EN
10.3.2023
Official Journal of the European Union
L 73/53
Appendix 2 REQUEST FOR ADVANCED PAYMENT OF TRAVEL EXPENSES
1.
Traveller's details - please fill in ALL fields marked with {*}
Last name*: First name*: Name of the organisation/ institution*: Function: Passport number* (required for booking purposes): Contact phone No.: E-mail: Title and place of meeting: Dates of the meeting:
From:
To:
Travel route:
Departing from:
Arriving to:
2.
Request for Booking – please tick relevant box
TRAVEL ☐ ACCOMMODATION ☐ IMPORTANT NOTES FOR PARTICIPANTS: — This form serves as a basis for the travel arrangements made by the Permanent Secretariat of the Transport Community on behalf of the traveller.
It shall be approved in advance by the traveller's direct superior and submitted in a scanned form to the Permanent Secretariat's mailbox: finance@transport-community.org. — The traveller is solely responsible for the correctness of the submitted details and bears full responsibility for incom­ plete or erroneous data that might result in cancellation, impossibility to travel, change of booking details or additional related charges. — All extra costs (use of mini-bar in the hotel, parking fees, additional nights etc.) shall not be reimbursed. — The traveller is obliged to keep all boarding passes and travel tickets as proof of travel and upon return he/she is asked to send the scanned copies to the email specified above. — The Permanent Secretariat shall make travel arrangements within the available travel and accommodation offers on the market that match the Reimbursement Rules limits and rates. — The undersigned confirms that he/she is aware of the refunding clause laid down in rule 6.6 of the Reimbursement Rules: Where the participant is unable to attend the meeting for reasons which are not directly attributable to the Trans­ port Community, the designating institution or organisation shall indemnify the Permanent Secretariat for the costs incurred in relation to the organisation of the trip (e.g. costs of tickets booked including cancellation fees).
Signature: ________________ Date: _____________________ 3.
Head of designating institution/organisation approval: _____________ Date: __________
FOR TRANSPORT COMMUNITY PERMANENT SECRETARIAT INTERNAL USE
Estimated costs (in EUR)
Budget Availability
Flight ticket / Train ticket/ bus ticket / Car
YES ☐ NO ☐
Accommodation
Financial & Accounting Officer:
TOTAL:
DIRECTOR'S APPROVAL:
Budgetary commitment No.:
☐ Approved ☐ Not approved