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- Any single outreach event may be attended by multiple persons; however, each one is considered an individual trip requiring a separate Trip Request Proposal Form.
- If an approved trip is voided or cancelled for some unanticipated and/or extraordinary reason, a replacement trip will be allocated to the affected organization within FY14.
- Travel may not be booked individually or through the event organizers; ICANN's Constituency Travel department will ensure that any financial outlays are optimized to the maximum extent possible.
- For this pilot program, it will not be possible to support trip "compounding" or "splitting" of expenses or any other strategy with a goal of increasing the number of individual trips (limit of 5) assigned to an organization. ICANN appreciates all reasonable efforts on the part of participants to minimize expenses; however, to properly manage this unique new resource during this pilot phase, each individual trip stands on its own and will require separate authorization and tracking.
- Trips must originate and conclude within the same region and should, wherever practicable, be taken by someone working in or proximate to that territory.
- All trips must be completed before the end of ICANN's 2014 fiscal year, that is, the participant must have returned to his/her originating destination on or before 30 June 2014. If the program is continued in a succeeding year, any pilot trip allocated but not taken will not carry over.
Each structure/organization is responsible for appointing 1-2 Pilot Program Coordinators (PPC) whose responsibility will be to:
- Facilitate and manage trip pre-approvals within the organization and with the appropriate ICANN Regional Vice-President.
- Once approvals have been obtained, complete the online Wiki Trip Request Form Proposal (see Forms) for subsequent processing on behalf of each traveling participant to the event/conference.
- Ensure that an alternate traveler is identified for each participant in the event that some unanticipated condition prevents the originally identified person from attending the event2.
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