PREPARING YOUR TRIP
As soon as you know of a travel you will have to make on CERN business, you need to fill in the EDH Travel form (TRVL).
Once your travel request has been approved by your Group Leader and the budget holder, you should update your profile on MyCWT (as per this presentation, in particular nationality, date of birth and mobile phone number), mark your absence in EDH and book your flights, trains and/or rental cars (at destination) by contacting the onsite CWT agency. You can generate an email template containing all the necessary information by clicking on the blue button "Generate a booking request to CWT" on your TRVL document. The template will be saved in the attachments of the TRVL and you can then open it, update it as necessary (demi-tarif, etc) and send it to CWT directly.
If the trip is less than 48 hours away, please contact CWT by phone. They are available at (+412276)74497. For emergencies (last minute cancellation of flights, etc.), CWT can be reached 24/7 with the same number. The call will be redirected to their call centre.
Important note: The transport must be booked by CERN (Via CWT).
Public transport or the CERN Airport Shuttle must be used whenever possible. The use of taxi should be limited to duly justified cases (no suitable public transport, bulky equipment to carry, strenuous travel conditions). If taxi transfer to Geneva airport is necessary, please note that you should park at CERN; the secretariat will order a taxi voucher for you prior to departure.
The roles and responsibilities of the traveller, travel arranger, travel manager, travel coordinator, group leader, and budget holder are detailed on the page of the Duty Travel Coordination.
When travelling to the USA, please remember to take your UNIQA card with you. More information available on the CHIS pages.
If you need a visa to travel to Russia, please follow the admin eGuide procedure.
Assistance before and during an official travel:
CERN has partnered with a specialized travel assistance company, International SOS (ISOS), to provide medical and security assistance to its members of personnel traveling for official purposes. You can find the details of their services and practical information on the corresponding admin eGuide page.
Cancellation
In case your trip is cancelled but expenses were already incurred and cannot be refunded (transport, registration, etc.), please do not reject or cancel the EDH TRVL. When the document returns to you, please contact the IT Secretariat for instructions.
REIMBURSEMENT CLAIM
When you return from your trip, you will receive a notification from EDH to confirm your itinerary. Please note that all the questions need to be answered carefully: itinerary, meals, hotel nights and other expenses, etc. The accommodation must be reserved on your own, you are requested to attach a scan of your hotel bill to your Travel request.
NB: The same rules apply for lecturers invited by CERN. See "Reimbursement formalities" for additional information.
Private stay / Personal choices
"If travellers plan to add a private stay to their duty travel or to make their own travel arrangements (e.g. private vehicle) for private reasons, the Travel Arranger must search, prior to the travel, for a comparative lowest price public transport journey in the online booking tool or website, create a print screen of the price and attach it to the Demande de mission / Travel request (TRVL) form. Any additional expenses resulting from a personal choice have to be deducted from the final reimbursement under the section Other expenses by adding a negative position."