12 June 2014
EMA/MB/270654/2014 Adopted
Management Board meeting on 12 June 2014
Rules for reimbursement of expenses for delegates and experts attending meetings
With effect from 01 July 2014
THE MANAGEMENT BOARD
Having regards to Council Regulation (EC) No 726/2004 of the European Parliament and of the Council laying down Community procedures for the authorisation and supervision of medicinal products for human and veterinary use and establishing a European Medicines Agency,
Whereas in accordance with Article 64(2)(b) of Regulation (EC) No 726/2004 the Executive Director as legal representative of the Agency shall be responsible for managing all the Agency resources necessary for conducting the activities of the Committees referred to in Article 56(1), including making available appropriate scientific and technical support to those Committees, and for making available appropriate technical support to the coordination group;
HAS DECIDED
Article 1
- Delegates and experts attending meetings at the European Medicines Agency in London shall be reimbursed in accordance with Part I of these rules.
- Delegates and experts attending meetings outside the European Medicines Agency shall be reimbursed in accordance with Part II of these rules.
Article 2
- This decision replaces and repeals all previous decisions of the Management Board relating to rules for reimbursement of expenses for delegates and experts attending meetings.
- This decision shall enter into force on 1 July 2014 and shall be published on the Agency’s website.
London, 12 June 2014
Signature on file
Sir Kent Woods
Chair of the Management Board
Part I: Meetings held at the European Medicines Agency in London
1. Travel
Travel is reimbursed to delegates and experts whose offices are more than 80 km (50 miles) from the European Medicines Agency premises.
In principle, only journeys from the delegate’s or expert’s work place to the Agency and vice versa will be reimbursed. However, under exceptional circumstances, indirect journeys can be granted when duly justified and authorised by the Agency prior to the meeting.
1.1. Air
For flight sections under 4 hours, economy class fare[1] will be reimbursed.
Business class tickets will be reimbursed for flight sections of more than 4 hours or when economy class is not available and with justification from the travel agent, or the airline.
The use of two or more different airlines for the same return journey will only be permitted if the cost is equal to or lower than a direct flight or where appropriate.
Regardless of the number of stopovers, flights are reimbursed up to the cost of the ticket for the most direct route to any London airport.
1.2. Train
Train travel, excluding local transport, will be reimbursed in First class. Eurostar journeys will be reimbursed in Standard Premier (Non flexible) class only.
1.3. Flexibility/change of bookings
To enhance delegates’ and experts’ flexibility, if the finishing time of a meeting fluctuates by more than 4 hours prior to the scheduled ending time, a new return ticket in the same category or superior class, if economy is not available, will be covered by the Agency. Any such bookings have to be made through the Agency’s travel office.
In any event, only amendments resulting from changes in meeting scheduling will be covered by the Agency.
In case a delegate or expert decides not to attend the full meeting, no extra costs linked to any travel ticket amendments (unless authorised by the Agency) will be covered by the Agency.
1.4. Car/bus/train
Travel by private car, bus, or train to the airport or train station will be reimbursed if the distance between the delegate’s or expert’s work place and the airport/train station is more than 30 km.
Reimbursement for car journeys will be paid at a rate of € 0.30 per km, inclusive of all costs. No additional costs will be taken into account.
For delegates or experts driving from an overseas country to London via Eurotunnel, the car journey will be covered up to the cost of an economy class flight ticket for the most direct route to any London airport, from the place of the organisation or the work place of the delegate or expert.
2. Daily allowance
A daily allowance of € 105 per day of meeting will be granted to delegates or experts for participation in EMA meetings. The daily allowance shall cover meals and local transport (including return transport from the airport or station, car parking and any eventual national bank charges). Should a meal be provided by the agency, 30% of the daily allowance will be deducted.
Should the meeting schedule prevent the delegate or expert to travel to and/or from the agency to his place of employment on the actual day of the meeting, an additional 50% of the daily allowance shall become payable for each, the travel to and the travel from the Agency.
In the case of delegates or experts attending less than 50% of the meeting day for which they have been invited, no daily allowance will be paid.
Taxi fares may be reimbursed in exceptional circumstances, such as emergency meetings, unavailability of other means of public transport, and in duly justified cases.
In specific cases (e.g. Patients representatives) and following prior authorisation from the Agency's Head of Administration, a double daily allowance (€ 210) may be granted, provided that all the following criteria are met as outlined in the specific form available through the Agency:
a) Payable to one representative per organisation for each meeting day attended,
b) it is demonstrated that the expert/delegate works on a voluntary basis for the organisation he/she represents and
c) he/she does not receive any other financial income for his/her work at the Agency.
3. Hotel expenses
Hotel bills for hotels in London will be reimbursed up to a ceiling of £160 per night, including breakfast and VAT.
For delegates and experts whose offices are more than 80 km (50 miles) from the Agency premises, reimbursement of accommodation expenses for one night (in the UK or in the country of origin), prior to and/or after a meeting day, is allowed when the departure time from the airport or railway station would be before 08h00 and when the arrival time at the airport or railway station would be after 23h00[2].
A hotel night will be granted based on the time of the next available flight/train after the meeting ends.
In case of flight or train cancellations in unforeseen circumstances, one night’s accommodation may be reimbursed upon request, subject to justification, where the carrier offers no suitable alternative arrangements. EMA will follow the airline or train company policy in terms of alternative travel rearrangement. No additional ticket will be covered by the Agency.
Where no hotel bill is produced, a standard rate of €60 can be paid except where accommodation has been provided by the Agency.
4. Cancellation policy
Should a delegate or expert be unable to attend a meeting for any reason, the Agency Meeting and Conference Management Sector should be informed at least 48 hours prior to the meeting. If notice is not given 48 hours in advance, the Agency may charge the delegate or expert or his/her organisation for the cancellation fees. Once hotel and travel arrangements have been cancelled, the Agency will not reinstate or cover new hotel and travel arrangements.
5. Reimbursement claims
Delegates and experts should forward reimbursement claims to the Agency Meeting and Conference Management Sector within 90 days counted from the last day of the meeting. Claims submitted at a later period may not be reimbursed. The following documentation is required when forwarding claims: hotel invoices, travel tickets or travel invoices with the amount paid clearly indicated and inbound boarding passes for travel arrangements not organised by the Agency. Documents can be sent to the Agency by post or electronically.
6. Payments
Any additional expenditure, not covered above, will have to be paid by the delegates and experts or their organisations.
All reimbursements will be made through bank transfer. No cash or cheque payments are available. In order to process reimbursements, accurate financial details need to be submitted to confirm the identity of the account holder and the correctness of the bank account details.
Part II: Meetings held outside the European Medicines Agency
1. Travel
Economy airfare will be reimbursed for return flights. Business class airfare may be reimbursed (not for trainings) for sections of flight exceeding 4 hours. For travel within the country where the meeting takes place a first class train fare will be reimbursed. Eurostar journeys will be reimbursed in Standard Premier (Non flexible) class only. If the meeting, evaluation visits, or conferences are held at a place not accessible by public transport, the Agency will reimburse the cost of a rented car in the lowest category, subject to a written request.
2. Daily allowance
A daily allowance as set out in table1 is paid per day of meeting to cover meals, additional local transport and incidental expenses (taxi fares, local telephone calls) to all reimbursed delegates and experts. Should a meal be provided by the meeting organiser, 30% of the daily allowance will be deducted.
Should the meeting schedule prevent the delegate or expert to travel to and/or from the place of meeting to the place of employment on the actual day of the meeting, an additional 50% of the daily allowance shall become payable for each, the travel to and the travel from the place of meeting.
3. Accommodation
To be eligible delegates and experts must reside more than 80 km (50 miles) from the place of meeting. Accommodation will be paid for each meeting day requiring a hotel night.
Accommodation (Bed and Breakfast, including VAT) will be reimbursed up to the ceiling specified in the table 1[3].
Where no hotel bill is produced, a standard rate of 35% of the maximum hotel allowance can be paid except where accommodation has been provided by the meeting organiser.
4. Payments
Reimbursement claims with the required documentation should be forwarded to the Agency Meeting and Conference Management Sector within 90 days to be counted from the last day of the meeting; claims received later may not be reimbursed.
For reasons of sound financial management and to ensure that trips of this nature can be reimbursed efficiently, members are asked to make the most economical arrangements.
If, for urgent business reasons, a delegate or expert is required to extend his/her stay, the Agency should be informed immediately.
All reimbursements will be made by bank transfer.
5. Meetings organised by external companies
The Agency can cover hotel, travel, daily allowance, and registration fees where appropriate, in order to avoid double reimbursement of expenses. However, if the external company pays one or more of the above, this will be taken into consideration by the Agency when processing the reimbursement.
Table 1 Allowances for attending meetings outside the Agency
Destinations / Daily allowance in € / Maximum hotel price in € (excl.breakfast) / Reduction for meals provided / Hotel ceilings in € (incl. breakfast)
Main meal in € / Breakfast in €
Austria / 95 / 130 / 28.50 / 14.25 / 144.25
Belgium / 92 / 140 / 27.60 / 13.80 / 153.80
Bulgaria / 58 / 169 / 17.40 / 8.70 / 177.70
Cyprus / 93 / 145 / 27.90 / 13.95 / 158.95
Czech Rep. / 75 / 155 / 22.50 / 11.25 / 166.25
Denmark / 120 / 150 / 36.00 / 18.00 / 168.00
Estonia / 71 / 110 / 21.30 / 10.65 / 120.65
France / 95 / 150 / 28.50 / 14.25 / 164.25
Finland / 104 / 140 / 31.20 / 15.60 / 155.60
Germany / 93 / 115 / 27.90 / 13.95 / 128.95
Greece / 82 / 140 / 24.60 / 12.30 / 152.30
Hungary / 72 / 150 / 21.60 / 10.80 / 160.80
Ireland / 104 / 150 / 31.20 / 15.60 / 165.60
Italy / 95 / 135 / 28.50 / 14.25 / 149.25
Latvia / 66 / 145 / 19.80 / 9.90 / 154.90
Lithuania / 68 / 115 / 20.40 / 10.20 / 125.20
Luxemburg / 92 / 145 / 27.60 / 13.80 / 158.80
Malta / 90 / 115 / 27.00 / 13.50 / 128.50
The Netherlands / 93 / 170 / 27.90 / 13.95 / 183.95
Poland / 72 / 145 / 21.60 / 10.80 / 155.80
Portugal / 84 / 120 / 25.20 / 12.60 / 132.60
Romania / 52 / 170 / 15.60 / 7.80 / 177.80
Slovakia / 80 / 125 / 24.00 / 12.00 / 137.00
Slovenia / 70 / 110 / 21.00 / 10.50 / 120.50
Spain / 87 / 125 / 26.10 / 13.05 / 138.05
Sweden / 97 / 160 / 29.10 / 14.55 / 174.55
UK (Other than London) / 101 / 175 / 30.30 / 15.15 / 190.15
Albania / 50 / 160 / 15.00 / 7.50 / 167.50
Bosnia and Herzegovina / 65 / 135 / 19.50 / 9.75 / 144.75
Croatia / 60 / 120 / 18.00 / 9.00 / 129.00
Iceland / 85 / 160 / 25.50 / 12.75 / 172.75
Liechtenstein / 80 / 95 / 24.00 / 12.00 / 107.00
Republic of Macedonia / 50 / 160 / 15.00 / 7.50 / 167.50
Moldova / 80 / 170 / 24.00 / 12.00 / 182.00
Montenegro / 80 / 140 / 24.00 / 12.00 / 152.00
Norway / 80 / 140 / 24.00 / 12.00 / 152.00
Russian Federation / 90 / 275 / 27.00 / 13.50 / 288.50
Serbia / 80 / 140 / 24.00 / 12.00 / 152.00
Switzerland / 80 / 140 / 24.00 / 12.00 / 152.00
Turkey / 55 / 165 / 16.50 / 8.25 / 173.25
Australia / 75 / 135 / 22.50 / 11.25 / 146.25
Brazil / 65 / 180 / 19.50 / 9.75 / 189.75
Canada / 65 / 165 / 19.50 / 9.75 / 174.75
China / 55 / 155 / 16.50 / 8.25 / 163.25
Japan / 130 / 275 / 39.00 / 19.50 / 294.50
Mexico / 70 / 185 / 21.00 / 10.50 / 195.50
New Zealand / 60 / 125 / 18.00 / 9.00 / 134.00
South Africa / 50 / 145 / 15.00 / 7.50 / 152.50
USA (New York) / 100 / 275 / 30.00 / 15.00 / 290.00
USA (Other) / 80 / 200 / 24.00 / 12.00 / 212.00
Rules for reimbursement of expenses for delegates and experts attending meetings
EMA/MB/270654/2014 / Page 2/6
[1] This would not mean full flexible economy where available.