Some procedures to take into account when going on a business trip:
- Book your flight tickets mandatory through Apollo on the Athena platform (Athena>Apollo>Finances>Framework Agreements>Travel-Framework agreements-South West Travel). This obligation does not apply to other means of transport (train, bus, ...)
- An upfront travel request is obligatory for business trips with min. 1 overnight stay in Belgium or abroad. Please do create a travel request in SAP Concur (eon.ugent.be) and inform the admin office at cmm.office@ugent.be about your date & time of departure and return, your destination and professional reason. If you combine your business trip with a private stay, you still do send your departure and return date as mentioned on your fligh/train/bus tickets. Everything that falls within the private part of the trip will not be reimbursed and you enter the necessary holidays in your Apollo calendar. Your holiday will overlap in Apollo with the period of your business trip.
- If possible, you provide a certificate of attendance. If such a certificate is not available, for instance when you are going on a trip for a meeting (instead of a conference), your e-mail correspondance about the planning of the meeting can serve as a proof. Please do e-mail your certificate or proof to cmm.office@ugent.be.
- During your business trip, you keep all original payment receipts / tickets / expense notes you wish to get reimbursed. Deliver these to the administrative office within one month after your return
