Working Missions and Governance Activities Reimbursement
1. Purpose
These Terms of Reference (ToR) define the conditions, procedures, financial entitlements, and reporting requirements applicable to ERNA Board members undertaking official missions on behalf of the ERNA Network and for Governance activities to pursue the ERNA mandate. It ensures transparency, accountability, and alignment with IFRC governance principles regarding official travel and use of funds.
In cases where this ToR does not provide specific guidance, the ERNA Board and Secretariat shall apply the relevant and most recent RCRC National Societies or IFRC policies and rules concerning governance, travel, mission entitlements, and financial accountability.
2. Scope
This ToR applies to:
- The ERNA President
- The Vice-Presidents
- Secretariat
- Any formally designated representative of the ERNA Board
It applies to missions including:
- Representation at international meetings
- Advocacy and institutional events
- Donor meetings
- Strategic partnerships
- Board meetings (if travel is required)
- Field visits
3. Authorization of Mission
All ERNA Board missions must:
- Be aligned with the ERNA Plan of Action
- Be approved in advance by the President (or by a Vice-President)
- Have a clear mission purpose and expected outcomes
Whenever possible, written confirmation (email approval) must be retained by the Secretariat.
Missions undertaken by the President shall be notified by one of the Vice-Presidents.
4. Travel Arrangements
Travel must follow principles of:
- Cost-efficiency
- Economy class travel (unless otherwise justified)
- Most direct and reasonable route
Whenever possible, travel should be arranged in advance to minimize costs.
Board members are encouraged, when feasible, to seek partial coverage from their own National Society. ERNA funds shall complement or fully cover costs when NS support is not available.
5. Eligible Expenses
Eligible expenses include:
- Economy airfare or train tickets
- Local transportation (airport transfers, public transport, taxi when necessary)
- Accommodation (reasonable cost)
- Visa fees (if applicable)
- Working breakfast, lunch and/or dinner (related to ERNA business)
- Travel insurance (if not otherwise covered)
- Registration fees (if applicable)
- Any other cost related to the fulfillment of the mandate
All expenses must be:
- Necessary for the mission
- Reasonable and proportionate to the venue and country where the mission is held
- Supported by a copy of the receipts or invoices
Personal expenses and costs unrelated to the mission or the fulfillment of the mandate are not eligible. Accommodation costs, in exceptional cases, if they exceed 150 EUR per night (e.g., high-cost cities or designated event venues), should be notified and approved in advance by the President or a Vice-President.
Meals are reimbursed either on the basis of receipts (working meals related to ERNA business) or via the daily allowance (diaria) set out in Section 6, but not both for the same day.
6. Daily Allowance (Diaria)
During official ERNA missions requiring travel outside the city of residence, Board members are entitled to a daily allowance (diaria) of 100 EUR per working day.
The diaria:
- Covers meals and incidental expenses
- Is payable per full calendar day of the mission
If meals are fully covered by the organizer (e.g., full-board event), the diaria may be proportionally reduced upon agreement.
The reduction shall be applied as follows:
- If both lunch and dinner are provided by the organizer, no daily allowance is payable for that day (0%).
- If only lunch or only dinner is provided by the organizer: 50% of the daily allowance is payable.
- If no meals are provided by the organizer, the full daily allowance is payable (100%).
For the purposes of this allowance, the diaria is paid for each calendar day on which mission activities take place, including travel days to and from the mission location.
7. Mission Service Allowance ([1])
In recognition of the time commitment, representational responsibilities, and governance duties undertaken by ERNA Board members when carrying out official missions on behalf of the Network, Board members may be entitled to a Mission Service Allowance.
The Mission Service Allowance is separate from, and in addition to, the reimbursement of eligible expenses and the Daily Allowance (Diaria) provided under these Terms of Reference.
The allowance is intended to support the fulfilment of ERNA governance functions, including preparation, representation, travel, participation in meetings and events, stakeholder engagement, and mission reporting.
The Mission Service Allowance shall be payable at a rate of EUR 100 per mission day, including travel days, subject to prior mission authorization and the availability of approved budgetary resources.
The allowance does not constitute a salary, employment remuneration, consultancy fee, or payment for professional services. It is a governance-related allowance linked exclusively to the performance of official ERNA duties and responsibilities.
Payment of the Mission Service Allowance shall be subject to:
- Prior approval of the mission in accordance with these Terms of Reference;
- Submission of the required mission report and supporting documentation;
- Compliance with ERNA financial and accountability procedures;
- Availability of funds within the approved ERNA budget.
[1] The Daily Allowance covers subsistence costs incurred during travel. However, ERNA Board members serve in a voluntary governance capacity and often incur personal opportunity costs, including annual leave, unpaid leave, professional disruption, and significant preparation and reporting obligations. Therefore, a separate Mission Service Allowance is justified and should not be confused with a subsistence allowance.
8. Reimbursement Procedure
To request reimbursement, Board members must submit to the ERNA Secretariat:
- A completed expense claim form
- All original or scanned receipts/invoices
- Tickets, bills, and boarding passes (or proof of travel)
- Bank details (if not already registered)
No reimbursement shall be made without supporting documentation.
Where a Board member is unable to advance significant mission costs (e.g., flights, visas), an advance payment may be requested from the Secretariat in writing prior to the mission. Any unspent advance shall be returned together with the final claim.
Reimbursements will be made by bank transfer. If a bank transfer is not possible (due to cost or other issues), it can be reimbursed by cash, upon agreement and my signing of the documented reimbursement.
Expenses incurred in currencies other than EUR shall be converted using the official European Central Bank reference rate on the date of the expense, unless the receipt or bank statement already provides the EUR equivalent.
The Secretariat will:
- Verify compliance with this ToR
- Prepare a reimbursement summary
- Submit for financial processing
Reimbursement claims must be submitted within 60 calendar days following the end of the mission. The Secretariat will process approved claims within 30 calendar days of receipt of complete documentation. Claims submitted after this 60-day deadline will not be accepted unless accompanied by a written justification, which must be approved by the President or Vice-President before processing.
If a mission is canceled or interrupted for reasons beyond the Board member’s control, non-refundable costs already incurred (e.g., flights, accommodation deposits) shall remain eligible for reimbursement upon presentation of supporting evidence.
9. Reporting Requirements
Within 30 calendar days after completion of the mission, the Board member shall submit a short mission report including:
- Purpose of the mission
- Agenda of the mission
- Key meetings and stakeholders
- List of costs
- Any additional info useful for the reimbursement.
Where the Secretariat rejects an expense item, the Board member may request a review by the President or, where the President is concerned, by a Vice-President. The outcome of the review shall be communicated in writing within 30 calendar days.
The Secretariat shall notify the Board member in writing of any rejected expense item, including the reason for rejection, within the 30-calendar-day processing period set out in Section 7.
10. Budget Responsibility
All Board mission expenses must fall within:
- The approved ERNA annual budget
- Or a specific budget line approved by the Board
If budget limitations arise, priority shall be given to missions with the highest strategic relevance.
11. Transparency and Accountability
The Secretariat shall:
- Maintain records of all approved missions or Board Members’ expenses
- Keep copies of expense claims and reports
- Include mission-related or Board members-related expenditures in the regular financial reporting
All Board members commit to responsible stewardship of ERNA funds.
12. Entry into Force
This ToR enters into force upon approval by the ERNA Board and remains valid until amended or replaced by Board decision.
06 January 2026
Read and approved by the ERNA Governing Board
Mauro PATTI
President
Dr. Antonios AVGERINOS
Vice President
Anna MARTIROSYAN
Vice President
Thaleia FONAZAKI
Head of Secretariat