Date: 2023-03-10Category: Not ApplicableState: Union GovernmentCountry: Europe
Decision No 2021/02 of the Regional Steering Committee of the Transport Community on the rules on the reimbursement of expenses incurred by persons from outside the Permanent Secretariat of the Transport Community who are invited to participate in meetings of the Transport Community [2023/560]
Executive Summary:
This document outlines the rules for reimbursing expenses for individuals outside the Transport Community's Permanent Secretariat who are invited to Transport Community meetings. Adopted by the Regional Steering Committee, the rules cover travel and accommodation costs, with specific procedures for reimbursement and advanced payments. The Permanent Secretariat is tasked with publishing these rules and managing the reimbursement process.
Key Points / Main Content:
* **Scope and Eligibility**
* The rules apply to invited individuals from outside the Permanent Secretariat attending various Transport Community meetings (Ministerial Council, Regional Steering Committee, technical committees, Social Forum, Budget Committee, task forces, conferences, workshops, selection procedures).
* Generally, only one representative per entity is entitled to reimbursement, with exceptions possible by the Director for jointly organized meetings.
* Reimbursement covers travel and accommodation costs only; daily subsistence allowances are excluded.
* **Travel Expenses**
* Reimbursement is provided for travel from the participant's work or home address to the meeting location.
* Appropriate transport means are specified: second-class rail (under 400 km) and economy class air travel (400 km or more).
* Original supporting documents are required for reimbursement.
* Reimbursement for private vehicle use is set at EUR 0.22 per km.
* Taxi fares are reimbursed only when public transport is unavailable.
* Travel costs are reimbursed up to EUR 700.
* **Accommodation Expenses**
* Accommodation expenses are reimbursed up to EUR 120 per night, limited to the number of meeting days.
* Reimbursement covers overnight stays when meeting times conflict with flight or train schedules.
* Additional night stays may be reimbursed if they result in overall cost savings on transport, subject to Director's approval.
* Other expenses (internet, telephone, minibar, etc.) are not reimbursed.
* **Booking and Payment Procedures**
* Participants typically book their tickets and accommodation, with early bookings encouraged for cost savings, except for selection procedures where Permanent Secretariat handles arrangements.
* The Permanent Secretariat may book travel or accommodation on behalf of participants or make advanced payments only in exceptional cases and subject to rule 6.
* **Reimbursement Request**
* Participants must submit a reimbursement request within 15 calendar days after the meeting, using the provided form (Appendix 1).
* Requests must be submitted electronically with original supporting documents to financetransportcommunity.org.
* Reimbursement is made in euro, using the exchange rate on the meeting date, via bank transfer.
* Bank account details, including IBAN and SWIFT/BIC, must be provided.
* **Advanced Payment**
* Advanced payment requests can be submitted by designating institutions/organizations using the form in Appendix 2.
* Requests must be sent to financetransportcommunity.org at least 21 calendar days before the meeting.
* The Director approves or rejects advanced payment requests.
* Participants commit to attending the meeting when requesting advanced payment.
* The designating institution/organization is liable for costs if the participant cannot attend due to reasons not attributable to the Transport Community.
* **Administrative and Final Provisions**
* The Director is responsible for implementing these rules.
* The Permanent Secretariat retains records for five years.
Impact Analysis:
* **Participants (Invited Experts/Representatives)**
* Impact: These rules determine how and to what extent their travel and accommodation costs will be covered when attending Transport Community meetings.
* Action Required: Familiarize themselves with the reimbursement rules, submit reimbursement requests with all necessary documentation within the specified timeframe, and, if applicable, adhere to the advanced payment request procedures.
* **Permanent Secretariat of the Transport Community**
* Impact: Responsible for managing the reimbursement process, handling advanced payments, booking travel and accommodation in certain cases, and ensuring compliance with the rules.
* Action Required: Publish the rules on the Transport Community website, process reimbursement requests, manage advanced payments, maintain records, and ensure the Director approves exceptions.
* **Designating Institutions/Organizations**
* Impact: These rules impact the financial responsibilities and administrative processes related to the participation of their representatives in Transport Community meetings.
* Action Required: Submit advanced payment requests when necessary, ensure representatives comply with reimbursement procedures, and be prepared to indemnify the Permanent Secretariat for costs incurred if a participant fails to attend a meeting after advanced payment has been made for reasons not attributable to the Transport Community.
Key Entities Referenced
Transport Community: An entity established by a treaty, focused on transport-related matters.
Regional Steering Committee of the Transport Community: A committee within the Transport Community framework, responsible for steering regional transport initiatives.
Permanent Secretariat of the Transport Community: The administrative body responsible for the daily operations and management of the Transport Community.
Ministerial Council: A high-level decision-making body within the Transport Community.
Social Forum: A forum within the Transport Community, likely focused on the social aspects of transport.
Budget Committee: A committee within the Transport Community responsible for budgetary matters.
Sarajevo: City where the decision was made.
EUR: Currency of reimbursement.
L 73/48 EN Official Journal of the European Union 10.3.2023
DECISION No 2021/02 OF THE REGIONAL STEERING COMMITTEE OF THE TRANSPORT
COMMUNITY
on the rules on the reimbursement of expenses incurred by persons from outside the Permanent
Secretariat of the Transport Community who are invited to participate in meetings of the Transport
Community [2023/560]
THE REGIONAL STEERING COMMITTEE OF THE TRANSPORT COMMUNITY,
Having regard to the Treaty establishing the Transport Community, and in particular Article 35 thereof,
HAS ADOPTED THIS DECISION:
Article 1
The rules on the reimbursement of expenses incurred by persons from outside the Permanent Secretariat of the Transport
Community who are invited to participate in meetings of the Transport Community, set out in the Annex, are hereby
adopted.
Upon their adoption, the Permanent Secretariat of the Transport Community shall publish the rules on the website of the
Transport Community.
Article 2
This Decision shall enter into force on the date of its adoption.
Done in Sarajevo, 7 June 2021.
For the Regional Steering Committee
The Chairman10.3.2023 EN Official Journal of the European Union L 73/49
ANNEX
RULES ON THE REIMBURSEMENT OF EXPENSES INCURRED BY PERSONS FROM OUTSIDE THE
PERMANENT SECRETARIAT OF THE TRANSPORT COMMUNITY WHO ARE INVITED TO PARTICIPATE IN
MEETINGS OF THE TRANSPORT COMMUNITY
1. Scope
1.1. These rules apply to persons from outside the Permanent Secretariat of the Transport Community (‘Permanent
Secretariat’) who are invited to participate in any of the meetings of the Transport Community listed in rule 1.2.
1.2. The meetings which are covered by these rules are meetings of the following configurations, committees and other
fora of the Transport Community:
(a) the Ministerial Council, the Regional Steering Committee, technical committees, the Social Forum;
(b) the Budget Committee;
(c) task forces, coordination groups and other working bodies established by the decisions or conclusions of the
Ministerial Council and of the Regional Steering Committee;
(d) conferences, workshops and other fora organised by the Permanent Secretariat relating to the work program of
the Transport Community;
(e) other meetings organised within the scope of Transport Community Treaty implementation (high level debates,
workshops etc.);
(f) selection procedures for posts published by the Transport Community (selection panel members); and
(g) selection procedures for posts published by the Transport Community (applicants).
1.3. Only one representative per ministry, regulatory authority, agency, entity or other beneficiary party shall be entitled to
reimbursement of expenses under these rules. However, in the event of meetingslisted in rule 1.2 being organised
jointly, the Director of the Permanent Secretariat (‘Director’) may depart from this rule by a reasoned decision.
1.4. These rules cover the reimbursement of travel and accommodation costs only. Participants shall not be entitled to
additional sums such as a daily subsistence allowance.
2. Travel expenses
2.1. All participants shall be entitled to the reimbursement of their travel expenses from the place specified in their
invitation (work or home address) to the place of the meeting, by the most appropriate means of transport given the
distance involved. In general, this shall be second-class rail travel for journeys of less than 400 km (one way,
according to official distance by rail), and economy class air travel for distances of 400 km or more.
2.2. The Director shall endeavour to ensure that meetings are organised in such a way as to enable participants to benefit
from the most economical travel rates.
2.3. Travel expenses shall be reimbursed only on presentation of original supporting documents.
2.4. When air or rail transport is not available or is not cost-effective, travel by bus or car shall be authorised.
2.5. The cost of travel by private vehicle shall be reimbursed at the rate of EUR 0,22 per km.
2.6. Taxi fares shall only be reimbursed if no local public transport is available.
2.7. Travel costs shall be reimbursed up to EUR 700.L 73/50 EN Official Journal of the European Union 10.3.2023
3. Accommodation expenses
3.1. Participants shall be entitled to the reimbursement of their accommodation expenses. Accommodation expenses are
the costs incurred in staying overnight at the place where the meeting is held because the meeting times are
incompatible with the times of flights or trains. Accommodation expenses shall be reimbursed up to EUR 120 per
night. The number of overnight stays shall not exceed the number of meeting days + 1.
3.2. Subject to the prior approval of the Director, participants may exceptionally be entitled to the reimbursement of the
accommodation expenses related to an additional night at the place where the meeting is held if, by prolonging the
stay, the participant is able to obtain a reduction in the cost of transport worth more than the accommodation costs
related to the additional night.
3.3. Participants shall not be entitled to the reimbursement of other expenditure related to the stay at the hotel such as
internet, telephone, photocopying, minibar, non-included breakfast.
4. Purchase of tickets and accommodation
4.1. In principle, theparticipants invited to a meeting listed in rule 1.2, points (a) to (e), shall book their own tickets and
accommodation. The bookings shall be made as early as possible so that the most economical fare or rate can be
obtained. The Permanent Secretariat shall book travel or accommodation on behalf of participants or make advanced
payment for expenditure only in exceptional cases and subject to rule 6.
4.2. For participants invited to a meeting listed in rule 1.2, points (f) and (g), the travel and accommodation arrangements
shall be made by the Permanent Secretariat.
5. Reimbursement procedure
5.1. To obtain reimbursement of travel and accommodation expenses, participants shall submit a request for the
reimbursement of expenses ('reimbursement request'). The reimbursement request shall be:
(a) made using the form set out in Appendix 1;
(b) submitted in electronic format to the Permanent Secretariat at the latest 15 calendar days after the date of the
meeting in question; and
(c) accompanied by a complete set of original supporting documents, such as tickets and invoices or, in the case of
online bookings, the printout of the electronic reservation and boarding cards for the outward journey, as
evidence of the costs incurred and showing the class of travel used, the time of travel and the amount paid.
5.2. Correspondence regarding reimbursements shall be sent to the Permanent Secretariat at finance@transport-
community.org.
5.3. Reimbursement shall be made in euro. The rate of exchange that applies to the reimbursement shall be that applicable
on the date of the meeting.
5.4. Reimbursement shall be made via bank transfer to the bank account of the institution or organisation designating the
participant, using the bank account details submitted in accordance with rule 5.5. However, reimbursement may be
made to a private bank account of the participant if that institution or organisation so requests in writing.
5.5. The bank account details to be submitted for the purposes of rule 5.4 shall contain the following information relating
to the beneficiary: name and address of the account holder, name of the bank, bank account number (IBAN) and
SWIFT code (BIC).10.3.2023 EN Official Journal of the European Union L 73/51
6. Advanced payment of travel and accommodation expenses
6.1. In exceptional cases, a designating institution or organisation may submit a request to the Permanent Secretariat for
the advanced payment of travel or accommodation relating to a participant invited to a meeting listed in points (a) to
(e) of rule 1.2. Such a proceeding includes the booking of travel and accommodation by the Permanent Secretariat.
6.2. Requests for advanced payment shall be made using the form set out in Appendix 2 and sent at least 21 calendar days
before the date of the meeting to the Permanent Secretariat at finance@transport-community.org.
6.3. Where a request is submitted in accordance with rule 6.2, the Director may grant the request. If a request is submitted
late, the Director may reject the request.
6.4. Following the grant of a request under rule 6.3, and having regard to the draft agenda for the meeting, the Permanent
Secretariat shall book the travel and accommodation for the participant in question. The Permanent Secretariat shall
send the booking confirmations for the ticket and accommodation to the participant by email.
6.5. By requesting advanced payment of travel expenses, the participant commits to attend the meeting.
6.6. Where the participant is unable to attend the meeting for reasons which are not directly attributable to the Transport
Community, the designating institution or organisation shall indemnify the Permanent Secretariat for the costs
incurred in relation to the organisation of the trip (e.g. costs of tickets booked including cancellation fees).
7. Administrative and final provisions
7.1. The Director is responsible for the proper implementation of these rules.
7.2. The Permanent Secretariat shall retain, for a period of five years, the records, documents and evidence related to
reimbursements under these rules, including documents related to exceptional treatment.L 73/52 EN Official Journal of the European Union 10.3.2023
Appendix 1
TRAVEL REIMBURSEMENT REQUEST
1. MEETING DETAILS Place:
Description of the meeting:
Date: No. of days:
2. PARTICIPANT
FAMILY NAME: FIRST NAME:
INSTITUTION/ORGANISATION: TITLE:
COUNTRY:
E-MAIL: TEL:
3. BANK DETAILS — please provide full IBAN and SWIFT code (BIC)
NAME AND ADDRESS OF ACCOUNT HOLDER (INSTITUTION): (please indicate the name of owner/beneficiary of
the bank account in this field)
BANK NAME
Account number
IBAN
SWIFT (BIC)
4. ACCOMMODATION From: To:
DATES OF STAY
Total number of hotel nights (max. rate of 120 EUR/night)
Please attach a copy of the hotel receipt invoice
5. TRAVEL EXPENSES
Airplane, train, long FROM TO CLASS AMOUNT CURRENCY In EUR
distance bus, local public
transport, etc.
Itinerary
Continue on a separate sheet if required. Please attach a copy of the available receipts/invoices, including boarding passes
for flights/train/bus
CAR From: To: To: (Return)
Proof of distance attached (copy of the route from Google Maps or KM both ways:
ViaMichelin.com or Rome2Rio.com, to be submitted in PDF or JPG format)
Total EUR:
TAXI (if local public transport was not available) – Amount Currency In EUR
receipts required; additional justification necessary
TOTAL AMOUNT CLAIMED in EURO:
Other remarks:
I certify that this travel reimbursement request is a true statement of travel expenses incurred by me. I have not been and
will not be reimbursed for these expenses from any other source nor have I included any expenses paid or to be paid
directly from another source.
Date: PARTICIPANT SIGNATURE:10.3.2023 EN Official Journal of the European Union L 73/53
Appendix 2
REQUEST FOR ADVANCED PAYMENT OF TRAVEL EXPENSES
1. Traveller's details - please fill in ALL fields marked with {*}
Last name*:
First name*:
Name of the organisation/ institution*:
Function:
Passport number* (required for booking purposes):
Contact phone No.:
E-mail:
Title and place of meeting:
Dates of the meeting: From: To:
Travel route: Departing from: Arriving to:
2. Request for Booking – please tick relevant box
TRAVEL ☐ ACCOMMODATION ☐
IMPORTANT NOTES FOR PARTICIPANTS:
— This form serves as a basis for the travel arrangements made by the Permanent Secretariat of the Transport Community
on behalf of the traveller. It shall be approved in advance by the traveller's direct superior and submitted in a scanned
form to the Permanent Secretariat's mailbox: finance@transport-community.org.
— The traveller is solely responsible for the correctness of the submitted details and bears full responsibility for incom
plete or erroneous data that might result in cancellation, impossibility to travel, change of booking details or additional
related charges.
— All extra costs (use of mini-bar in the hotel, parking fees, additional nights etc.) shall not be reimbursed.
— The traveller is obliged to keep all boarding passes and travel tickets as proof of travel and upon return he/she is asked
to send the scanned copies to the email specified above.
— The Permanent Secretariat shall make travel arrangements within the available travel and accommodation offers on the
market that match the Reimbursement Rules limits and rates.
— The undersigned confirms that he/she is aware of the refunding clause laid down in rule 6.6 of the Reimbursement
Rules: Where the participant is unable to attend the meeting for reasons which are not directly attributable to the Trans
port Community, the designating institution or organisation shall indemnify the Permanent Secretariat for the costs
incurred in relation to the organisation of the trip (e.g. costs of tickets booked including cancellation fees).
Signature: ________________ Head of designating institution/organisation
approval: _____________ Date: __________
Date: _____________________
3. FOR TRANSPORT COMMUNITY PERMANENT SECRETARIAT INTERNAL USE
Estimated costs (in EUR) Budget Availability
Flight ticket / Train ticket/ bus ticket / Car YES ☐ NO ☐
Accommodation Financial & Accounting Officer:
TOTAL: DIRECTOR'S APPROVAL:
Budgetary commitment No.: ☐ Approved ☐ Not approved