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EIOPA Decision on General Implementing Provisions Adopting the Guide to Missions Summary

Introduction

The EIOPA Decision on General Implementing Provisions Adopting the Guide to Missions (EIOPA-MB-12/024) was approved in 2012 and is based on the Commission Decision of 18.11.2008. However, certain provisions require amendments to better align the EIOPA mission management framework with the legal requirements and ensure full compliance.

Core Content

This document outlines the amendments to the EIOPA Decision regarding the duration of missions and transportation expenses. The changes aim to improve the accuracy of mission duration calculations and streamline the reimbursement process for travel-related costs.

Key Amendments

1. Duration of a Mission (Chapter IX)

• Original provision (Par. 4):
  For the purpose of settling mission expenses, one hour was added to departure and arrival times for train journeys, two hours before take-off and one hour after landing for air travel, and three hours before take-off and two hours after landing for intercontinental flights.

• Amended provision:
  The added time for mission expenses has been reduced. Specifically:

  • Train journeys: 30 minutes are added to departure and arrival times.
  • Air journeys: Two hours before take-off and one hour after landing are added for mission expense calculation.

This change ensures more precise time allocation for mission-related activities, reducing potential overestimations.

2. Transport (Chapter V)

• Original provision (Par. 11):
  Air travel is booked in economy class or equivalent at the lowest available rates for all segments with less than four hours of continuous flying time. For segments with four or more hours of continuous flying time, business class or equivalent is allowed at the lowest available rates, provided the journey includes such a segment and is approved by the Executive Director.

• Amended provision:
  The revised rule states:

  • Air travel is booked in economy class or equivalent at the lowest available rates for all segments with less than four hours of continuous flying time.
  • For segments with four or more hours of continuous flying time, business class or equivalent is allowed at the lowest available rates, after approval by the Executive Director or the delegated Authorising Officer.

This amendment clarifies the approval process for business class travel, ensuring that such decisions are made by the appropriate authority.

3. Shuttles, Airport Transfers, and Taxis (Chapter V, Par. 22–24)

• Original provision:

  • EIOPA encourages the use of public transport.
  • Taxi may be used when time and/or safety reasons are relevant.
  • Airport transfers are reimbursed upon request with supporting documents.
  • Public transport expenses and taxi fares are reimbursed upon presentation of original receipts or invoices.

• Amended provision:

  • EIOPA continues to encourage the use of public transport.
  • Taxi may be used when time and/or safety reasons could affect the mission's success.
  • Staff are encouraged to make prudent decisions regarding transport and must request approval for taxi use prior to the mission start.
  • Airport transfers are reimbursed upon request, on the basis of supporting documents.
  • Taxi fares are reimbursed upon presentation of original receipts or invoices.

The amendments emphasize the need for pre-mission approval of taxi use and clarify the conditions under which such use is justified.

Main Points and Views

• The duration of missions has been adjusted to more accurately reflect actual travel times, particularly for air and train travel.
• The transportation policy now includes a clear approval mechanism for business class travel on long-haul flights.
• Taxi use is permitted under specific conditions, and pre-mission approval is required.
• The reimbursement process for airport transfers and taxi fares is streamlined, requiring supporting documents and original receipts.

Conclusion

The amendments to the EIOPA Decision ensure greater alignment with the legal framework and promote more efficient and compliant mission management. The changes focus on improving the accuracy of mission duration calculations and clarifying the conditions and procedures for transportation and reimbursement.