IARC will provide you with 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 Lyon (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.
You will receive a per diem at the IARC rate for Lyon (currently 252 Euros per night), in cash, upon receipt of the required supporting documents (see Supporting documents for per diem allowance and travel reimbursement if applicable below) and upon completion of your expense claim form. This is intended to cover your hotel, meals, ground transportation, including taxis, and incidental expenses.
Exceptions: self-purchased air tickets or travel by a private car
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 below:
Conditions | Maximum reimbursement | |
If ticket costs = | If ticket costs = | |
Travel without deviation from the official itinerary | Actual cost paid by traveller | Actual cost paid by traveller
|
Travel with deviation in dates or routing from the official itinerary regardless of ticket costs | Actual ticket cost paid by traveller 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 | |
| Please 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 to which you would be entitled. This will facilitate our internal travel authorization and insurance process and should avoid any misunderstanding at the time of the refund. |
We kindly ask you to arrive the day before the start of your meeting, and not to plan a flight back before 7pm CET on the last day.
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 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 per diem allowance and travel reimbursement if applicable
Per diem will be given in cash on the first day of the meeting and the travel reimbursement will be made via bank transfer after the meeting.
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 per diem allowance (252€ per night), please keep and provide the following documents.
- 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. Accepted proofs of payment include a receipt from the travel agent or a copy of your 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.
