Duty Travel Coordination

This site supports travellers at CERN for travel undertaken at the request of the Organization or, in respect of associated members of personnel, travel authorised by their respective home institution and coordinated by the Organization.
The aim is to simplify and standardize processes as much as possible.  Below are some general descriptions and links to resources to help with this.
 

Admin E-Guide
Duty Travel Procedure
Traveldoo
Online Booking Tool
Carlson Wagonlit Travel (CWT)
On-site Travel Agency
Administrative Circular 33
Duty Travel
Service Now (SNOW)
Traveldoo Support
International SOS
Travel Health and Security
EDH Travel Request (TRVL)
Service Now (SNOW)
Car Rental Request (from CERN & GVA airport)
CIBT Visas
Visa Information
 

Traveller is the person authorised to undertake duty travel. He/she is responsible to accurately fill in the EDH Travel Request document (TREQ), and wait for the approbation of the request. They will book the transport via Traveldoo* or Snow (for car rental from CERN or Geneva airport via the Mobility Center) or in exceptional cases offline with a justification. When appropriate, they will provide justification for the use of a private vehicle. Upon return, they will complete the EDH Travel Request document (TREQ) and reclaim any allowable additional expenses incurred as well as the voluntary reduction of their entitlement.
Travellers are responsible to maintain information in their Traveldoo profile up-to-date (passport, loyalty programs etc..).

Travel Arrangers are responsible to check the compliance of the EDH Travel Request document (TREQ) with the AC33. They will book the transport via Traveldoo or SNOW (car rental from CERN via the Mobility Center) or in exceptional cases offline with a justification. Upon return of the traveller, they will create the EDH Duty Travel Claim (TCLAIM) based on the information provided by the traveller in Travel Request document and claim for the reimbursement of the subsistence and the expenses on behalf of the traveler.

*The Travel Arranger is, with the Travel  Manager, the only persons who have access to Traveldoo to make bookings for members of their department.

The Departmental Travel Manager is the main point of contact for all Travellers/Travel Arrangers in their Department and will manage the out-of-policy process. They are also responsible for departmental communications on policies and procedures updates.

The Supervisor will validate the absence duration, confirm the necessity of the travel and either validate or reject the EDH travel document request.


The Budget Holder is responsible to validate the budget code, check the budget estimation of the travel against the budget availability and either validate or reject the EDH travel document request.


The Travel Coordinator
is responsible for the monitoring and support of travel activities and processes at CERN, and participates in updates to the travel procedures and travel policy (with HR). He is the keeper of CERN's travel process and a key resource for all duty travel related activities. This role centralizes a number of travel tasks previously performed across the FAP department, including the second level support of the online booking tool Traveldoo, and the contract follow-up for the CWT travel agency and Traveldoo.  Other objectives include managing the implementation of the many initiatives linked to the travel project, and professionalizing the coordination of duty travel at CERN. 
To facilitate collaboration and to ensure the travel coordinator receives regular transactional feedback, the Travel Coordinator role sits in the Accounting Services group which is also responsible for controlling the Travel Claims and the Travel invoices.

Coming soon

January 2021


01 Jan 2021 Nationalist leader's birth anniversary

Ukraine
Donetsk, Kharkiv, Kyiv, Lviv, Odessa

Nationalist elements, mostly led by the Freedom group, are liable to rally in major cities, including Kyiv, Lviv and Odessa, to commemorate the birth anniversary of Stepan Bandera, leader of the Organization of Ukrainian Nationalists. Avoid all large gatherings as a matter of course.


01 Jan 2021 - 03 Jan 2021 New Year's Day

China


02 Jan 2021 Cape Town Street Parade

South Africa
Cape Town

Roads in the central district are typically closed for this annual street parade by minstrel troupes.


06 Jan 2021 Pathet Lao Day

Laos
Vientiane


07 Jan 2021 Coptic Christmas

Egypt, South Sudan, Sudan
Alexandria, Aswan, Cairo, Ismailia, Luxor, Port Said, Sharm al-Sheikh, Suez City

Although this is not an official holiday, it is widely observed in Coptic communities.


09 Jan 2021 Black Nazarene procession in Manila

Philippines
Metro Manila

During the Feast of the Black Nazarene, a statue of Jesus Christ is carried in a procession through the city’s streets. Significant road disruption is expected. More than six million Roman Catholics from across the country are expected to attend the traditional procession from Quirino Grandstand in Rizal Park to the Minor Basilica of the Black Nazarene, or the Quiapo Church.


10 Jan 2021 Majority Rule Day

Bahamas
Nassau

Commemorating the day in 1967 that the Bahamas became self-governing.


10 Jan 2021 Anniversary of Sultan Qaboos bin Said’s death

Oman
Muscat

Members should expect gatherings and/or commemorative events nationwide, potentially causing business and traffic disruption, especially in the capital Muscat.


10 Jan 2021 National Police Day

China, Hong Kong (China SAR)
Beijing, Chengdu, Chongqing, Dalian, Guangzhou, Haiyan, Hefei, Huangshi, Nanjing, Shanghai, Shenyang, Shenzhen, Tianjin, Urumqi, Xian, Yiwu

This holiday is officially celebrated in mainland China. There is potential for anti-government protests on the day in Hong Kong.


12 Jan 2021 - 13 Jan 2021 Berber New Year (Yennayer)

Algeria
Algiers, Constantine, Hassi Messaoud, Oran


14 Jan 2021 - 17 Jan 2021 Pongal (Harvest Festival)

India
Chennai


15 Jan 2021 - 16 Jan 2021 Anniversary of 14 Riverside Drive attack

Kenya
Nairobi


16 Jan 2021 Anniversary of 1992 UN-brokered peace accords to end civil war

El Salvador


20 Jan 2021 Martin Luther King Day

Guam (US)


21 Jan 2021 Sao Paulo's Anniversary

Brazil
São Paulo

Associated celebrations are expected to cause road closures and localised disruption.


22 Jan 2021 Unity Day

Ukraine
Donetsk, Kharkiv, Kyiv, Lviv, Odessa


23 Jan 2021 First Philippine Republic Day

Philippines
Cebu City, Metro Manila

Special working holiday to commemorate the declaration of the First Philippine Republic in 1899.


25 Jan 2021 Anniversary of revolution

Egypt
Alexandria, Aswan, Cairo, Ismailia, Luxor, Port Said, Sharm al-Sheikh, Suez City

The anniversary of the 25 January 2011 revolution that removed then-president Hosni Mubarak from office. Incidents of militancy and unrest typically spike on and around this date.


26 Jan 2021 Australia Day

Australia
Adelaide, Brisbane, Cairns, Canberra, Darwin, Melbourne, Perth, Sydney

Celebrated on the following Monday if 26 January falls on a Saturday or Sunday.


26 Jan 2021 Republic Day

India
Ahmedabad, Bangalore, Chennai, Delhi, Gurgaon, Hyderabad, Jaipur, Jamshedpur, Kolkata, Mumbai, Pune, Surat

Expect stringent security measures nationwide, particularly in the capital Delhi.


28 Jan 2021 March of the Torches

Cuba
Havana

Annual torch-lit parades across the country to commemorate birthday of national hero Jose Marti.


Source: International SOS

Updated on: 06/01/2021