MalmoEsf
Last edited by GrazieBear
Thu, 07 Aug 2008 10:08 CEST [diff]

ESF 2008 Reimbursement Conditions


EN

Procedures for the purchase and reimbursement of tickets will be the following:

1. As far as the number of interpreters from each language/booth is concerned, Planning Group (PG) will draw figures.
1.1. Selection Groups (SG) select and confirm the participation of the committed interpreters.

1.2. The deadline for interpreters’ commitment is xx/xx/xx.
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are:
If afterwards more interpreters are needed it’s up to SG to select more, thus SG could select ‘stand-by/extra’ interpreters.

2. TG contacts committed interpreters and - ask them to look for and book the cheapest ticket.
2.1. TG will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. Only TG add people to this list. This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF. Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list. ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be ‘valid’. All the other lists would be considered as ‘provisional’.
The deadline for TG contacting confirmed interpreters, making arrangements for their tickets and adding volunteers to ESF08_selected is xx/xx/xx.
2.2. NO INTERPRETER WILL BE REIMBURSED IF
THEY HAVE NOT TAKEN TG’s APPROVAL (THAT IS, IF THEY ARE NOT IN TG’s FINAL LIST).
2.2. NO INTEPRETER WILL BE REIMBURSED IF NOT HANDING BOARDING PASSES IN AND AFTERWARDS SENDING IT BY MAIL TO ESF OFFICE (Depending on what Swedish Tax Company considers as a valid receipt. Perhaps it is a good idea to also ask for a photocopy of interpreter’s departure and return ticket and receipt).
2.3. NO INTERPRETER WILL BE REIMBURSED IF THEY DON’T GO TO SCHEDULED SESSIONS.
2.4. NO INTERPRETER WILL BE REIMBURSED IF THEY MISS THE FLIGHT (DEFINE CONDITIONS/EXCEPTIONS).
3. Reimbursement Group (RG) will be responsible for reimbursing the interpreters (define if in cash, by check, transfer) on 21/09/08 as follows:
- 9 am to 12 am: interpreters whose last names begin with A-N (according to ticket)

- 14 pm to 17 pm: interpreters whose last names begin with O-Z (according to ticket)
SG liason person may contact TG about travel arrangements at: xxx@babels.org
If there is no Babels coordination for certain booths, Joker Group ;-) will be in charge of selecting the interpreters for the respective booths.
Possible issues (that’s why everything must be really clear on selection/reimbursement):
- Interpreters are asked to arrive on xx/xx/xx, but of course, if they find a cheaper flight for xx/xx/xx, they should go for it
- people who need special conditions (e.g. no really late/early flights)
- people who miss the flight
- people who are in two different selection processes (DE and FR, for ex. Being selected both by the FR and DE booth-> obviously PG will see when they are most needed);

- people who get to know that others have been selected and start wondering/getting anxious and writing e-mails… -> clear selection criteria!!!!! Ex. Why did YYY was confirmed and I was not?... ex. we can confirm another interpreter for the IT booth, that is, YYY, but for the moment we cannot confirm ZZZ, since we already confirmed more interpreters for this booth than the estimated figure; etc

- TG confirms some interpreters for xxx booth, which SG hadn’t yet confirmed ex. interpreters were waiting for a confirmation from xxx booth and they've got it from Nordic booth and TG, so they get confused. -> SG send lists with exact numbers so TG don’t have to pick someone up and leave someone else out and SG reply to everyone properly
- people writing directly to TG before SG send their name (they can say they have already been selected, but if they are not in the list TG has to waste time checking, etc)
- communication between SG and TG -> try to avoid lack of information, crossed/confused/missed information, respect politeness/behavior “policy”

- people who are not on the SG list and they cannot find whether they were selected or not
- people who were selected, never replied to the SG email, being then not selected, but who replied to the TG in a much later stage
- people who change e-mail and don’t let SG/TG know; send the travel approval both for the interpreter and the SG
- people who wish to travel together, but were not selected at the same time/in the same lot
Another World is Possible
Malmo ESF Babels


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