Travel

No professional or study-related travel outside the Schengen Area and the UK is permitted until 31 August 2020. Beyond that date, EPFL will keep an updated list of countries that cannot be visited or from which you must self-isolate for ten days upon your return.

People returning from a high-risk country or area must not go to any EPFL site for 10 days starting from the date they return to Switzerland.

As a rule, meetings, talks and so on should continue to be held via video conference. Everyone must make every effort to avoid work-related travel, including within Switzerland.

People at especially high risk are not permitted to travel for work purposes.

Travel conditions

Students

Concerning travel, exchanges and holidays, please refer to the Students page.

Staff

Holidays and travel for personal reasons

All information can be found on the Human Resources page.

Professional travel

Travel within Switzerland and the Schengen Area and to the UK is only authorized if it is an absolute requirement for EPFL to continue operating properly. Such travel is subject to the following conditions:

If you take public transport, you must wear a mask and clean your hands regularly and properly.

Before planning your trip, you must check on any restrictions put in place by the destination country – such as border-opening dates and self-isolation requirements – and by your airline.

It is essential that you plan your travel through EPFL’s travel agency, which will be able to advise you and help you book your itinerary in keeping with EPFL’s requirements.

When planning your trip, it is advisable to purchase flexible and/or refundable tickets so that you can postpone your trip in the event the public-health situation changes.

Unit heads are responsible for determining whether a given trip is absolutely essential for the unit to fulfill its missions, and they must state that in the employee’s travel request.

If travel is authorized, unit heads must also do whatever they can to ensure that the health and safety guidelines are complied with.

Reimbursement of travel expenses

The spread of coronavirus (COVID-19) is disrupting project-related travel plans, with financial implications. The guidance below explains whether third-party funds cover prepaid costs, what you need to do to claim back those costs, and what to do if you have to cancel a trip.

Reclaiming non-refundable costs from donors if you have to cancel your trip

Do third-party funds cover prepaid, non-refundable travel expenses if the organizer cancels an event or if I cannot travel because of coronavirus?

Yes, as explained in Art. 51 (“Force Majeure”) of the Annotated Model Grant Agreement:

  • You must immediately notify the Europe project officer (or the project coordinator if the unit is not coordinating the project) that the event has been canceled or postponed.
  • You must quickly put in place all possible measures to limit the damage caused by the cancellation or postponement, including measures to limit related costs (such as requesting a refund from the event organizer or tour operator, or filing an insurance claim), and you must be able to produce evidence of these measures for financial reporting and audit purposes.
  • You must notify the project coordinator of all planning-related costs incurred ahead of the event.

Yes, in the following two cases: 

  • The organizer cancels the event: in this case, keep evidence of the cancellation and send it to the controlling department along with your financial report. The controlling department will submit the evidence via the mySNF portal.
  • The event is still going ahead, but it’s taking place in an area that EPFL officially considers to be affected by the coronavirus.

Yes, as long as the costs meet the usual restrictive criteria for travel expenses (i.e. they are included in the budget and relate to people directly involved in the project).

Please keep evidence of the cancellation and send it to the controlling department along with your financial report.

No, US-based donors generally impose strict rules on travel expense eligibility.

Eligibility will depend on the terms of the contract with each donor. Contact the fund management team for more information.

Travel cancellation guidelines

Will I be reimbursed for travel expenses already incurred for a trip or event that has been cancelled?

You should first do what you can to minimize the lost travel expenses, such as by requesting a refund from the organizers or the travel agent, or by taking advantage of any travel insurance you may have.

In any case, you must keep all documentation related to your trip – the initial reservation, the cancelled travel, and the steps you take to obtain a refund.

If you made your reservation through the CWT travel agency at EPFL, you should contact the agency directly at [email protected] before the scheduled departure date. The agency will handle the reimbursement or rebooking request. Please be aware that different airlines have different cancellation and change policies.

You can request a refund online by filling out a form on the SBB Business ticket website.

You must make the request before the scheduled departure date. More information is available on the SBB Businesstravel page on the EPFL website.

In the event of a booking with another service provider, the employee is responsible for cancelling/changing the travel. Note that it is important to keep any documentation related to the booking as well as the cancellation of the professional travel.

In the event of payment of services with an EPFL credit card (individual or purchase) only, the employee can submit a request for reimbursement of the expenses incurred via the Accounting Department (insurance condition: more than 50% of the travel’s total cost has been paid with the credit card):

  1. Complete the following form (1st page ONLY) and provide all necessary documents: https://www.viseca.ch/Viseca/media/content/fr/assurance/annulation-interruption-voyage-location-voiture-clients-commerciaux.pdf.   
  2. Send the documents by e-mail (OBJECT: TRAVEL INSURANCE) to the Accounting Department ([email protected]), which will centralises the refund applications, before forwarding them to Viseca.

Further questions

If you have any further questions, please use this form.