15. Travel and Trainers Support Programme
Definition
The Travel Support Programme (TSP) is a tool that aims to financially assist EUROAVIA members and prospective members with travel expenses directly related to the participation in international events, to promote and further increase attendance.
Furthermore, due to the necessity to attend events, both to deliver trainings and to get refresh courses, the International Board shall reserve to the members of the EUROAVIA Training System Working Group a special Trainers Support Program (TnSP).
The amount of money allocated for the TSP and TnSP must be defined by the International Board in the Financial Plan at the beginning of the Business Year and they must be approved by the EUROAVIA Congress.
Eligibility
The TSP is available for members and prospective members of EUROAVIA as well as members of the Working Groups, exclusively when other EUROAVIA financial support frameworks are not applicable. The availability of the TSP is always subject to approval from the International Board.
Only two (2) representatives per (Prospective) Affiliated Society per Congress and one (1) representative per (Prospective) Affiliated Society per Train New Trainers are eligible for the TSP. Whenever EUROAVIA receives a European Grant to fund an International Event of any kind, every participant that satisfies the European Grant fixed benchmarks for monetary support is eligible for the TSP, if the TSP allocated is fully covered by European funds. The International Board reserves the right to modify such constraints in specific situations when needed.
There is no limit concerning how many times the same representative can apply for the TSP.
The TnSP prioritises Formation Workshop and Train New Trainers events. For other events, the TnSP eligibility is decided by the International Board and the EUROAVIA Training System Working Group. The TnSP can be used to support important activities related to the training of local groups, depending on the approval of the International Board Treasurer and the EUROAVIA Training System Working Group.
Procedure
Application and Deadlines
At the opening of the first application period for an event (either a Congress or a TNT), the International Treasurer must inform (preferably via email) all Affiliated Societies about the possibility of applying for the TSP. Deadlines, terms and conditions must be clearly specified in such communication. A reminder with the same information must be sent at the opening of the second application period.
The deadline to apply for the TSP is set to one (1) week before the beginning of the corresponding event.
The deadline to send the receipts of travel costs is set to one (1) week after the end of the event.
(For more information about required receipts check section “Required information”).
For the TnSP, the EUROAVIA Training System Working Group informs the International Board about the trainers selected for delivery. All receipts must be sent to the treasurer within one (1) week after the event.
Required Information
At the moment of the application, the following information must be provided:
Full name;
Mobile number;
Email;
Bank account details (Account holder, IBAN, BIC);
Detailed description of the travel with specified costs per means of transportation used;
In case of travel by car, the car specifications (brand, model, type of fuel, fuel consumption) must be provided and the optimal route given by a navigation system (e.g. Google Maps) will be considered. Highway costs shall be included and receipts shall be required.
Total travel costs.
As specified in section 15.3.1, all receipts of travel expenses must be delivered to the International Treasurer within one (1) week from the end of the event. Original receipts are to be preferred. Scanned versions of receipts are acceptable likewise, provided that the originals cannot be provided.
Concerning cars, no receipt is required since, as above specified, car details and optimal route will be used for calculating actual petrol costs.
Accepted means of transportation
The following means of transportation are accepted for applying for the TSP:
Airplanes (only economy class);
Trains (only second class);
Ships, ferries and similar (only second class);
Buses (only second class);
Cars;
Taxis (only when it can be proved that no other option is available).
The International Board reserves the right to modify such constraints in specific situations when needed.
Limits of accepted travel costs
The maximum limit of accepted travel costs shall be set to EUR 400 (four hundred euros) and there will be a minimum of EUR 20 (twenty euros). In case an applicant to the TSP or TnSP presents travel costs higher than the specified amount, EUR 400 (four hundred euros) shall be considered as travel costs.
Exceeding number of participants
In case of participation to an event of more members per Affiliated Society than what specified in section 15.2, only the member(s) of that Affiliated Society with the cheapest travel costs will be considered eligible for the TSP. The considered Affiliated Society has the right to choose how to divide the money coming from the TSP among its members who participated to the event.
Whenever EUROAVIA is granted a European Grant, the International Board has the right to accommodate the TSP without considering the exceeding numbers of participants criteria and address the TSP to a higher number of participants.
All participants to the event belonging to the considered Affiliated Society must provide proof of their travel costs to the International Treasurer. It is task of the latter making the participants of that Affiliated Society and the Affiliated Society itself aware that they must present details of their travel expenses. In case these details would not be provided, the participants to the event belonging to that Affiliated Society cannot be considered eligible for the TSP.
Partial attendance to an event
In case a member cannot attend all obligatory parts of an event (Business Meeting for Congresses and Working Day for Train New Trainers) a linear proportional reduction to their travel support must be applied. For instance, a member attending three out of four Business Meetings during a congress is entitled to receive seventy five percent (75%) of their travel support.
Specific cases and exceptions such as unpredictable situations, illness and similar must be analysed on a case by case basis by the International Board.
Algorithm
The algorithm used for calculating the travel support for each event is based on the following two principles:
The percentage of refunded money grows linearly with the amount of money spent, so that members who spend more for their travel costs will be refunded more.
The amount of money effectively spent, i.e. the difference between money initially spent and money refunded, always increases with increasing travel costs.
The first principle ensures that representatives with higher travel costs are more incited to participate in the international life of EUROAVIA, while the second principle ensures fairness towards all representatives and motivates them to opt for the cheapest travel option.
The TnSP shall always be fair, ensuring equal opportunities to all members of the EUROAVIA Training System and represent the workload for preparation and delivery. Amount and nature of the TnSP is decided by the treasurer on recommendation of the EUROAVIA Training System Working Group.
Whenever EUROAVIA receives a European Grant, The International Board has the right to modify the algorithm of the TSP according to the nature of the European Grant. The modification to the algorithm shall only be effective for the International Event in which the funds of the European Grant are used
Any further question regarding EUROAVIA financial support frameworks should be addressed to the International Board Treasurer at [email protected].
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