European Cystic Fibrosis Society

General:

- Travel arrangements are to be made by the most economical mode possible.
- All claims for refund must be accompanied by original receipts (an audit requirement).
- No item on a claim form should be submitted for refund if it has already been refunded or can be refunded from another source. The claimant will sign to this effect on the Travel Expense Form.
- Claimants may request original receipts to be returned if their expenses exceed the maximum allowable under the ECFS travel policy and which can be refunded from another source.
- Claims for refund should be submitted within 4 weeks of the event to which they are applicable.  Claims arriving after this time frame, with no prior correspondence explaining the delay, may be rejected.
- Claims from Europeans will be paid by bank transfer (IBAN & SWIFT codes are mandatory)
- Claims from outside of Europe (with no IBAN/SWIFT equivalent) may be paid by a cheque.

ECFS Board Members

Members of the ECFS Board will have full refund of their travel expenses to the Winter Board Meetings.
Board Members attending the Strategy meeting at the NACFC are entitled to claim one night of lodging should attendance at the meeting require travelling one day earlier.
All other travels where ECFS reimbursement is requested must be submitted for approval in advance and will be subject to the Executive Committee’s approval.
Hotel costs should in principle be limited to 3 star rate.

Invited Speakers (Annual Conference)

Europe: Max reimbursement: 500 Euro
Outside Europe: Max reimbursement: 1000 Euro
Free Registration is covered for Invited Speakers, Session Moderators and Round Table Leaders.
Travel and Hotel accommodation bookings are the responsibility of the individual.
Invited Speakers, Moderators and Round Table Leaders will be issued with a Travel Expense Claim.

Invited Speakers (Basic Science Conference)

Europe: Max reimbursement: 200 Euro
Outside Europe: Max reimbursement: 400 Euro
Free Registration and all hotel costs (4 nights with catering) are covered for Invited Speakers.
For Speakers from outside of Europe a 5th hotel night may be accepted for refund.
Travel bookings are the responsibility of the individual.
Invited Speakers will be issued with a Travel Expense Claim.

Invited Participants (Consensus Meetings)

Invited Participants will have a full refund of travel expenses (subject to tickets being bought at the most economical rate). Invited Participants will be issued with a Travel Expense Claim.

ECFS Scientific Committee:

Members of the Scientific Committee who are requested to attend a meeting held in conjunction with the ECFS annual conference are entitled to claim the cost of an additional hotel night if applicable.

General Principles for Reimbursable expenses:

Reimbursable:
Air Fares (economy class)
Public Transport (Train, Metro, Bus)
Taxis (with justification)
Private car (Kilometres/Miles to airport/train station etc. - max rate is the standard rate in Denmark) 
Parking fees at Airport
Ferry
Bridge Tolls
Motorway Tolls

Not Reimbursable:
Bank commission charges for money exchange
Bank fees and credit card charges
Personal travel Insurance
Damage/Accident costs for private transportation
Visa Entry Fees
Taxis when a shuttle service is offered.
Passport renewal costs
Personal Tips (Porters, etc.)
Hotel charges for personal telephone calls/fax/internet/room service etc.
Meals (unless fully justifiable)
Rental cars (unless justifiable due to lack of alternative transportation)
Lost Luggage fees
Parking violations