General Guiding Principles

Travel arrangements supported by Future Earth should aim at being cost-effective but also considerate of travel duration and environmental footprint. Therefore:

• Supported travelers must confirm with the sponsoring Global Secretariat Hub to book travel in a timely manner and with respect to available Future Earth resources.
• By accepting travel support from Future Earth, supported travelers acknowledge and agree to abide by the following:
  • Future Earth Participation Agreement
  • Supported travelers agree to respond to inquiries, reporting, and publicity requests from Future Earth in a timely manner. Failure to do so may result in forfeiture of any and all support for the traveler.
• Transportation:
  • Business class and first class air travel is not supported.
  • Direct connections are encouraged.
  • Train is preferred where possible.
  • For ground transportation, public transport is encouraged. Where taxis are used, Future Earth encourages travelers to share with fellow participants where possible. Only regular taxis will be reimbursed.
• Accommodation: Future Earth supports only the nights spent at the event. However, exceptions can be made if costs are reduced significantly.
• Only expenses that are reasonable, necessary, and directly related to the purpose of the trip are eligible for support. If the traveler requests extended travel dates or incurs expenses unrelated to the trip, they agree to cover all additional costs. Once travel is booked, the traveler is responsible for any modifications or associated fees.

Procedures and Policies

• Individuals should confirm trip coverage with the sponsoring Global Secretariat Hub at least 60 days prior to the event. Each sponsoring Global Secretariat Hub is required to follow the travel policies and regulations of their host institution, country, and/or funding requirements. Therefore, the supported traveler should work closely with the sponsoring Global Secretariat Hub to confirm and abide by any additional regulations and guidelines.
• Travel arrangements can be made as follows:
  • Directly by the sponsoring Global Secretariat Hub on behalf of the individual, and/or
  • By the individual, who will later be reimbursed by the sponsoring Global Secretariat Hub.
    • Before incurring the expense, the individual should first confirm if it will be covered and reimbursed by the sponsoring Global Secretariat Hub.
    • Reimbursements must be requested by the individual within 30 days after the trip.
    • For any reimbursement, originals of air tickets, hotel invoices and other relevant documents must be submitted.
• Transportation
  • Air: Lowest available airfare in Economy Class – The economy fare purchased must be in the lowest fare category available and of a reasonable price. In special cases where you think an exception is required (due to health concerns), or if you are unsure whether your arrangement would be within the tolerance limit of Future Earth criteria, please check with the Global Secretariat Hub before booking.
  • Rail: Train is preferred where possible. Second class tickets. First class tickets can be considered if price difference is reasonable.
  • Local Transportation: Local travel (to/from the airports + ground travel where needed) is covered when related to the event. Original invoices / receipts are required for reimbursement. Public transport is encouraged. Where taxis are used, Future Earth encourages travelers to share with fellow participants where possible. Only regular taxis will be reimbursed.
• Visa: Supported travelers are responsible for obtaining visas when necessary and should work with the sponsoring Global Coordination Hub if additional assistance is required.
• Insurance: All supported travelers are responsible for assessing and securing their travel insurance needs in consideration of their pre-existing insurance and unique situation. Future Earth does not cover or reimburse expenses for any and all injuries, damages (both economic and non-economic), and losses of any type associated with their participation.
• Accommodation: Future Earth covers only the nights spent at the meeting. If a participant arrives early or stays after the meeting, he/she will need to cover the extra nights. Future Earth covers safe and clean accommodation on the basis of one single room with breakfast per participant. All extra charges (drinks, phone calls, upgrades, etc.) must be paid directly by the participant.
• Subsistence: Receipts for subsistence, meals, and incidental expenses are required if reimbursement is requested. Future Earth does NOT reimburse alcoholic beverages. In cases where the event host provides catering and meals during the time of the event, no expenses can be claimed for those meals.