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main_page:bsc_travel_policy

Travel requests

To accelerate the process of organizing your travels and receiving the payment after it, here you have a checklist with recommendations:

When requesting your trip on the on-line APP add the following information:

  • Preferred flight
  • Preferred hotel
  • Agenda
  • If you have a sponsor paying for your trip, indicate this in the Comments section
  • Remember to tick the advance payment box if you need it

After the trip:

  • Hand the receipts over to the Travel Management office once you have completed the summary document (on-line)
  • If possible stick any receipts to an A4 sheet. This will speed up the payment process, please avoid staples or tape. You will find glue on the drawer below the printer in 1C and next to the printer in 1D. Please don't hesitate in recycling printed paper that is blank on one side.

Remember to bring back with you:

  • Boarding passes
  • Meals receipts
  • Hotel invoice (unless you have a reservation document from the travel agency)
  • Used transport receipts
  • Other expense receipts

Important information

  • The expenses have to be delivered within the fiscal trimester, which starts in January every year: doing this on time will allow our colleagues in finances to close the fiscal period in due time (required by the Taxes Bureau), plus it will allow us to make modifications or clarifications easily as the trip is still fresh in our memory.
  • Travel petitions made with less that two weeks in advance might result in much more expense trips. You might even have to book it yourself as the travel manager could be unavailable, with no time to react if the process of authorization is delayed for any reason.
  • The projects have to be carefully assigned to a trip: modifications are possible but your petition will be cancelled and will have to be created again.
  • Remember that card payment receipts are no eligible by auditors and won't be accepted in the project. It is necessary to show the original receipts you were given at a shop.
  • After sending a travel petition follow up on the people in charge of authorising it. If they don't approve it, I don't see the request, and I cannot arrange your trip.
  • Remember you can apply for an advance of the 80% of the budget of your trip which you will receive one week prior the date of the travel.

For more information regarding travels, visit the Intranet or write “travel support” on the Intranet search bar once you have logged in.

main_page/bsc_travel_policy.txt · Last modified: 2020/07/28 18:24 by emoreno