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===== ESF 2008 Reimbursement Conditions =====

EN

& Define composition of groups
& Planning Group: German, Julie B, Julie S, Yan
& Selection Group: Contacpersons: See separate wikipage
& Travel Group: Lina, Sophie, Francisco
& Joker Group: ? I propose that the selectiongroup respresented by the contactperson have that role
& Other groups that need to be defined: reimbursement, accommodation, training (intensive before the forum: Maria,)...
& I haven't integrated local people but I think we could find some help

**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.
& Do we have time to do that? for me it seems to be one step to much

1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadline**s** for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) **are:**
& That means that calls have to be sent before sunday with contact information to coordinators, and that coordinators can make a first proposal and define the resting needs.
& 08/08/06: first round: send list of all intepreters that have send a confirmation
& 08/08/13: second round
& 08/08/20: third and last round

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
& - send them a text: Example "In order to be as just as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus.
- ask them to look for and book the cheapest ticket.
& If this is not possible to prepay the ticket with reimbursement during the forum (Sophie)
- BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval.
& (Approval from TG should come within 48h) (Sophie)

& If the interpreter is not able to buy his/her ticket, travelgroup has to buy ticket within 4 days, ask the interpreter to sign a commitment and and make sure that the tickets are possible to annulate.
& Tickets from the NOC can be paid in advance without being sure that the travel company reimburse if cancelled for well known interpreters ONLY (Sophie)

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. I would erase this part since I added point in 2. (Sophie)

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
& For tranportation by flight: can not give a invoice and the copy of the confirmation by mail
& For tranportation by train: To the biggest extent the tickets or a copy of the tickets and an invoice.
& For bus and other transportations: a comfirmation mail or letter and an invoice
& Check with Francisco (Sophie)

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//).
& VERY GOOD (Sophie)

3. Reimbursement Group (RG) will be responsible for reimbursing the interpreters (//define if in cash, by check, transfer//) on 21/09/08 as follows:
& and prioritise transfer (Sophie)

- 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//)
& PB with the programme (Sophie)

SG liason person may contact TG about travel arrangements at: xxx@babels.org
& I do not get that!?? (Sophie)

**If there is no Babels coordination for certain booths, //Joker Group ;-)// will be in charge of selecting the interpreters for the respective booths.**
& See definition in the beginning of the mail (Sophie)

**Possible issues (that’s why everything must be really clear on selection/reimbursement)**:
& THANK YOU! Fantastic information (Sophie)

- 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
& We will have a problem with accommodation... (Sophie)

- people who need special conditions (e.g. no really late/early flights)
& PB for sure specially if a lot of people are trying this one.... If we than say what we can pay for? Say a maximum price.... (Sophie)

- people who miss the flight
& As you said NO REIMBURSEMENT (Sophie)

- 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
& This is problematic to me! We loose time to buy tickets if we ask for lists with exact nb and having list with more interpreter than needed can make us win time later on. I would prefere to have messages sent to all within a language selection " If you haven't received a confirmation mail previously, you have not been selected on the first round for the XXX booth. You might be contacted for other booths or very soon for the XXX booth when we know the linguistic needs that are still not covered". (Sophie)

- 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)
& We could give a code for each booth, we would maybe not need to check. I have already that kind of mails: " You are know selected please contact the travelgroup ( contactinfo) and do not forget to give your selectioncode..." (Sophie)

- 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
& as I wrote before: I would prefere to have messages sent to all within a language selection " If you haven't received a confirmation mail previously, you have not been selected on the first round for the XXX booth. You might be contacted for other booths or very soon for the XXX booth when we know the linguistic needs that are still not covered". (Sophie)

& And I think we should send a message to all when we are finished: The selection is now made/completed, and we are .... to inform that you have not been selected this time. Thank you for showing interest in this project ... (Sophie)

- 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
& Please reply to that mail! " If you are not replying to this mail, you would not be in the final selectionlist and get your confirmation code. You cannot contact the travelgroup without code and be on the final selectionlist" (Sophie)

- people who change e-mail and don’t let SG/TG know; send the travel approval both for the interpreter and the SG
& Good idea to send confirmation both to selection and to interpreter
& Change of mail: What can we do? Call them? (Sophie)

- people who wish to travel together, but were not selected at the same time/in the same lot
& "Sorry this will not be possible" (Sophie)

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