EBA欧洲银行-13c.-Annex-XI-EIOPA-Mission-Guide-I_21页_365kb

EIOPA Mission Guide Summary

Core Content

This document is an EIOPA Decision that adopts the Guide to Missions, outlining the procedures and rules for staff members traveling on official missions. It is designed to ensure cost-effectiveness, compliance with financial regulations, and environmental responsibility in mission-related travel.

Main Views and Key Information

I. Introduction

• A mission is defined as a return journey to a destination for service-related purposes, departing from the staff member's place of employment.
• A travel order is required for every mission.
• Staff types include temporary agents, contract agents, and seconded national experts.
• EIOPA encourages the use of public or shared transport and videoconferencing to reduce CO₂ emissions.

II. Who Does What?

• Staff on mission must submit a mission programme to their superiors and authorising officers.
• Immediate superior certifies the mission's political and administrative appropriateness and the accuracy of expense declarations.
• Authorising officer approves costs and ensures the mission is cost-effective.
• Staff Payment Office advises on financial matters and may request reconfirmation of decisions.
• Approved travel agency is responsible for providing information and issuing tickets at the best available market price.

III. What to Do When Going on Mission

• Before departure:

  • Submit and sign a travel order.
  • Book tickets through the approved travel agency.
  • Book accommodation if needed.
  • Check safety and insurance rules.
  • Contact the Staff Payment Office for more information.

• While on mission:

  • Contact the travel insurance call centre in case of an accident.

• On return:

  • Complete and sign a statement of expenses within three months.
  • Submit all supporting documents, including tickets and boarding cards.
  • In case of lost or stolen documents, provide written confirmation and alternative evidence.

IV. Travel Order

• A travel order must include:
  • Mission purpose, programme, itineraries, transport means, and expected cost.
  • Any detours or private travel segments.
• Signing:
  • Must be signed by the staff member, their immediate superior, and the authorising officer.
  • If the mission is funded by another unit, the travel order must be signed by the relevant authorising officer.
• Reimbursement:
  • Only occurs after the travel order is signed.
• Passports and visas:
  • Only visa-related costs are reimbursed if supported by documents.
  • Passport costs and related expenses (e.g., photos) are not reimbursed.

V. Transport

• Staff must use the most cost-effective and appropriate means of transport.
• Approved travel agency is responsible for issuing tickets and providing necessary information.
• Rail:
  • Reimbursed based on first-class fares, including seat reservations and supplements.
• Air:
  • Economy class for flights under four hours; business class for longer segments, after approval.
• Car hire:
  • Allowed only if cost-effective and shared among colleagues.
• Private car:
  • Not recommended; staff remain fully liable for any accidents or traffic violations.
• Shuttles and taxis:
  • May be used for time or safety reasons.
• Unused tickets:
  • Air tickets must be cancelled immediately.
  • Rail tickets must be returned or cancelled, with receipts attached to the expense statement.

VI. Daily Subsistence Allowances

• Calculated based on the length of the mission:
  • ≤6 hours: 20% of the daily allowance.
  • 6–12 hours: 50% of the daily allowance.
  • 12–24 hours: Full daily allowance.
  • Each additional 12-hour period: 50% of the daily allowance.
• Covered expenses:
  • Breakfast and two main meals.
  • Local transport and other personal daily expenses.
• Long-stay missions:
  • Allow for a 25% reduction in daily allowance and hotel costs, upon authorising officer decision.

VII. Accommodation

• Reimbursed together with daily subsistence allowances.
• Staff must stay in formal accommodation and provide evidence of payment (hotel bills).
• Single room rate must be indicated if sharing a room; otherwise, 25% of the double room price is deducted.
• Cancellation:
  • Staff must inform the travel agency or hotel chain immediately.
  • Cancellation fees due to negligence are charged to the staff member.

VIII. Expenses Paid by Organisers

• If an organiser covers part of the mission costs, this must be declared on the travel order and expense statement.
• Daily allowance is reduced by 30% per meal and 15% for breakfast.
• In exceptional cases, the authorising officer may waive the daily allowance.

IX. Duration of a Mission

• Duration is calculated from departure to arrival.
• Missions should be as short as possible and cost-effective.
• Specific time adjustments are made for settlement purposes:
  • 1 hour added to train departure and arrival times.
  • 2 hours before take-off and 1 hour after landing for air travel.
  • 3 hours before take-off and 2 hours after landing for intercontinental flights.
• One-day missions should not exceed 12 hours.
• Staff cannot be required to:
  • Depart before 07:00 or arrive after 21:00 at the mission destination.
  • Return after 23:00 to their place of employment.

X. Changes to a Mission

• Before departure:
  • Cancellation requires immediate action and written confirmation.
  • New travel orders must be issued for date changes.
• During the mission:
  • Extensions or interruptions for service-related reasons are reimbursed.
  • Personal interruptions are at the staff member's cost.
  • Force majeure-related interruptions are covered by insurance.

XI. Missions Combined with Personal Absence

• A signature from the authorising officer is required for missions combined with personal absence of more than three days.

XII. Mission Interrupting Leave

• If a mission interrupts a period of leave, the authorising officer must justify the necessity of the mission.

XIII. Mission Interrupting Leave (Continued)

• All costs related to the interruption or recall from leave are covered by the mission expenses.

XIV. Statement of Expenses

• Must be submitted within three months of return.
• Includes all supporting documents and original receipts.
• In case of lost or stolen documents, a written confirmation and alternative evidence are required.

XV. Gifts or Payments

• Gifts or payments offered to staff must be declared and approved.

XVI. Safety on Mission and Roads

• Staff must use safe and properly serviced vehicles.
• Compliance with safety rules (e.g., rest times, highway code) is mandatory.

XVII. Travel Insurance and Assistance

• Staff must contact the travel insurance call centre in case of an accident.

XVIII. Passengers' Rights

• Staff are required to take appropriate action against airlines in case of overbooking or denied boarding.

XIX. Medical Aspects of Missions

• Staff with disabilities or limited mobility must have their needs considered for transport.
• They must use appropriate and safe vehicles.

Corporate Credit Card and Advances

• The corporate credit card is preferred for mission expenses.
• A credit limit of EUR 5000 is in place, which may be temporarily increased.
• Advances are allowed for missions with expected expenses over EUR 1000, but cannot exceed 80% of the estimated total.
• Unused advances are deducted from future salary payments if the mission is cancelled.

Parking and Other Expenses

• Parking costs are reimbursed on the same terms as taxi fares.
• Other mission-related expenses (e.g., photocopies, Internet) are reimbursed with supporting documents.