. /.   WORLD TRADE  
ORGANIZATION  WT/BFA/W/225 
14 February 2011  
 
(11-0737) 
Committee on Budget, Finance and Administration  
  
 
EXPENSES RELATING TO WTO-FUNDED TRAINING COURSES, SEMINARS, 
SYMPOSIA AND WORKSHOPS 
 
 1. The WTO Secretariat has undertaken a review  aimed at formalizing and harmonizing its 
practices with respect to expenses to be covered by the Organization for participants attending 
WTO-funded training courses, seminars, symposia and workshops.  This document presents for 
information the WTO Secretariat policy that is effective since 1 January 2011.  
2. The policy establishes the following key gene ral guiding principles. The WTO Secretariat 
shall: 
(a) Provide appropriate travel and accommodation to ensure the achievement of the set 
objectives of the activity; 
(b) ensure that the venue, equipment and supp lies are fit for the purpose of the activity; 
(c) adapt travel and working conditions to th e different requirements generated by the 
activity's overall duration; 
(d) cover all reasonable expenditure to ensure that attendance at such activities does not 
place a financial burden on participants; 
(e) pay directly, or through its local partners, most of the expenditure to increase control 
over spending; 
(f) not authorize, for security reasons, WT O staff to handle and transport cash; 
(g) communicate clearly the travel conditions when announcing the activity; 
(h) assume no liability for damage to persons or property caused by a participant. 
3. The enclosed table provides the type of expenses that are covered, based on the location of the 
event (Geneva, outside of Geneva or through a part ner organization) and its duration (up to one week, 
up to one month and more than one month). 
4. These conditions apply only to participants. St aff will continue to follow the WTO travel 
policy. External lecturers, speakers or consultants hired by the WTO remain subject to the conditions 
of contracts established with the WTO. 
5. In 2011, the WTO Secretariat will conduct a revi ew of the various insurances, including the 
participants' health insurance coverage , which could apply for those events. 
  
  WT/BFA/W/225 
Page 2 EXPENSES COVERED ON WTO-FUNDED TRAINING COURSES, SEMINARS, SYMPOSIA, AND WORKSHOPS 
CONDITIONS APPLICABLE TO PARTICIPANTS 
General guidin g principles. The WTO Secretariat shall:      
1) provide appropriate travel and accommodation to ensure the ach ievement of the set objectives of the activity 5) pay directly , or through its local partners, most of the expenditure to increase control over spending 
2) ensure that the venue, equipment and s upplies are fit for the purpose of the activity  6) not authorize, for security reasons, WTO staff to handle and transport cash  
3) adapt travel and working c onditions to the different requirements generate d by the activity's overall duration 7) communicat e clearly the travel conditions  when announcing the activity  
4) cover all reasonable expenditure to ensure that atte ndance at such activities does not place a financial burden on 
participants 8) assume no liability for damage to pe rsons or property caused by a participant  
In Geneva Outside of Geneva 
Type of expenses Up to one 
week Up to one month More than one month Up to one week Up to one month More than one 
month Activities jointly 
organized with partner 
organizations (e.g. JVI, 
ESCAP, PIFS, AMF, 
etc) 
Transportation for non local 
participants: To be organized and 
paid directly by the WTO Round-trip via the most economical and direct  route. Travel by air in economy class booked and paid though the WTO travel agency. 
Travel by train/bus in premium class booked and reimbursed to pe rson with supporting invoices at the event or after the event. Travel 
by car organized and reimbursed to person at CHF 0.20/km using the most direct route. 
Accommodation: To be organized 
and paid directly by the WTO to the 
hotel Hotel of 
standard 
standing Hotel of standard 
standing or short 
term residences Apartments or short term 
residences with self 
catering facilities Hotel of 
standard to 
superior 
standing with 
adequate 
meeting room 
facility, 
adequate 
security and 
with airport 
shuttle service Hotel of standard 
standing or short 
term residences 
with adequate 
meeting room 
facility, adequate 
security and with 
airport shuttle 
service Apartments or short 
term residences with 
self catering facilities 
Meals  Lump sum of CHF 100 per person per night All meals included in the full board 
arrangements to be provided by the 
hotel, from the date of arrival to 
departure. The WTO will pay the hotel 
directly. 
Out-of-pocket expenses Lump sum of CHF 200 per person Lump sum of CHF 300 
per person Lump sum of CHF 100 per person 
Local participants Not applicable Lunch and any formal hospitality or 
events provided during activity Lump sum to be 
determined for each 
location to be paid 
through a local 
partner to the local 
and non-local 
participants and 
external lecturers on 
a monthly basis. 
Stop overs Lump sum of CHF 300 per night1) if unavoidable where travel arranged by the WTO only2) In accordance with the 
prevailing terms and 
conditions agreed with the 
partner institutions 
Other:  
Health insurance coverage None - only critical  emergencies and 
sanitary evacuation paid by the WTO 
(visa requirements to be studied) Minimum health 
coverage (to be studied) None - only critical  emergencies and 
sanitary evacuation paid by the WTO Minimum health 
coverage (to be 
studied) In accordance with the 
prevailing terms and 
conditions agreed with the 
partner institutions 
These rates and conditions shall be reviewed annually 
1) Stop overs in the following cities shall receive CHF 400 per ni ght: Amsterdam, Brussels, Doha, Hong Kong, London, New York, Pa ris, Singapore & Washington DC. 
2) For activities outside of Geneva, payments made to participants through money or bank transfers in their home country after th e activity ended 
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