Travel Request form

Travel Request form
https://edh.cern.ch/Document/Claims/TravelRequest
03/10/2016
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The new EDH official travel request form is a CERN wide document and used by all the departments.
03/10/2016
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AUTORISATION DE VOYAGE OFFICIEL
DUTY TRAVEL AUTHORIZATION
Paper form
VOYAGEUR / TRAVELLER
Nom/Surname
Prénom / First name
________________________
_________________ _____________
Date de naissance/Date of birth
________________________
Nationalité/Nationality
________________________
Unité/Unit
CERN Id n°
________
Statut
TYPE DE VOYAGE / TYPE OF TRAVEL
Compte de debit / Debit account
6252150
Conférence, séminaire, symposium hors du site du CERN / Off-CERN site conference , seminar, symposium
6252200
Réunion en relation avec les expériences de physique hors site du CERN / Off-CERN site meeting for physics experiments
6252300
Visite chez des fournisseurs à objectif technique ou commercial / Visit to suppliers for technical or commercial purposes
6252410
Autre visite à l’extérieur du CERN / Other off-CERN site visit
Voyage de formation / Training trip
6251250
Veuillez indiquer le numéro de la demande de formation EDH / please indicate the EDH training request number :_ _ _ _ _ _ _ _
6251150
Autre voyage pour le personnel associé / Other travel of associated members of the personnel
DETAILS DU VOYAGE / TRAVEL DETAILS
Destination (ville, pays) / Destination (city, country) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Motif / Reason _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Itinéraire / Itinerary _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Lieu / place
Horaires / Schedule
Départ / Departure
Arrivée / Arrival
Date
Aller / Departure
______________ __________
__________
_______
Retour / Return
______________ __________
__________
_______
Moyens de transport / Means of transport:
Avion / Plane
Train
Cornavin
Genève-Aéroport
Autre gare / other station: _ _ _ _ _ _ _ _ _
Voiture CERN / CERN car
Voiture de location / Hire car
depuis le CERN / from CERN
sur place / on arrival
Voiture privée (exceptionnellement) / Private car (exceptionally)
- assurance CERN obligatoire! / CERN insurance mandatory ! Nb km : _ _ _ _ _ _ _
Justification (si voiture de location ou privée
_________________________________________
_________________________________________
/ if hired car or private car)
Autre moyen de transport / Other means of transport: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Remarques / Remarks:
_____________________________________________________
ESTIMATION DES COUTS / ESTIMATED COSTS
Subsistance / Subsistence
Standard CERN:
___________
Forfaitaire/Lump sum : _ _ _ _ _ _ _ _ _ _ _
Autre/other :
___________
(à compléter par le secrétariat AVANT la signature du voyageur
to be completed by the Secretariat BEFORE traveller’s signature)
Transport et autres dépenses (frais d’inscription)
Travel and other expenses (registration fees)
Code budgétaire
Budget code
___________________________
___________________________
_______________
SIGNATURE DU VOYAGEUR / SIGNATURE OF THE TRAVELLER
N’oubliez pas d’enregistrer votre absence dans EDH /
Please don’t forget to register your absence in EDH
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date : _ _ _ _ _
AUTORISATION / AUTHORIZATION
SIGNATURE du Chef de groupe et/ou du Chef de projet et/ou du Responsable budgétaire /
SIGNATURE of Group Leader and/or Project Leader and/or Budget Holder
(selon la procédure interne du département) / (according to Department procedure)
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date : _ _ _ _ _
SIGNATURE du Chef de département ou la personne mandatée par lui
(La signature du Chef de département est indispensable pour les missions hors des Etats membres ou Etats membres associés)
Signature of the Head of Department or the designated person
(The signature of Head of Department is necessary in case of duty travel outside
Member States or Associate Member States
03/10/2016
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date : _ _ _ _ _
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The new EDH form
Official
travel
leave
request
on
EDH
Select the type of travel
Budget code : 33500
The name of the conference, meeting,
workshop… and dates
03/10/2016
The very important box: put ALL the information about the trip:
website, if private parts, if conference fees to be paid by secretariat or
you pay them,
If you need a rental car, etc etc…. => everything !
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The new EDH form
Indicate the destination, departure date and time and eventual other information concerning the travel details
NOTE:
if you select PRIVATE CAR,
the insurance box will open
automatically
REMINDER: reimbursement
train 2nd class ticket
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The new EDH form
Secretariat enters the estimated
subsistence amounts and any other
foreseen expenses
NOTE: nothing is final at this stage, all the information can be modified on the final reimbursement claim
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ROUTING OF THE REQUEST
Creator = traveller
Travel arranger
Supervisor
Creator = traveller
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•
Traveller returns from their trip
traveller receives automated email from EDH on last day of trip
traveller can see the estimated reimbursement & answers several questions
traveller signs.
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Added value of Travel Request Form
Advantages for
the secretariats
• Reinforces the accuracy of the costing.
• Flow is quicker and easier, especially upon return of the traveller.
• Completion of official travel claim faster as the claim is
automatically pre-filled.
Advantages for
the traveller &
budget code
holder
• Overview of the cost of the entire trip.
• The traveller can visualise how much he/she can spend on hotel &
meals.
• No need to chase signatures from the supervisor and budget code
holder on a paper copy.
Global
improvement
• Transparency in terms of costing for both the assistants,
traveller and budget code holders.
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Future Improvements to Travel Request Form
Future
Improvements
• Itinerary lines
• Automated email to traveller upon signing the TR request that
original receipts should be taken to his/her secretariat
• Possibility to modify the travel request form once the routing
has started – now we have to cancel and create again
• Integration with e-Travel (project with CWL)
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Conclusion
 The travel request form will continuously evolve and improve.
 Don’t hesitate to send feedback to me. I gladly transmit all the requests to
the AIS team.
SFT specific :
In practise:
1. Before creating the request, ensure that your trip is approved by John Harvey (email, verbally)
2. Contact me for the travel arrangements : plane, train tickets.. As usual..
3. => and create the request
Thanks to Kate Richardson from ATLAS for part of her slides 
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