07 August 2023
15 April 2020
These are the answers to our most frequently asked questions for travelling to our offices in Darmstadt. Please note that travel reimbursement does not apply to current EUMETSAT staff.
AM I ENTITLED TO TRAVEL REIMBURSEMENT?
You are entitled to the reimbursement of expenses you incur for travelling to EUMETSAT for a job interview, contract meeting or medical. EUMETSAT’s travel service, Cogito, will contact candidates who have been invited to Darmstadt to share details of the appropriate travel policy and to explain the travel and reimbursement process. Please note that the reimbursement of travel expenses is based on a direct return trip between the address specified on your application and Darmstadt. Please seek prior authorisation from the travel service, Cogito, for any other case.
WHAT WILL BE REIMBURSED?
EUMETSAT will reimburse the following expenses through our travel service, Cogito:
- Flight/train/ferry tickets.
- Bus/tram fares.
- Taxi fares, if suitable public transport is not available.
- Road toll and airport parking costs.
- Private car travel per kilometre, calculated on the basis of the quickest usual route. If you are considering travelling to an interview by car, please enquire beforehand what your kilometric allowance (reimbursement amount per kilometre travelled) would be.
What is the ‘subsistence allowance’?
All interview candidates based further than 50km away from EUMETSAT’s premises will be eligible for a subsistence allowance in addition to other travel costs incurred. You are not required to provide receipts to account for the expenditure of this allowance (but see below about travel receipts). The amount of subsistence allowance varies annually.
ARE HOTEL STAYS REIMBURSED ?
EUMETSAT does not reimburse accommodation costs as such, but if you can show that it is impossible for you to travel to and from EUMETSAT for your interview within one day, your subsistence allowance may be doubled. In this case the cost of a night’s accommodation and other out of pocket expenses should be able to be covered.
ARE CAR RENTAL CAR COSTS REIMBURSED?
No
DOES EUMETSAT REIMBURSE FOOD COSTS?
No, the subsistence payment is intended for such expenses.
WILL EUMETSAT REIMBURSE RE-BOOKING FEES IF I CHANGE MY FLIGHT DETAILS?
If the re-booking is due to a change in arrangements made by EUMETSAT, then any fees will be reimbursed. If you re-book through your own choice, you will be liable for the costs.
Which is the closest airport to EUMETSAT?
Frankfurt International airport is the closest airport to EUMETSAT and is only a 30 minute drive from our campus.
Can I fly into other airports?
In certain cases it may be more convenient for candidates to fly into Frankfurt Hahn rather than Frankfurt International. If you are considering flying into Hahn, please contact EUMETSAT’s travel service, Cogito before you book anything in order to clarify exactly what your entitlements are. Please note that, despite the name, Frankfurt Hahn is some distance away from Frankfurt and you will need more time to travel to Darmstadt.
HOW WILL MY TRAVEL REIMBURSEMENT BE PROCESSED?
You will need to provide original tickets, receipts and boarding passes to EUMETSAT’s travel service, Cogitoupon completion of your trip as well as your bank details, including IBAN and SWIFT/BIC numbers if your bank is based outside of Germany.
How long will it take for the payment to be made?
Cogito will aim to reimburse all travel costs within 10 days of the receipt of the expense claim.
Is there anyone I can contact for further information?
If you have been invited for an interview, you will be in regular contact with EUMETSAT’s recruitment team who will be happy to provide any extra clarification where necessary.