BUSINESS TRAVEL REGULATIONS FOR BRUNO KESSLER FOUNDATION S PERSONNEL
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1 BUSINESS TRAVEL REGULATIONS FOR BRUNO KESSLER FOUNDATION S PERSONNEL
2 CONTENTS Article 1 Objectives and purposes 2 Article 2 Assignment of secondment 2 Article 3 Personnel not employed by the Bruno Kessler Foundation 2 Article 4 Authorisation for expenditure and Travel Office 2 Article 5 Duration of the secondment 3 Article 6 Reimbursement of expenses 3 Article 7 Reimbursement of travel expenses 4 Article 8 Reimbursement of meal and accommodation expenses for secondments or travel outside the province 6 Article 9 Reimbursement of meals for secondments in the province of Trento 6 Article 10 Reimbursement of expenses for secondments in the same province 6 Article 11 Determination of the personal budget for secondments and the recovery of excess payments 6 Article 12 Proximity of secondment and holidays 7 Article 13 Advance payment of secondment expenses 7 Article 14 Tax provisions 7 Article 15 Entry into force 7 Mission and Transfer Regulations - 1
3 Article 1 Objectives and purposes 1. Missions and transfers (hereafter secondments) of Bruno Kessler Foundation s personnel are governed by the following regulations. 2. A secondment represents the execution of professional activities outside the ordinary workplace, in Italy or abroad, on behalf of the Foundation. 3. The purpose of secondments must be consistent with Foundation s objectives. Article 2 Assignment of secondment 1. The assignment and the authorisation to start the secondment are given by the Head of the Research Unit or Department, according to a proposal of the scientific head of the research project, who confirms its relevance. The authorisation depends on the availability of budgetary funds. Furthermore, secondments are subject to a verification of reliability according to the interests of the Foundation and the coherence between mission s object and budgetary funds purposes. 2. Employees on leave of absence or furlough can t be assigned to secondments. 3. If the secondment is in the Municipality where the employee normally lives, the employee will not receive reimbursements for travel expenses. Article 3 Personnel not employed by the Bruno Kessler Foundation 1. People not employed by the Foundation may be assigned to travel in Italy or abroad in the following cases: a. employees of other companies or local authority that collaborate in research programmes organised by the Foundation, of which the costs are attributed to the respective funds and whose relationship with the Foundation is governed by a contract or an agreement; b. holders of doctorate grants funded by the Foundation; c. holders of doctorate grants not funded by the Foundation but for which a specific agreement exists with the financing body that governs the mutual interest in the topics addressed; d. holders of autonomous professional assignments (project contracts, professional assignments, occasional collaborations, etc.) and/or study grants, provided no limitations exist in the respective contracts; e. members of the Foundation s bodies; f. employees of other separate bodies or companies within the Foundation if and to the extent governed by a contract or an agreement. Article 4 Authorisation for expenditure and Travel Office 1. The assignment and authorisation to carry out the secondment must be stipulated in an appropriate written order (authorisation for travel expenditure) before the secondment or travel begins. 2. The order referred to in the previous sub-paragraph must contain the following elements: a. forename and surname of the person in question; b. place for the secondment; c. expected start and end dates for the secondment; d. purpose of the secondment; e. means of transport to be used (and supporting documents in the case of extraordinary means of transport); f. the project or work order to which costs are to be charged; g. the validation of the requesting party and the authorisation of the person responsible for the external work order (code 8xxx). 3. The Travel Office provides assistance and support to Bruno Kessler Foundation s personnel about missions and transfers; it is also the only responsible for travel procedure. Mission and Transfer Regulations - 2
4 Article 5 Duration of the secondment 1. If the secondment or travel is to last for more than 30 days, instead of submitting expense documents the person travelling may receive an all-inclusive flat-rate daily allowance corresponding to the amounts set out in table A. 2. The amounts in table A shall be updated annually in order to incorporate increases in the cost of living based on ISTAT indices. Article 6 Reimbursement of expenses 1. All travel expenses must follow cost-effectiveness and simplicity principles; the Travel Office is in charge of ensure the respect of these values. 2. Expenses incurred on secondments will only be reimbursed when duly documented, with the sole exception of the provisions of Article 5, which shall only apply to employees. Acceptable documentation for expenses includes tax receipts, invoices and till receipts, including those from businesses other than food and drink establishments, but only for items associated with the purchase of food and drink. Non-itemised till receipts issued by businesses other than those dedicated to the sale of food and drink may not be submitted for reimbursement. 3. The Board of Directors may adjust the limits for expenses through the issue of an annual measure, taking into account increases in the cost of living based on ISTAT indices. 4. If any essential elements are missing from the expense documents (amount paid, date, etc.) an additional explanatory declaration must be submitted, which must be signed by the person travelling even if sent by or fax. If the expense documentation is written in a foreign language other than English, French, German or Spanish the person travelling must submit a signed declaration attesting to the relevance of such expenses to the secondment, with a translation of the essential details such as the date, quantity, purpose and cost. 5. If the expense documents include accommodation and/or meals for people in addition to the person submitting the expense claim, the amount reimbursed will be equal to the total of the tax receipt/till receipt divided by the number of people. 6. Exceptionally, if payments are made using a credit card and the original documents have been mislaid, the credit card statement may be submitted in lieu of these documents providing the statement clearly shows the details of the expenses incurred; however, in this case the interested party will be required to submit a supporting declaration. 7. For the reimbursement of expenses paid in foreign currency, the exchange rate to be applied will be that stated on the bank receipt for the purchase of the currency, or if this document is not available, the exchange rate for the first day of the secondment will be used. This exchange rate will be taken from the website of the Banca d Italia (Bank of Italy). If no receipt is available for the foreign currency purchase, a flat-rate contribution of 2.58 will be paid towards foreign exchange costs for the purchase of currencies from outside the European Union. 8. In the case of expenses in a foreign currency paid using a personal credit card, the amount stated on the credit card statement will be paid provided it clearly shows the details of the expenses incurred; however, in this case the interested party will be required to submit a supporting declaration. 9. The Foundation may sign agreements with agencies, hotel or restaurant chains and travel agents in order to obtain more favourable conditions for the services provided. In the event purchases are made from agents with whom the Foundation has not signed agreements, fees will only be reimbursed up to the amount of the fees charged by partnered agents. External workers entitled to repayment of travel expenses may use prepaid tickets purchased from agents included in such agreements, provided they submit original tickets with their expense claims, if this is compatible with prevailing tax rules. 10. Health insurance policies may be taken out in the event of secondments to countries from outside the European Union, exclusively through the competent department within the Foundation or with agents with Mission and Transfer Regulations - 3
5 which the Foundation has signed an agreement. Health insurance payments will only be reimbursed for the period of the secondment unless it can be shown that the policy can be sub-divided into shorter periods. Insurance policies covering lost money, legal protection, etc. will not be reimbursed. 11. Claims may be submitted for costs associated with securing an entry visa for the destination country. 12. Expenses incurred for obligatory vaccinations for admission to the destination country can be reimbursed, as well as for vaccinations recommended by the Ministry of Health and published in the bulletin posted on its website. 13. Expenses for the issue/renewal of passports and the annual fee may not be reimbursed. Article 7 Reimbursement of travel expenses 1. Personnel on secondment or on business travel are required to use ordinary means of transport, unless they have been authorised to use extraordinary means of transport. 2. The following means of transport are ordinary: a. trains; b. regularly scheduled means of transport (plane, ship, road transport services, etc.); c. the vehicle owned by the person travelling, up to a maximum distance of 500 Km; d. any vehicles owned by or having an agreement with the Foundation (FBK cars, car sharing, car rental); e. urban and extra-urban means of transport in the place of the secondment, for journeys to reach the secondment s workplace, as well as to/from the place of ordinary work. 3. The following means of transport are extraordinary: a. taxis; b. rented vehicles, if the company used doesn t have any agreement with the Foundation; c. the vehicle owned by the person travelling for more than 500 Km, during the secondment. 4. Use of extraordinary means of transport, either for secondments in Italy or abroad, is always subject to prior authorisation or the fulfilment of one of the following conditions, as explicitly declared and supported: a. when it is financially expedient; this must be proven by comparing the total expense that would be incurred (expenses for travel and any meals and/or accommodation) using an ordinary means of transport and the equivalent expense for the same items when using the extraordinary means of transport; to this end the person travelling must indicate all items for comparison in the request; b. when the place for the secondment is not connected to the rail network or other ordinary scheduled services; c. when there is a particular work-related reason or the clear need to reach the place of the secondment quickly or to return quickly to the headquarters for professional reasons; d. when it is necessary to transport delicate and/or cumbersome material and equipment that is indispensible for the completion of the work in question. If these conditions are not met, an allowance will be paid equal to the cost of a 1 st class rail ticket for the respective journey, when provable. 5. For the reimbursement of travel expenses, the place of departure is normally deemed to be the place of work. Secondary offices are also considered places of work. If the place of departure/arrival is different from the place of work, a payment shall be made for whichever is the shorter between the distance from the place of work and the place for the secondment and the distance from place of departure and the place for the secondment. 6. The reimbursement of expenses actually incurred for travel by rail or on ships is equal to the cost of a standard ticket and/or sleeping car, the mandatory extra fares, the seat reservation, the left luggage fee, the reservation of plane tickets and the reservation of accommodation services through a travel agent. In the event tickets are reserved through agents with whom the Foundation has not signed agreements, fees will only be reimbursed up to the amount of the fees charged by partnered agencies. 7. If a foreign railway retains the original ticket, the person travelling will be responsible for securing a substitute declaration stating the price, the date and the journey taken. If no such substitute declaration Mission and Transfer Regulations - 4
6 can be obtained, the person travelling may submit an expense claim including a self-certification containing all the aforementioned information. 8. For air travel, both within Italy and abroad, only economy class tickets may be purchased. The purchase of tickets in classes other than economy must be justified and authorised in advance by the head of Travel Office. 9. In the event of air travel the person travelling may take out a life insurance policy for a maximum of 516,000, to be contracted through the competent department within the Foundation. 10. Travel expenses will only be reimbursed subject to presentation of the original ticket. If the travel ticket does not show the price it must be accompanied by a declaration from the agent that issued the ticket or the payment receipt. Plane tickets purchased over the internet (e-tickets) may be reimbursed upon presentation of the print-outs for the purchase of the ticket and proof of credit card payment. Rail tickets purchased over the internet may also be reimbursed (Ticketless service); if on-board staff cannot be found to print out the ticket and if there are no automatic ticket offices, print-outs confirming the purchase may be submitted together with the proof of credit card payment. 11. Documents substituting the original travel ticket (copies or duplicates, declarations issued by travel agents) may not be used for the purpose of reimbursement of travel expenses. In exceptional circumstances, if original tickets are mislaid a self-certification may be submitted as a substitute document by the person travelling. 12. In the event of secondments or travel made within the scope of projects subject to a final statement, boarding passes must be appended to documentation for the reimbursement of expenses. 13. Authorisation for the use of the person s own car may be given by the Head of the Unit, the Director or the Head of the Area/Department and is valid from the date on which form A is signed. This form, duly signed, must be sent to the Travel Office at the time of the first secondment when the person s own car is to be used and shall remain valid until withdrawn or until such time as the person is transferred to a new research unit/department. 14. The use of the person s own vehicle must be justified and the authorisation for the use of such a vehicle for an individual secondment shall be given by the head of the unit in question, while if the person travelling is the head of the unit in question, this authorisation shall be granted by the Director or the Head of the Area/Department. Authorisation shall be deemed to have been granted from the moment the item is signed in the budget for the secondment. 15. To employees authorised to use the own vehicle, the reimbursement will be based on a per kilometre allowance equivalent to ACI table, referred to an annual mileage of Km not depending on the car model used. As a reference for payment, the Travel Office will use the route mileage data deduced from Via Michelin website (attached to the reimbursement), departing from the workplace. Otherwise, to personnel who declines kilometric reimbursement, a first-class train allowance will be due, according to the itinerary needed (if provable). 16. Expenses incurred for motorway tolls will be reimbursed upon presentation of the respective receipts. Parking expenses may also be reimbursed upon presentation of the appropriate documentation, as well as expenses for the recovery of the vehicle in the event of accidents or breakdowns. Where employees use their own vehicles, and such vehicles are fitted with the Telepass system, instead of submitting motorway toll tickets they may submit a copy of their Telepass account statement showing the date and time of the journey, the road used and the amount paid; expenses will be reimbursed solely for journeys relating to the secondment. 17. No per kilometre allowance will be paid for journeys made with vehicles provided by the Foundation. In this case, expenses incurred when refuelling the vehicle will be reimbursed if they are documented (fuel receipt) and related to the use of vehicles owned by the Foundation or hired cars. In the event vehicles owned by the Foundation are used, it is also necessary to present a copy of the Foundation s car usage form. 18. Any fines incurred while using the vehicle must be paid by the driver in question. Mission and Transfer Regulations - 5
7 19. In the event authorisation is granted for the use of the person s own vehicle, with a per-kilometre allowance, the interested party will be covered by the fully-comprehensive insurance cover provided by the Foundation within the stipulated maximum limits. Article 8 Reimbursement of meal and accommodation expenses for secondments or travel outside the province 1. For each day s secondment or travel, including overnight stays, the allowance is as follows: a in Italy when travelling to a different province; b when travelling abroad. 2. The daily amount covers the following documented expenses: a. expenses for meals (breakfast, lunch, dinner) b. accommodation expenses; c. expenses for accommodation in an apartment if this is more convenient than in a hotel and subject to presentation of a regular contract and a bank receipt proving payment; d. expenses for telephone calls and/or internet connection. 3. The daily allowance is reduced to a third for missions not involving overnight stays. 4. If rooms are booked online and payment is made by credit card and it is not possible to obtain an invoice, it is permitted, in exceptional circumstances and subject to prior authorisation, to secure reimbursement upon presentation of the print-out confirming the reservation containing all of the elements required to proceed with reimbursement (user of the service, date of the stay, services used, price), accompanied by the credit card payment slip from the person travelling. 5. Documentation for the consumption of meals abroad shall be accepted if it contains the letterhead of the restaurant, the amount paid and the description of the payment. Tips may also be reimbursed provided they are documented. 6. In exceptional circumstances, if the original receipts are mislaid, the head of Travel Office unquestionably can admit a self-declaration. 7. In exceptional circumstances, and when justified, it is possible to break journeys, independent of the means of transport used, provided such stopovers are authorised in advance. In this case any expenses for meals and accommodation may be reimbursed. Article 9 Reimbursement of meals for secondments in the province of Trento 1. For secondments in the province of Trento, the person seconded must use the lunch tronic card provided by the Foundation. If it wouldn t be possible, the amount of reimbursement will be the same as lunch tronic card. 2. The list of participating establishments where this card may be used can be found at the following address: Article 10 Reimbursement of expenses for secondments in the Municipality of Trento 1. Expenses incurred in the municipality of Trento may be reimbursed when authorised in advance by the Head of the Unit or by the Director. If this authorisation is missing, the person seconded fails to obtain the reimbursement. Article 11 Determination of the personal budget for secondments and the recovery of excess payments 1. At the end of the year, or during the year in the event of the expiry of a labour contract or if the person in question resigns, the administration department will determine the theoretical personal budget for secondments. 2. The theoretical personal budget* for secondments is calculated as follows: Theoretical budget for secondments = 279,00 x A + 93,00 x B +359,00 x C + 119,00 x D Mission and Transfer Regulations - 6
8 where A = duration of the secondment in days with overnight stays in Italy in a different province B = duration of the secondment in days without overnight stays in Italy in a different province C = duration of the secondment in days with overnight stays abroad D = duration of the secondment in days without overnight stays abroad 3. Any amount reimbursed to individuals for secondments and/or travel in excess of the theoretical personal budget for the period in question will be taken from the first pay packet, or if this is insufficient to cover the cost a refund will be requested. Article 12 Proximity of secondment and holidays 1. In case of proximity of secondment and private holidays, only the expenses strictly concerning the assignment will be reimbursed; the Foundation will afford transportation costs. Article 13 Advance payment of secondment expenses 1. Those people assigned to take part in secondments are entitled to request advance payment equal to fifty per cent of the expected cost for the secondment. 2. The advance will not be paid if the mission lasts for less than 24 hours and if the advance is less than The request must be sent to the Administration at least one week prior to the start date for the secondment except in exceptional circumstances where there is a clear need for urgency. 4. After the end of the secondment, personnel that have requested and obtained the advance in question are required to send the Administration all documentation necessary for the settlement of the expense claim as quickly as possible, and within a maximum of 30 days from completion. 5. Anyone who obtains an advance payment and is subsequently unable to participate in the secondment must return the advance payment received within a maximum of 10 days from the date on which the secondment was to have started. Article 14 Tax provisions 1. The terms contained in tax provisions and special laws in force at the time will apply to reimbursements and amounts arising from secondments and/or travel paid to interested parties. Article 15 Entry into force 1. These rules for personnel in the Bruno Kessler Foundation shall apply to secondments and travel starting after the 15 th of March Read and approved the 1 st of February Prof. Massimo Egidi- President of Bruno Kessler Foundation *Please note that the indications in paragraph 2 of Article 11 are applicable to the cost of meals and accomodation only. Mission and Transfer Regulations - 7
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