Editing Policy on Business Travels (conferences, etc.) (section)

==The general guidelines are:==

# An oral talk (preferred), or, at least, a poster presentation '''must be presented''' at the conference to justify its financing in line of ERC or MICINN (PID projects) grants. Try to get from the organizers certificates of participation, confirmations of registration, etc.
# You '''must''' have a proof of the conference dates (best is a copy of conference program, or screenshots of the conference site).
# The group pays the most economical means of travel to the conference location. The normal practice is to arrange the most direct travel to the site on the first day of conference (or a day prior to it if the conference starts early), and the return trip the last day of event (or the next one, if the events of the last day of conference finishes late). You may choose to stay, as personal holidays, some extra days at the location of conference.
## If the dates of your travel are different from the actual dates of the conference, you must provide the screenshots (with the date and time, the same day you buy the tickets) showing the cheapeast means of travel on the actual dates of the event (<math>f_c</math>) to compare them with the cost of the travel you are going to undertake (<math>f_a</math>). The screenshots should have visible indication of the date, when the query has been done, the actual tickets have to be boght immediately after so that prices don't change. Use [http://www.skyscanner.com/ SkyScanner]  to search for cheapest prices, always verify them at the website of the airline and ICIQ's travel agents
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## If <math>f_a > f_c</math> you will have to pay the difference yourself.

## If the conference schedule makes it impossible to arrive and depart to/from the conference site at the exact dates of event, the group will pay you extra nights of accommodation (assuming that sufficient proofs have been presented), otherwise any extra days taken as personal holidays must be paid by the travellers themselves. If you decide to stay in these extra days in the same place, ask for separate invoices for the actual dates of the conference, and for the days you take as private holidays.

# New ICIQ rule as from November 2023: you can only fly to and from the same destination (unless you attend 2 different events and the sites are in different cities).
# Remember to take all the tickets of everything you have spent '''ordered''' by days, to simplify further accounting and management procedures.
# '''Do not share expenses''', as it makes administrative processing difficult.
# All the payments that can be done in advance (buying the flight tickets, paying the registration fees, etc.), should be done with the group's credit card (ask Núria Vendrell to do it).
# It is possible to get some money in advance (for instance, if you have to pay for the hotel yourself). Please ask Nuria Vendrell very well in advance, if you want to do so.
# Travel cost reimbursements can't be processed without the duly filled in and signed "Authorisation" form [http://aliga.iciq.es/wiki/index.php/Image:Training_action_request.pdf]
# '''Necessary files''' to fill up for traveling are in this archive: [http://aliga.iciq.es/wiki/index.php/Image:Fill_up_for_travelling.tgz]