Norway
80
140
Oman
70
135
Pakistan
50
130
Palau
50
135
Panama
50
160
Papua New Guinea
55
135
Paraguay
50
140
Peru
75
135
Philippines
60
150
Puerto Rico
65
140
Qatar
65
135
Republic of Guinea
50
135
Réunion
60
90
Russia
90
275
Rwanda
65
160
Saint Lucia
75
140
Saint Vincent and the Grenadines
75
190
Samoa
50
135
San Marino*
60.34
114.33
São Tomé and Príncipe
60
95
Saudi Arabia
85
195
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27
EN
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Senegal
65
135
Seychelles
85
140
Sierra Leone
55
135
Singapore
75
150
Solomon Islands
50
120
Somalia
50
125
South Africa
50
145
South Korea
100
200
Sri Lanka
50
105
St Kitts and Nevis
85
185
St Marteen
90
185
Sudan
55
215
Suriname
55
125
Swaziland
50
90
Switzerland
80
140
Syria
80
145
Taiwan
55
200
Tajikistan
75
110
Tanzania
50
200
Thailand
60
145
The Vatican*
60.34
114.33
Togo
60
95
Tokelau Islands
50
135
Tonga
50
105
Trinidad and Tobago
60
115
Tunisia
60
85
Turkey
55
165
Turkmenistan
80
150
Turks and Caicos Islands
55
135
Tuvalu
50
135
Uganda
55
180
EN
28
EN
Daily
Hotel ceiling
DESTINATION
subsistence
in euros
allowance
in euros
Ukraine
80
190
United Arab Emirates
70
195
United States of America (except
80
200
New York)
United States of America (New
100
275
York)
Uruguay
55
160
US Virgin Islands
55
140
Uzbekistan
75
155
Vanuatu
60
110
Venezuela
85
125
Vietnam
50
205
Wallis and Futuna Islands
50
135
West Bank and Gaza
60
110
Yemen
60
165
Zambia
50
135
Zimbabwe
50
115
Other countries
60
145
* considered to be geographically part of :
–
France: Monaco
–
Italy: San Marino
–
Italy: The Vatican
–
Spain: Andorra
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ANNEX II: APPROVED TRAVEL AGENCIES
BRUSSELS
CARLSON WAGONLIT TRAVEL (CWT) – 79 rue Joseph II: J-79 (1st floor)
Tel.:
Fax:
e-mail
Team 1 AIDCO, DEV,
71028
90576
cwteccjoseph.team01@carlsonwagonl
DGT, ECHO,
(internal)
it.be
ELARG, ESTAT,
OPOCE,
+32 (0)2
RELEX, TRADE
258 88 11
(external)
Team 2 RTD, TREN,
71029
90333
cwteccjoseph.team02@carlsonwagonl
EMPL, COMP
(internal)
it.be
+32 (0)2
258 88 12
(external)
Team 3 CABINETS, PRESS, BEPA,
71030
90876
cwteccjoseph.team03@carlsonwagonl
SECURITY, EDPS, FR,
(internal)
it.be
FELLOWSHIP, ADVISERS,
FISH, JLS, OLAF
+32 (0)2
258 88 13
(external)
Team 4 ADMIN, AGRI, BUDG, DIGIT,
71031
91559
cwteccjoseph.team04@carlsonwagonl
ENTR, MARKT, PMO, OIB, OIL,
(internal)
it.be
EPSO, REGIO, SJ
+32 (0)2
258 88 14
(external)
Team 5 ECFIN, INFSO, ENV, IAS,
71032
90150
cwteccjoseph.team05@carlsonwagonl
EAC (EA), SANCO, SG, TAXUD
(internal)
it.be
+32 (0)2
258 88 15
(external)
Team 6 All non-missions
71033
90461
cwteccjoseph.team06@carlsonwagonl
+
(internal)
it.be
Taking up duty
+32 (0)2
258 88 16
(external)
SCIC
Tel. : 92103 / 92105
Fax : 02/235.20.94
e-mail: xxxxxxxxxx.xxxxxx@xxx.xx
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30
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LUXEMBOURG
CARLSON WAGONLIT TRAVEL (CWT)
JMO B0/010
Internal numbers
Tel.: 35500/33923/33924
Fax: 33439
e-mail: xxxxxxxxxxxxx@xxx.xx
ISPRA
CWT
CCR - T.P. 013
Numbers:
- Tel.: 0039 / 0332 / 78-9756 + 78-5278
- Fax: 0039 / 0332 / 35 98 15
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31
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ANNEX III: CAR HIRE
AVIS
Tel.: 070223001
Ref.:
(AWD)E 703904
www.avis
BUDGET
Tel.: 027215097
Ref.:
G 576.701 (Brussels)
Ref.:
G 576.700 (Luxembourg)
www.budget
EUROPCAR
Tel.: 023489212
Ref.:
(RECAP) 4019774
www.europcar
HERTZ
Tel.: 027173201
Ref.:
(CDP) 770468
www.hertz
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32
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ANNEX IV: TRAVEL INSURANCE
The number to call in case of emergency is
Contact HELP DESK:
Tel.: 00.32.3.253.69.16
Fax: 00.32.3.252.69.58
e-mail: xxxxxxxxxxxxxxx@xxx.xx
You will need to provide the following information:
- contract number: AIG-EUROPE No 2.004.760;
- your surname and forename;
- the institution to which you belong;
- your location (country, city/town, address);
- a brief description of what has happened and your circumstances.
You should collect a travel card listing all the components of the travel assistance; these cards
are available from the Human Resources departments of all the Directorates-General.
Every staff member on mission is covered by a general assistance contract concluded with
VTB/VAB-AIG Europe.
Services offered
Sickness/accident cover
In the event of serious illness and/or accident, transportation to the nearest hospital;
Depending on your condition, repatriation to your place of employment or residence by an
appropriate means of transport;
Reimbursement of the balance of any medical/hospitalisation expenses to be met by the insured
person after reimbursement by the social security services and/or any other insurance/assurance
scheme, up to a ceiling of €10 000;
Advances on the costs of transporting you to the nearest hospital which is most suitable in view
of the geographical situation and your condition. Advances on health care and hospitalisation
costs (€150 000);
Reimbursement of your subsistence expenses if immediate repatriation is not possible and of
travel and subsistence expenses for a member of your family having to travel to be with you;
In the event of death, repatriation of your body from the hospital to a place chosen by your
family, with an advance on the expenses involved;
Sending out a doctor, if required, and sending any essential medication which cannot be
procured on the spot, spectacles, contacts lenses, prostheses, etc.
Assistance and reimbursement of the cost of returning home early in the event of:
the death of a family member or close colleague;
hospitalisation of a child under eighteen, your spouse or one of your parents;
a serious accident at your home or office;
riots, terrorism, natural disaster etc., including help to implement evacuation arrangements.
Assistance during travel
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33
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funds transfer in the event of the loss or theft of your wallet or credit cards. A complaint must be
lodged at the nearest police station before this can be organised;
organising and sending replacement identity papers and/or credit cards, covering the associated
costs up to €1 000 including taxes;
possibility of an advance of up to €5 000 to buy essential items if luggage/contents are lost,
stolen or damaged (maximum per claim and per person);
reimbursement of costs and compensation of €10 000 including taxes if luggage and personal
effects are lost, stolen or damaged (whether or not combined with a physical assault against the
insured person) and in the event of damage following a natural disaster or other accident;
an advance of up to €25 000 to cover bail in the event of legal proceedings and up to €10 000 for
lawyers’ fees.
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ANNEX V: USEFUL ADDRESSES IN BRUSSELS, LUXEMBOURG
AND ISPRA
BRUSSELS and
ISPRA
LUXEMBOURG
Unit PMO.6
Unit PMO.2
SENDING
SC 15 1/10
TP.062 - Tel.5163 -
SUPPORTING
Ed.6a/019
DOCUMENTS
OBTAINING A
PMO BRU LUX
PMO ISPRA CREDIT
CORPORATE CREDIT CREDIT CARDS
CARDS
CARD
REQUESTS FOR
Sylvie Clergé (93258)
TP.062 - Tel.5163 -
ADVANCES IN
Ed.6a/019
EXCEPTIONAL
CIRCUMSTANCES
PASSPORT, VISAS
SC15 01/10 – Tel. 51923 SC15 01/15 – Tel.
Open from 08.30 to 12.30 and 51923
from 14:30 to 17.00 (16.00 on Open from 08.30 to 12.30
Fridays)
and from 14:30 to 17.00
(16.00 on Fridays)
FELLOWSHIPS
Training Section - ADMIN
DG
Unit PMO.2
Tel. 54748 - Fax 60430
MEDICAL SERVICE
See paragraph 16.
See paragraph 16.
INSURANCE
Vanbreda : AIG Europe –
Vanbreda : AIG Europe –
Contract No. 2.004.760
Contract No. 2.004.760
Tel.: + 32 3 253 69 16
Tel.: + 32 3 253 69 16
Fax: + 32 3 252 69 58
Fax: + 32 3 252 69 58
HOTELS
See Annex VI
See Annex VI
PMO CONTACT
32 2 299 77 77
Every weekday, except
Friday afternoon, from 09.00
to 17.00
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ANNEX VI: LIST OF HOTELS
For a list of hotels, click on the ―Hotel guide‖ link at:
http://www.cc.cec/pers_admin/missions/before_dep/accommodation_en.html)
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ANNEX VII: VACCINES AND MEDICINES
Vaccines are available on prescription from pharmacies and can be administered by the Medical
Service:
in Brussels:
Dispensaries
Telephone
BRE2 6/401
52765
BU9 2/146
55986/55991/87944
in Luxembourg:
Dispensary
Telephone
JMO medical room
31400
BECH medical room
36036
EUFO medical room
37778
OPOCE medical room
42112
Some medicines are available from the Medical Service, where you can also obtain:
– a first aid kit (to be returned after the mission);
– a document giving information on the risk of HIV infection (AIDS);
– an information pack entitled "Advice for travellers to the tropics".
In Brussels, additional information can be obtained from the dispensary nurse – tel. 52765.
In Luxembourg, please contact:
Medical Service of the EC – Drosbach Building B-1 – 12 rue Guillaume KROLL, Clôche d'Or –
tel.: 32588/32589.
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Document Outline
