Official Travel

Before accepting a conference talk nomination in CINCO, please get the agreement of your supervisor, and contact your group/section leader to make sure that it fits within the budget.

Please note our CMG group guideline, which is that we reimburse all travel and housing costs, but not the full CERN per diems that are typically much higher. In practice it means that you can ask a reimbursement of travel costs + N meals, to cover some miscellaneous costs. This agreement is on a voluntary basis, aiming to maximize the number of conference travels that we can offer within the CMG travel budget.

Then, please follow the steps below:

  1. All official travel arrangements are handled through Egencia. Once your EDH travel form has been approved you will have a convenient button on the left hand side that brings you directly to the Egencia booking page.
  2. Please fill out an EDH Absence request with Absence type “Official Trip” in the case of a conference or similar duty travel.
  3. Before booking anything, please make a rough estimate of the travel and housing costs, and fill in the new EDH travel form. On this form, enter the budget code applicable for your section (see this page). See detailed instructions for filling out the EDH travel form at the CMS Secretariat’s official travel page.
  4. Once the EDH travel request has been fully authorized, the traveller or the CMS secretariat can proceed with the booking of the flight or train via Egencia. Once authorized there will actually be a button on the left hand side of the EDH travel form that you can click on to go directly to Egencia with the flight destinations and dates pre-filled.
  5. Some of the large HEP conferences are handled centrally by the EP department, sometimes under special conditions. Please consult https://ep-dep.web.cern.ch/ep-administration/official-travels (check? To be updated…). Note however that the signed Travel Form will be also requested for these.
  6. During travels, request and keep invoices for your housing and for local transportations (taxis, buses, etc…). They will be needed for your reimbursement.

After the travel you will automatically be sent an EDH TRVL form, to confirm the trip and prepare your travel claim. Please scan the receipts and proofs of payment and attach them to this TRVL form. See further details on the CMS Secretariat’s official travel page. When you submit this form the CMS Secretariat will be notified and they will finalize the travel reimbursement.