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main_page:bsc_travel_policy

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Travel requests

In order to accelerate the process of both organise your trips and after to receive the payment, here you have a check list of recommendations:

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

  • Preferred flight
  • Preferred hotel
  • Agenda
  • If you have an sponsor paying for your trip, indicate this in the comments section

After the trip:

  • Hand the tickets once you have completed the summary document (on-line)
  • If possible stick the tickets to a A4 sheet, this will speed up the payment process, please avoid to use staples or scotch

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 tickets
  • Hotel invoice (unless you have a reservation document from the travel agency)
  • Used transport tickets
  • Other expenses tickets

Important information

  • The expenses have to delivered within the fiscal trimester which start in January each 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 all kind of modifications or clarifications easily as the trip is still fresh in our memory.
  • The travel petition can not be done with less that 2 weeks in advance: doing this might result in much more expense trips or even have to buy it yourself as I could be unavailable (especially during events) with no time to react or the process of authorisation is delayed for any reason.
  • The projects have to be carefully assigned to a trip: modifications are almost always possible, but a lot of colleagues (including me) have to spend quite a lot of time fixing a wrong assigned project. Also, your petition could be cancelled and have to be created again, which is also, a waste of time and even longer time to wait until get the reimbursement.
  • Remember that credit card tickets are no eligible by the auditors. It is necessary to show the original ticket that the store has given you.
  • After sending a travel petition follow up on your authorisers If they don't approve it I don't see the petition and I can not manage it.

Visit the Intranet for more information regarding travels.

main_page/bsc_travel_policy.1560260026.txt.gz · Last modified: 2019/06/11 13:33 by gtaraban