Support for STO Contractors
1. General
1.1. An attendance at a STO technical activity will be held where I live/I work. Will I receive subsistence allowance for this location?
Travel and per diem expenses will only be provided for trips/meetings attended that are more than 100km from your residence. For this activity, you will only be paid honorarium (if you are eligible).
1.2. What can I do if I have to cancel my mission ?
You should contact CSO Finance immediately. If you have received a partial payment, you are obliged to reimburse it without undue delay.
1.3. Do I need the original hard copy of the signed contract before the mission starts ?
The rule is that both parties get a double-signed contract before the mission starts. However, if there is not sufficient time left, an electronic copy (sent by e-mail or fax) is enough. Still, the signed contract needs to be sent to CSO as soon as received by the contractor.
1.4. Does the CSO need the original hard copy of the signed contract before the mission starts ?
The rule is that both parties get a double-signed contract before the mission starts. However, if there is not sufficient time left, an electronic copy (sent by e-mail or fax) is enough. Still, the signed contract needs to be sent to CSO as soon as received by the contractor.
2. Travel
2.1. Do I need the contract to book my flights/trains/hotels ?
Yes. The CSO will not be liable for expenses incurred prior to the signed contract.
2.2. Which transportation can I use to go to and from the airport/station ?
The least expensive local transportation (buses, metro, etc.) is preferable. However, in some cases (lack of adequate public transportation, for example), taxis and private cars can be covered.
2.3. Can I use my personal car to travel ?
Yes. However, costs incurred by using your personal car will be compared with the most rapid and economic mode of travel normally undertaken for your specific trip and the lesser of the cost be reimbursed. Please note that neither NATO nor the CSO is liable for material damage or injury either to you, your car or to third parties resulting from an accident in the course of travel by car conducted under your contract.
2.4. I'm a Lecturer in a Lecture Series/Technical Course. Is the Travel amount stated in the contract for one trip or several?
This will depend and vary by each contract but will normally be the amount for the whole travel itinerary. The costs have been calculated on the basis of the most economical known airfares and/or first class train fares.
2.5. Am I allowed to travel in business class on airplane?
CSO will only refund the cost for air travel up to the cost of an economy fare ticket based on NATO regulations for air travel. If you choose to fly in a upper class than economy class, you must pay for the difference.
2.6. Can CSO book and/or buy my flights/train tickets ?
CSO is unable to book travel for contractors.
2.7. The actual travel costs incurred when reserving my flight/train is higher than the estimate in the contract. What should I do ?
You must contact CSO Finance to justify the reason for this extra cost and obtain their agreement in advance. However, you are expected to make your travel arrangements without undue delay upon receipt of the contract to avoid any additional expenses.
2.8. My company bought the flight/train tickets can you reimburse them for me ?
The CSO will make reimbursements to the person or organization who provides the invoice/receipt.
2.9. World Business Assistance and Insurance
The CSO has subscribed an assistance and insurance coverage for all consultants engaged in execution of the STO Collaborative Program of Work, known as the "Repatriation Insurance". If you have received a signed contract as a consultant from the CSO in the framework of our Collaborative Program of Work, you benefit the terms of this insurance package.
The insurance policy number is 2605024; the provider is Chartis Europe and the number to dial in case of damage is +32 3 253 69 16.
3. Per diem and honorarium
3.1. How is the subsistence allowance (per diem) calculated?
Subsistence allowance (per diem) is calculated and paid in accordance with NATO regulations and vary from one country to another.
This sum assumes expenditures of 50 % for hotel accommodation, 10 % for breakfast, 15 % for lunch, 15 % for dinner and 10% for incidentals.
Lodging will only be reimbursed for the actual expense up to the 50% of the total per diem amount.
The total sum of the subsistence allowance to be reimbursed will be calculated in accordance with the overall time spent for the travel, as documented in the statement of mission expenses.
3.2. What are the conditions to be eligible for Honorarium
Honorarium is provided to lecturers for a STO Lecture Series/ Technical Course and to Technical Evaluators.
Note: Some Nations/organizations may not authorize the receipt of honorarium. Please notify the CSO in case such regulation exists for you. However, the CSO will bear no responsibility nor liability in case contractors have received a honorarium but were not authorized by the organization.
3.3. How is my Honorarium calculated ?
A multiplying factor based on the events/activities/papers/locations applied to a standard CSO consultant honorarium rate. Contact CSO Finance for specifics for each technical activity where honorarium applies.
4. Payment / Reimbursement
4.1. For how many days will I be reimbursed for subsistence allowance ?
You are authorized to arrive at the meeting site one day ahead of the scheduled meeting. You are expected to depart home after the meetings is completed. If the meeting is completed on or after 17:30 h and your travel distance does not allow you to return to your place of residence the same evening, you may be authorized an overnight stay. Please coordinate with CSO Finance in advance.
4.2. Can I get a partial advance ?
Yes. You must request it by ticking the appropriate box on the last page of the contract. This partial advance may not exceed 50 % of the estimated contract value. Due to administrative constraints, citizens of PfP and MD countries are not eligible for a partial advance.
4.3. In which currency am I supposed to be paid ?
Contracts are made in the currency of the contractor�s place of residence unless specifically requested otherwise, i.e. US-$ for US residents, EUR for EURO Zone residents etc. Participants in the STO Support Program or from PfP and MD countries are made out in EUR.
4.4. Exchange rate
Your contract will include an estimated amount for per diem, based on the NATO exchange rate at the time the contract is written. However, you will be reimbursed for your actual expenses based on the exchange rate on the day the expense was incurred. Depending on the fluctuations in exchange rate, this may create a difference between the contract estimate and the amount you are finally paid.
4.5. Can I be reimbursed for bank fees?
No. The CSO works closely with the contractor to avoid possible bank charges; however, when these charges are incurred, the CSO cannot reimburse them.
4.6. If I elect to travel with my personal car, how will I be reimbursed ?
The maximum reimbursable amount is based on the normal mode of transportation from the contractor�s place of residence to the meeting location and back, i.e. air/train etc. See 2.4 for use of personal car to travel.
4.7. Will I be reimbursed for (daily) transportation between my hotel and the conference place ?
These local travel expenses are considered to be Incidental expenses, and are, therefore, covered by the subsistence allowance.
4.8. Will the portion of the per diem for accommodation be adjusted when conducting overnight (transatlantic) air travel ?
NATO�s regulations do not allow payment of the accommodation portion of the per diem if overnight (transatlantic) air travel is involved. Consequently, the per diem will have to be adjusted respectively.
4.9. Will CSO reimburse the cost for excess luggage?
No. Cost for excess luggage will not be reimbursed.
4.10. After completion of the mission, how much time do I have to send back my documents/receipts?
Reports and receipts must be sent to CSO Finance within four (4) weeks upon completion of the mission. The contract will be definitively terminated and no claim of payment will be possible thereafter.
4.11. What should I send back to CSO to be reimbursed once my mission has ended?
You should send all original proofs of purchase (hotel, air/train/bus tickets, taxi receipts) together with the Statement of mission expenses (green sheet sent with the original contract) and the CSO mission report (yellow sheet).
4.12. I didn't keep all my receipts. What can I do to be reimbursed?
Unfortunately, according to NATO rules, the reimbursement can only be made upon receipt of the original documents. You will only be reimbursed for the expenses for which you provide an original document.
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