As part of the ongoing improvement of EPFL’s travel services, a major consultation process was carried out with our community through workshops involving administrative staff, discussions with members of the academic staff, and a survey sent to all EPFL staff.
Based on this feedback, proposals for simplification and improvement were drawn up and subsequently approved by the Direction. These changes and the reasons behind them are set out below:
- Decision-making for travel to high-risk countries
- Verification of compliance with directives and increased flexibility
- Harmonisation of travel directives
- Principle of trust and compliance with travel directives
- Criteria to be maintained
With effect from August 1, 2026, the composition of the Travel Commission will be simplified and reduced to the person responsible for coordinating EPFL travel and the representative of the DSE-GE.
- Requests for exemptions concerning travel to high-risk countries that have been rejected by the Travel Commission and are contested by the traveller shall be handled as follows:
- The request for an exemption must be referred for arbitration to the higher authority of the relevant Faculty or Institute (Dean or Director of College, or at Vice-President level) in consultation with the members of the Travel Commission.
- Any travel not authorised under this framework will be considered a private trip. EPFL is under no obligation to intervene in the event of an emergency or need.
- The processing time for a request for travel to a high-risk destination is eight weeks prior to the departure date. As the process of analysing risks and security on a case-by-case basis is very extensive, the request must be made within a reasonable timeframe to ensure the most comprehensive analysis possible (FDFA, international assistance, occupational health doctors, etc.).
A trip to a country considered to be high-risk requires significant preparation for EPFL as an employer. This may entail significant costs for the requesting unit or laboratory, particularly due to the measures put in place to ensure the traveller’s safety during their stay.
Authorising such a trip is therefore a decision that requires careful weighing up of the interests involved, as it exposes EPFL to potentially significant financial and security consequences. The expected benefits of the trip must justify the risks involved and the preventive measures that the trip would entail.
Specific guidance has been provided to the relevant Faculties, Colleges and Vice-Presidencies.
The adjustments set out below are based on the principles of trust and individual responsibility. The Travel directives remain fully in force, and the entire EPFL community is expected to comply with them in pursuit of environmental and financial objectives.
From August 1, the monitoring of compliance with the travel directives will change: the active monitoring currently carried out by the agency prior to travel will be relaxed, giving travellers greater autonomy and individual responsibility.
- Where a travel request does not comply with the current Travel Directives (excluding requests for high-risk destinations), the agency will inform the person concerned. However, the traveller remains free to choose their travel options. This principle of trust and individual responsibility allows the traveller to make the final decision. If the trip is being organised for a third party, it is that third party who bears responsibility for the choice and informs the person organising the trip.
- The agency ensures the traceability of bookings and monitors any exceptional cases, which are documented and collated in collaboration with the person responsible for coordinating EPFL travel.
The Direction has decided that environmental and financial monitoring of changes in travel practices will be implemented. In the event of any deviations, the current control mechanism may be reactivated. A review of the situation will take place twice a year.
These adjustments are based on the principle of trust and individual responsibility. The travel directives remain fully in force, and the entire EPFL community is expected to comply with them in pursuit of the objectives of sustainability and cost-effectiveness. The Direction has reiterated its commitment to these principles.
Should any deviations from travel practices be observed, whether financial or environmental, the current monitoring system may be reinstated. A review of the situation will be carried out twice a year.
These proposals for simplification are based on the principles of trust and individual responsibility, whilst ensuring that the following essential elements are preserved:
- The maintenance of the guiding principles of LEX 5.6.2 and 5.6.3 (environmental, financial and safety).
- Guaranteeing the safety of travellers, as well as appropriate management of travel to high-risk destinations.
- Maintaining an exemplary role through the management and reduction of the carbon footprint.
- Compliance with applicable public procurement requirements.
- Controlling costs and taking into account the financial challenges associated with travel.
- Maintaining the travel agency within its current scope and operating model.