HR framework/Duty travel special conditions Neutrino Spain and US

Tuesday 15 Oct 2024, 15:00 → 16:00 Europe/Zurich

304/1-001 (CERN)

Travels/Benjamin

Airlines:

Negotiations with Lufthansa ongoing and requests for quotes done; waiting for their feedback.

Booking via Egencia within the standard travel policy: negotiated prices with Lufthansa for continental flights are currently accessible through the OBT.

 

Rental car:

More complicated than in Spain, fewer big companies available at the airport.

Benjamin had already consulted with AVIS and SIXT and would also be reaching out to EUROPCAR and HERTZ (although the latter wouldn’t be the preferred provider by CERN/ experience with Mobility Service)

 

Project dates/Lluís

We are planning to have two CERN personnel in South Dakota from January 6^th through mid-April. The best-case scenario at this moment seems to have the 2 engineers in rotation for maximum 3 or 4 weeks (below 30 days) through the standard CERN travel policy via Egencia.

 

Dates for longer periods will be supplied at a later time

 

Housing/HIBA-MICE

Negotiating contracts becomes challenging without specific dates.

We will await feedback from the two engineers on site from January to April 2025 to gain a clearer understanding of their preferences and requirements. Afterwards, MICE will reach out to few selected hotels to obtain quotes.

 

APs:

Dates: Lluís will provide us with updates, and a new meeting will be scheduled as necessary.

Housing: Travelers (Jan-April 2025) to provide feedback and Elena to liaise with Hiba / MICE

Short period hotels via Egencia: Elena will coordinate with Benjamin after the bookings are completed through Egencia to ensure that the CERN virtual credit card is accepted at the location.

 

HR and Claim Office:

No specific action identified at the moment.

15:00 → 15:40 Actions Points following meeting 20/06/2024:

Airlines route deals/ preferred route with KLM Amsterdam discussed - Benjamin to look into this and provide feedback.

Cars Leasing/long rentals; idea to mirror experience in La Coruna: yearly contract in place with the chosen provider with a tacit renewal afterwards & bookings done directly via agency contact person– Benjamin to look into this and provide feedback/ contract for the year 2025.

Accommodations- Juan/Elena to provide more options to MICE/HIBA soon. Agreed short stays can be booked via Egencia. Longer periods from spring 2025 to be arranged as per La Coruna: contracts in place and advance payments (plus negotiation for short stays in parallel/people in rotation)- Hiba/Mice

Claim Office: same procedure a per la Coruna: on 3 months rotation/stay, 2 advance payments (EDH Sundry Expense) to be submitted and then deducted on closure of the EDH TRVL document.

No specific action for HR identified at the moment.