1089th meeting – 30 June 2010
concerning the reimbursement of travel and subsistence expenses
to members of the Congress of Local and Regional Authorities of the Council of Europe
travelling at the charge of Council of Europe budgets
I. GENERAL PROVISIONS
Members of the Congress (hereinafter referred to as the “members”) travelling on Council of Europe business and at the Council's expense shall arrange their journeys in the most economical manner. Travelling expenses shall be reimbursed and daily subsistence allowances paid in accordance with the present rules.
II. MEANS OF TRANSPORT AND TRAVELLING EXPENSES
1. Members shall be entitled, as provided for below, to reimbursement of travel expenses incurred in travelling between the address specified in the notice of the meeting (hereinafter referred to as the “place of departure”), and the place of the meeting.
2. If, for personal or professional reasons, members travel to the meeting from a place other than their place of departure or return to such a place after the meeting, the refund shall be restricted to the amount of expenses they would have incurred in travelling to or from their place of departure. In exceptional and duly justified circumstances, with the prior approval of the Secretary General, members may request reimbursement based on the actual itinerary.
3. Travelling expenses shall be refunded to only one member per meeting. If one member is replaced by another in the course of the meeting, the latter shall not be entitled to travel expenses.
All claims for reimbursement of travel expenses for all means of transport must be accompanied by a copy of the relevant ticket and evidence of the expenditure actually incurred (for example, an original invoice or certified copy, credit card slip or statement). In no case shall the amount reimbursed exceed the actual expenditure incurred.
1. Rail travel
The reimbursement of the first class rail fare is authorised. Where the duration of the journey is longer than 6 hours between 10 p.m. and 7 a.m., the cost of a sleeper may be reimbursed.
2. Air travel
Reimbursement shall be based on the economy class fare.
However, reimbursement may be based on the business class fare in the following circumstances:
- for single flights lasting more than 7 hours;
- for more than 15 hours travelling time (more than one flight plus stopovers);
- for health reasons attested by a medical certificate, which must be submitted with the claim form.
The flight itinerary must be presented to justify the duration of flying time or total travelling time, as appropriate.
Excess baggage charges are not refundable unless justified on grounds of official requirements.
3. Sea travel
The reimbursement of travel by sea shall not exceed the amount of the air fare as defined in paragraph 2 above. When members travel by car, the cost of transporting the car by sea shall not be reimbursed (see Article 6, paragraph 1).
1. Transit fares in connection with changing from one means of transport to another and fares paid for travel between the place of departure and/or the place of the meeting and railway station or airport are provided for within the daily allowances paid for attendance at meetings and shall not therefore be directly reimbursed. However, when such fares exceed 20% of the daily allowances paid, the difference may be reimbursed, subject to the prior approval of the Secretary General and on presentation of evidence of the expenditure actually incurred.
2. Local travel costs incurred during meeting days are provided within the daily allowances paid for attendance at meetings and shall not therefore be directly reimbursed.
1. Members travelling by means other than public transport a distance exceeding 30 kilometres per journey (one-way) shall be refunded a lump sum based on a kilometric allowance determined annually by the Committee of Ministers. Distances over 1600 kilometres for the return journey shall be refunded on the basis of the economy class air fare from the nearest airports, unless there is prior approval from the Secretary General authorising reimbursement based on the kilometric allowance. Journeys of less than 30 kilometres (one-way) are not reimbursed.
2. The journey time used as the basis for the calculation of daily allowances shall be the result of the number of kilometres divided by 90 and shall not exceed 24 hours.
3. Related costs, such as toll and parking fees, may only be reimbursed with the prior approval of the Secretary General and only where there is no other possible alternative. Such claims shall be accompanied by evidence of the expenditure actually incurred.
4. If two or more members entitled to claim expenses use the same car, a refund shall be made only to the person in charge of the vehicle, with an increase of 10% for each passenger.
5. Members travelling by car do so at their own risk. The Council of Europe disclaims all liability in respect of any accident that may occur during the journey.
III. DAILY ALLOWANCES
1. During the meeting, members shall be entitled to receive an allowance at a daily rate determined annually by the Committee of Ministers (the rate in force as from 1 January 2010 is €175 and €269 when representing the Organisation outside of Strasbourg).
2. This allowance shall be deemed to cover all expenditure incurred by members in attending meetings, except for the travel expenses provided for above. However, where in exceptional and duly justified circumstances, and with the prior approval of the Secretary General, total accommodation costs (room, breakfast and related taxes) amount to more than 60% of the total daily allowances payable in respect of the meeting, members may submit a claim for a supplementary payment. Any such claim must be supported by original vouchers attesting the actual expenditure incurred for accommodation.
1. The duration of the period conferring entitlement to the allowance shall be determined as follows:
i. Members shall be entitled to the daily allowance for each 24-hour period covered by the duration of the journey to and from the meeting. The duration taken into account for the entitlement to daily allowances shall not exceed the shortest necessary for attendance at the meeting in accordance with the means of transport taken as the basis for the refund of travel expenses, as determined by the rules above.
ii. The daily allowance shall not be payable for any period of less than 4 hours.
iii. Where the duration of the journey is equal to or more than 4 hours but less than 8 hours and no hotel accommodation is involved, members shall be paid a quarter of the daily allowance. The same shall apply to any period equal to or more than 4 hours but less than 8 hours, in excess of 24 hours or any multiple of 24 hours.
iv. Where the duration of the journey is equal to or more than 8 hours but less than 24 hours and no hotel accommodation is involved, members shall be paid half the daily allowance. The same shall apply to any period equal to or more than 8 hours but less than 24 hours, in excess of 24 hours or any multiple of 24 hours.
v. Where the duration of the journey is equal to or more than 4 hours but less than 24 hours and hotel accommodation is involved, members shall be paid the full amount of the daily allowance. The same shall apply to any period equal to or more than 4 hours and less than 24 hours, in excess of 24 hours or any multiple of 24 hours.
2. In the case of air, rail and sea travel, the duration of the journey shall be increased, for the purpose of calculating the subsistence allowance, by a fixed period of 2 hours.
3. Members shall declare any meals or overnight accommodation provided to them free of charge. Where overnight accommodation or meals of members are provided free of charge the daily allowance shall be reduced, unless the Secretary General decides otherwise, by the following amounts:
Representing the Organisation
- Overnight accommodation €87.501 per night €134.502 per night
(50% of the daily allowance)
- Main meal (lunch or dinner) €26.253 per meal €40.354 per meal
(15% of the daily allowance)
IV. OTHER EXPENSES
1. Other expenses incurred by members in connection with their attendance at the meeting, such as visa fees and vaccination costs, which are strictly unavoidable, shall be reimbursed. Such claims shall be accompanied by evidence of the expenditure actually incurred.
2. Expenses related to insurance, representation, communication by telephone or fax, the use of the Internet and the rental of meeting rooms are not reimbursed.
V. SICKNESS AND ACCIDENT
When travelling on behalf of the Council of Europe, members are covered in respect of risks specifically related to such travel by insurance taken out by the Organisation on their behalf. They are nevertheless obliged in the first instance to exhaust all possibilities of payment of benefits due to them under the scheme to which they are affiliated in their own country in respect of illness and accident occurring during the journey and/or the meeting.
The expenses referred to above shall be refunded upon submission of a claim certified true and correct by the member, to which all vouchers required by the rules must be appended.
Note 1 Rate in force at 1 January 2010.
Note 2 Rate in force at 1 January 2010.
Note 3 Rate in force at 1 January 2010.
Note 4 Rate in force at 1 January 2010.