ANNEX VISupplementary provisions
ANNEX VI TRAVEL COSTS AND MOVING EXPENSES (Referred to in Articles 16 and 17 of the Staff Regulations) Section I Travel costs of staff members and their families between their place of residence and duty station 1. Staff members whose place of residence is more than 100 kilometres from their duty station shall be entitled, subject to the provisions of Article 16 of the Staff Regulations, to reimbursement of the actual costs of travel: (a) on taking up their appointment, for travel from their place of residence to their duty station; (b) on transfer from the duty station where they were recruited to another duty station more than 100 kilometres away; (c) on leaving their appointment: (i) either for travel from their duty station to their place of residence at the time they were recruited; (ii) or, for travel from their duty station to a place of residence other than that mentioned above, provided that the expenditure to be reimbursed is not greater. 2. Reimbursement of the travel costs mentioned in paragraph 1 shall be totally or partially refused in the following cases: (a) where entitlement has not been established at the time a staff member takes up his appointment; (b) if all or part of the expenditure in question has been paid by a government or other body; (c) where a staff member leaves his appointment, if the journey does not take place within a period of three months starting from the date the staff member's duties cease, or if the application for reimbursement has not been received by the SATCEN's Administration within 30 days of the journey; (d) when the staff member's duties cease, if the person concerned has resigned before completing twelve months' service at the SATCEN. 3. Staff members who satisfy the conditions listed in paragraphs 1 and 2, and who receive the household allowance, shall also be entitled to: (a) the reimbursement of travel costs actually incurred by their spouse or registered partner and dependent children when they join the staff member at his duty station; (b) the reimbursement of travel costs actually incurred by their spouse or registered partner and dependent children when their duties cease, except that the reimbursement may be refused if the staff member resigns before having completed twelve months' service at the SATCEN. 4. Spouses, registered partners, dependent children or other dependants as defined in Annex III shall be deemed to be of the same grade as the staff member concerned. Section II Moving expenses 1. Staff members whose place of residence is more than 100 kilometres from their duty station shall be entitled to the reimbursement of expenses actually incurred for moving their household effects on the following occasions: (a) on taking up their appointment; (b) on transfer for a duration exceeding 12 months from one duty station to another duty station that is over 100 kilometres away; (c) when leaving the SATCEN, except that the reimbursement may be refused if the staff member resigns before having completed twelve months' service at the SATCEN. 2. Reimbursement covers expenses incurred for moving household effects, including packing and the cost of insurance against ordinary risks (breakage, theft, fire). To claim expenses under this Section, staff members must submit at least two estimates for prior approval by the Head of Administration. The estimates must refer to the same weight (or volume), transported over the same distance. The Head of Administration may, if he considers the estimates excessive, request estimates from other moving firms. 3. Staff members may only claim reimbursement under this Section if the expenditure in question is not reimbursable by a government or other authority.