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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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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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One supported traveler includes three main categories of travel expenses: airfare, lodging, and meal allowance.
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Part III: Travel Guidelines |
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Travel Visas |
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.
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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.
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Air Transportation |
Overview
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Note: Fellowship and NextGen program participants must book travel through ICANN Travel Support.
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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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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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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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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.
