27–30 Sept 2022
Hotel NH Nice
Europe/Paris timezone

IARC travel policy

IARC will pay for your accommodation during the meeting, as well as tickets (air economy class ticket or first-class train ticket on the most direct and least expensive route available), for a return trip between your place of residence and Nice, through our travel agent). In order to reduce the carbon footprint, for European participants, IARC’s travel policy encourages travel by train instead of travel by air by the most direct route.

All travellers will be entitled to a lump sum of €200 to cover incidental expenses during the authorized travel period (August 22, 2022 update). This amount will be paid by bank transfer after the meeting, upon receipt of the required supporting documents (see Supporting documents for travel reimbursement below). There will be no per diem payments for this meeting.

 

A business class ticket may be requested in the case of medical necessity. Such request requires an exceptional and prior approval and must be supported by the appropriate medical certification, indicating what specific medical outcome will be prevented by travel in the higher fare class. The supporting medical certification should also include the reasons why the conditions of travel in the normally authorized economy class cannot be medically tolerated, as compared to the conditions of a normal working day.


Self-purchased air tickets

Travellers are allowed to purchase their own air tickets and IARC will reimburse the cost under the following specific conditions.

Should your travel include a private deviation or should you prefer to make your own travel arrangements for this meeting, please carefully take note of the maximum reimbursement for which you will be eligible according to the IARC travel policy:

Conditions
(upon approval of the Administration and Finance Officer)

Maximum reimbursement
(subject to submission of the required documentation)

If ticket costs =
500 euros or less

If ticket costs =
above 500 euros

Travel without deviation from the official itinerary

Actual cost paid by traveller

Actual cost paid by traveller
not exceeding

  • IARC Travel Agent’s quotation minus 100 euros for domestic travel within Europe; or
  • IARC Travel Agent’s quotation minus 300 euros for travel from outside Europe

Travel with deviation in dates or routing from the official itinerary regardless of ticket costs
(such as extending their stay or adding stops due to personal reason or other business reason not related to IARC’s event)

Actual ticket cost paid by traveller
not exceeding the IARC Travel Agent’s least expensive quotation for the most direct route

Cost of any changes due to private deviation is born by the traveller and reimbursement of the travel costs by other parties will be deducted from the ticket cost when calculating IARC’s liability for reimbursement

Self-purchase for upgrade of tickets regardless of ticket costs

Actual ticket cost paid by traveller
not exceeding the IARC Travel Agent’s least expensive quotation for the most direct route

 

Do not hesitate to contact us before purchasing your own tickets and send us your travel plans in advance so that we can inform you about the maximum refund you would get for their costs. This will facilitate our internal travel authorization and insurance process and should avoid any misunderstanding at the time of the refund.

 

Travel by a private car

For European participants travelling by a private car, IARC will reimburse using the United Nations mileage rate system per kilometre/mile, covering fuel and toll costs. No other costs will be refunded.

Please note that IARC will bear no responsibility for the travel insurance. More specifically, the following conditions apply to travel by private car:

  • It is the responsibility of the travellers to take out insurance at their own expense against damage to or loss of the vehicle and against claims for injuries, damage, or loss involving the persons or property of third parties, including passengers.
  • In the event of injury to, or death of, a traveller travelling by private car for reasons of personal convenience, the onus of proof rests with the traveller to show that the accident was attributable to the performance of his/her official duties on behalf of IARC.
  • The traveller is responsible for any claims for injuries, damage, or loss involving the persons or property of third parties, including any passengers.
  • IARC declines all responsibility for any damage to or loss of the vehicle.

Note: Traveling by rental car is not covered within the IARC travel policy.

 

Supporting documents for travel reimbursement

IARC, as part of the United Nations, is subject to very strict financial rules and regulations. To enable IARC to process the travel reimbursement and the lump sum to defray travel costs from home to airport and back, please keep and provide the following documents. The travel reimbursement will be made via bank transfer after the meeting.

  • Incoming boarding passes (original if hard copy or screen shot)
  • Copy of the air or train tickets

You can upload your tickets and the screen shot of your boarding pass at any time on the registration page. Otherwise, you will need to provide them on your arrival at the meeting.

Other additional documents:

  • For the reimbursement of self-purchased tickets: original invoice from travel agent or e-ticket receipt showing amount paid, and proof of payment. The proof of payment is such as a receipt from the travel agent or a copy of bank/credit card statement.
  • For travel by private car: supporting documents for the validation of the date/time of travel, such as the copy of receipt of the payment of tolls.