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    <h1 style="margin-top:50px">Community Travel Support Guidelines</h1>
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11 October 2018

This document presents the guidelines for community members who are supported by the ICANN organization to attend ICANN Public Meetings or other approved ICANN events.

For archived Travel Support Guidelines, please visit:

https://www.icann.org/resources/pages/travel-support-2012-02-25-en#guidelines

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TABLE OF CONTENTS

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The following terms are used in these guidelines:

• Internet Corporation for Assigned Names and Numbers (ICANN): ICANN organization, unless otherwise indicated.
  
  
• ICANN Travel Support: ICANN org Travel Support team.
  
  
• ICANN Public Meetings: Community Forum, Policy Forum, and Annual General Meeting. These meetings take place three times each year in different regions of the world. Additional information is available on the ICANN Public Meetings website.
  
  
• Approved ICANN events: Events requiring travel, but not occurring before, during, and/or after an ICANN Public Meeting. These are meetings that advance ICANN’s mission, e.g., intersessional meetings, review team meetings, workshops, or conferences.

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If there is no response three days after the fourth attempt to reach the supported traveler, the community group may substitute another traveler. If the community group is unable to find another substitute, please refer to Travel by the Numbers.

Trip Cancellations

Except for emergencies that pose an immediate risk to health, life, property, or environment, supported travelers must inform ICANN Travel Support of their intent to cancel travel plans at least 45 business days before the start of an event. Giving adequate notice provides the community group with the time to find a replacement for the supported traveler and cancel any travel arrangements already made.  

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Financial Responsibilities Financial Responsibilities

Financial Responsibilities

The supported traveler has certain financial responsibilities to ICANN. In some instances, ICANN needs to wire supported travelers money for per diems, stipends, and reimbursements of travel expenses.

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For detailed visa guidelines, including reimbursement policies, see Part III: Travel Guidelines.

Travel Insurance

ICANN will reimburse travel insurance expenses only if it is required to apply for visa. To be reimbursed, the supported traveler must provide proof that the insurance is required.

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• Airfare
• Lodging
• Meal allowance (per diems, stipends, or actual expenses)

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Travel by the Number Travel by the Number

Travel by the Numbers

One supported traveler includes three main categories of travel expenses: airfare, lodging, and meal allowance.

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If a supported traveler requires a visa to enter the country where an ICANN Public Meeting or other approved ICANN event is to be held, it is the supported traveler’s responsibility to secure all necessary visas, including transit visas.

ICANN Travel Support assists supported travelers whenever possible, but it cannot apply to any visa on the supported traveler’s behalf. ICANN cannot guarantee that the supported traveler will be able to obtain a visa to enter a particular country and has no authority to get a visa expedited or approved. Each consulate or embassy has the discretion to approve or deny a visa application for any reason.

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To be reimbursed, supported travelers must provide ICANN Travel Support with a legible electronic copy of all fees. Reimbursements are provided at the end of the ICANN Public Meeting or other approved ICANN event.

Overview

ICANN Travel Support selects flights based on the following criteria, in descending order of priority:

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Note: Fellowship and NextGen program participants must book travel through ICANN Travel Support.

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Self-Arranged Travel Self-Arranged Travel

Self-Arranged Travel

Only in exceptional cases, supported travelers are authorized to arrange their own air travel. For example, sometimes the designated Travel Management Company cannot book a preferred or required itinerary.

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If a supported traveler is eligible to receive a per diem, this will be calculated for the authorized dates of attendance at the ICANN Public Meeting or other approved ICANN event, plus any authorized travel days.

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Combining Official ICANN Travel and Personal Travel Combining Official ICANN Travel and Personal Travel

Combining Official ICANN Travel and Personal Travel

Supported travelers who want to arrive before their authorized arrival date or stay past their authorized departure date for personal or other business reasons must request approval from ICANN Travel Support. Supported travelers must request this through the travel portal provided by the designated Travel Management Company at the time of booking. The designated Travel Management Company will establish the standard cost of the travel based on nonrefundable economy airfare, approved dates of arrival and departure, most direct or nonstop flight, and lowest fare available at time of booking – in that order.

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For self-arranged travel, supported travelers will be reimbursed only up to the authorized limit, regardless of arrival and departure dates. For more information, see Self-Arranged Travel.

Unauthorized Dates of Arrival or Departure

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Fees that airlines charge to board early are not eligible for reimbursement

Rail Travel

Rail travel must be booked through ICANN Travel Support. Economy class is the standard policy for all rail travel.

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Use of personal vehicles for ICANN-related travel is prohibited, allowing for exceptions in certain circumstances. For more information, contact ICANN Travel Support.

Overview

ICANN Travel Support will book a standard room (king or queen) based on single occupancy. ICANN will pay for room and tax only – all incidental expenses (minibar, pay television, phone calls, laundry, room service, etc.) charged to the room are the responsibility of the supported traveler.

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Arriving outside authorized dates is considered personal travel. For more information, see Combining Official ICANN Travel and Personal Travel.  

Special Requests for Hotel Accommodations

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ICANN is not responsible for any damages, loss, or theft of personal property in hotel guest rooms. Supported travelers need to work directly with the hotel to locate items, file claims, and request compensation.

Combining Official ICANN Travel and Personal Travel

ICANN is not authorized to pay for or reimburse hotel stays other than those expressly described in these guidelines for the authorized dates of attendance and for travel stopovers covered in Air Transportation. ICANN is not responsible for arranging or paying for additional requests – e.g., early arrival or extended stays, double rooms, added amenities.

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Certain supported travelers are authorized to receive airfare support, but not hotel support. These supported travelers are responsible for making their own lodging arrangements.

Overview

ICANN pays for meals and other incidental expenses for supported travelers on authorized dates of travel. Supported travelers who choose to arrive before the authorized arrival date or leave after the authorized departure date are responsible for meals and incidental expenses.

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If possible, the per diem is wire-transferred to the supported traveler’s bank account a week before the start of the event. Therefore, it is very important that supported travelers submit the Travel Vendor Set-Up Form to ICANN Travel Support in a timely manner. For more information, see Financial Responsibilities.

Calculation for Authorized Per Diem Travel Days

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Supported community groups or individuals approved for actual reimbursement may submit actual expenses at the end of the event. Supported travelers will be advised in advance of their budget for breakfast, lunch, dinner, airport transfer, etc. to avoid excessive spending. Supported travelers may spend their own money to receive additional services. ICANN Travel Support handles the rest of the expense reporting process. Reimbursements are wire-transferred upon approval of the expense report and may take 50-60 15 days for remittance.