This information refers to trips abroad at the expense of research budgets of the Technion R&D foundation (TRDF) and combined budgets of the Technion and TRDF. If there are additional funding sources, such as Scientific Relations Fund (PhDs and DScs) or scholarships, a separate application must be submitted to the Technion.
For information on travel at the expense of the Technion’s budgets, please contact the Accounts Division at the Technion.
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How should the process of applying to travel abroad be started?
You must fill out a form request to travel abroad – at the expense of the advisor’s budget, attach required documents as detailed in the form, and then submit them to the travel manager at the faculty. Please note – it is recommended not to pay the hotel/other expenses until final approval for the flight is received from the Vice President for Research.
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Do I have to keep documents during my stay abroad?
Yes, it is important to keep specific receipts in order to receive a refund. Without receipts it will not be possible to reimburse expenses. Attached is the Link to a short guide for travelers abroad. In this guide you will get a breakdown of which documents you must keep to submit the report upon your return to Israel.
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What are the options for purchasing a plane ticket?
There are three options: You can purchase independently online and receive a refund before or after the trip against presentation of a receipt. To receive a refund before the flight, please contact Sharona Hendel. You can purchase a flight ticket through a travel agency. The payment will be made directly by TRDF/Technion to the agency against an original tax invoice in the name of TRDF. A flight ticket can be purchased through the travel agency by the passenger. The payment will be made directly by the passenger, and you can receive a refund before or after the trip against an original tax invoice and a receipt in your name.
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Is it possible to get an advance before the trip?
After the trip has been approved by TRDF, you can receive an advance payment in ILS or foreign currency. You should contact Sharona Handel. Email: nsharon@technion.ac.il Tel: +972778871751
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If I paid from my money for a hotel/conference/flight, can I get a refund in advance before the trip?
In such a case, you can contact Sharona Handel to examine the issue and receive a refund accordingly. Alternatively, there is an option to pay directly to the travel agency. Sharona Handel’s Email: nsharon@technion.ac.il Tel: +972778871751
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How should the request for reimbursement for Per diam (ESHEL in Hebrew) be marked (expenses for meals, travel, etc.)
There are two rates for Per diam abroad, the amounts are fixed, and they depend on whether the accommodation is financed by an external party, or if it is paid by the passenger only. If the host finances your stay or you received a designated amount for the accommodation, you must mark the form “ESHEL with receipts for the accommodation”. If you did not receive funding for the accommodation, you can mark on the form “ESHEL without accommodation receipts”, as the number of nights. This Per diam rate will be higher.
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How many days of Per diam (ESHEL in Hebrew) can be requested?
If the entire trip is on duty, you can request Per diam for travel including the day before and the day after. If the travel on duty is combined with a private vacation, you can request the travel days on duty only.
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When I return to Israel, what should I do to get a refund and make sure I have no debts?
Upon your return to Israel, you must submit the travel documents to the finance and economy department, in order to prepare the travel report. The final amount for reimbursement will be checked according to the policy. The travel authorization you received indicates the name of the person responsible for the reimbursement of expenses. You can arrange a meeting to submit the documents and submit the report face-to-face or send the travel documents by internal Technion mail along with an accompanying form (attached), along with all the original documents and/or printed electronic documents. Important! Travel receipts cannot be sent by email.
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If my report combines TRDF and Technion budgets, who should I contact?
Please contact the party with the main budget. A refund will then be received from both parties.
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How should I act if my family joins the trip?
When submitting the documents for reimbursement of expenses, a price quote for the flight to the conference/ work meeting location for one person must be presented.
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How should I act when combining vacation with work trip?
When submitting the documents for reimbursement of expenses, a price offer for the flight to the location of the conference/work meeting, for the relevant dates and destination only, must be presented.