Procedure: International Travel

For information on Future worlds Center's position, please visit the relevant International Travel Policy.

Preparing for international travel

We distinguish between three types of travel:

1. Travel that is part of a project in which the Associate has a key role
2. Travel that is important for the Organization and/or specific projects, but is not necessary
3. Travel that is considered as ‘opportunity’ resulting out of our strong network (Beneficiaries can be both members of Future Worlds Center or outsiders)

The first type is considered necessary for the people who are involved in a specific project. The Organization therefore, compensates 100% of the cost. This includes airfare, hotel, food, transportation and a small per diem. In general, the organization does not cover taxis or personal expenses and does not provide any daily allowance. The person traveling has to prepare the travel documents in a standardized method and to submit all receipts, boarding passes and the filled and signed Reimbursement Forms in order to be reimbursed:

• Title is: “International Travel – Destination - Dates – Person – Project
• First Page: The original Boarding Passes stapled –no reimbursement without them!
• Next pages: Original tickets, Hotels etc.

The second type is important but not necessary. Therefore, the Organization expects the person traveling to contribute minimally and to demonstrate appreciation for the opportunity.

The third type of travel is sometimes treated it in a case-by-case manner, but in all cases the following rules apply:

• The person traveling will usually be expected to contribute partly to the cost, because (a) the sponsor typically pays only part of the cost and (b) it is not a necessary trip for our projects; of course the organization values the participation.
• The person traveling (or being invited to travel) prepares to adequately represent the organization.
• The inviting organization is informed about our organization and is asked to deposit the reimbursement in the account of our organization; If they reimburse the person in cash, this money has to be deposited later in our account and declared as income;