Home Leave

Frequently Asked Questions

How do I claim home leave?

Information about home leave and the form to complete are available on the
intranet at
http://intranet.embl.de/hr/staff_information/leave/staff_members/index.html#ho
me.

How to I calculate what year I am in?

Years of service are calculated by years from when you started, not by calendar
year.

Example if you started on 01.02.2016 then

Year 1 is from 01.02.2016 to 31.01.2017

Year 2 is from 01.02.2017 to 31.01.2018 etc.

Im going to be away on home leave for 2 weeks, how do I record this

on the leave booking system?

If you will be away for 10 working days then you will put 10 days of annual leave
on the leave booking system. Your GTL will approve your annual leave as
normal. Once we process the reimbursement for your home leave we will
change one of the annual leave days into a special leave day instead.

If I carry forward my home leave can I take extra days of special leave
for home leave?

If your home base is outside a Member State you may accumulate and carry
forward up to three home leaves, but the total cost reimbursed will not exceed
the actual costs. You still must take your home leave in the correct period (2 nd,
4th, 6th, 8th year). You are still only entitled to one home leave special leave day
per reimbursement but the limit of what can be reimbursed is increased.

Do I have to go to the city/town that is my home base?

You must travel to the country in which your home base is located but it does not
have to be your home base city/town.

I forgot to take home leave in my 2nd year, can I take it in my 3rd year
instead?

No, you may only take home leave during your 2 nd, 4th, 6th or 8th year. In
exceptional circumstances, if pressures of business meant you could not take
your home leave in the appropriate year, an exception can be applied for to the
Director General of EMBL.
My spouse and I are both employed by EMBL, can we take 2 home
leaves?

You may claim only one home leave reimbursement. Both spouses can claim a
home leave special leave day.
Can I fly first class?

EMBL will cover the most economical form of transport so while you can fly first
class if you wish you will need to show what the economy cost would be and that
will be reimbursed. You can submit as proof a screenshot or print out of what the
economy flight would have cost.

Can I travel by ferry/train?

Yes, the costs will be compared with flying and the most economical form of
transport will be covered.

Will EMBL reimburse the costs of taxis, hire cars, petrol or parking?

EMBL will cover the most economical form of transport. If you submit receipts for
one of these items it will be checked against the equivalent cost of public
transport and the lower amount will be paid.

Will EMBL reimburse the costs of hotels?

Generally EMBL will not reimburse the cost of a hotel. However, if an overnight
stay at a stopover was unavoidable as part of your journey to your home base
this could be considered. You should discuss this with your Human Resources
Officer in advance of booking your trip to ensure it can be reimbursed.

Will EMBL reimburse the cost of luggage?

If you are travelling on a budget airline that does not give a free checked
luggage allowance you may claim for one suitcase.

Is there a limit to how much will be reimbursed?

If you are travelling to the member state there is no limit as long as the most
economical transport was used. If travelling to a non-member state there is a
limit. The current amount of this limit are listed on the intranet.

Can I get the reimbursement before I take the trip?

Generally you will apply for reimbursement after you return from your trip as you
need to provide your receipts, boarding passes etc. In some circumstances it
may be possible to apply for reimbursement before you complete trip. Please
discuss this with your Human Resources Officer as the trip will need to be booked
by EMBL in this case.

How long do I have to claim the reimbursement?

You must claim the reimbursement within 3 months of returning from your trip.

Can I take a second trip within my country while on home leave?

EMBL will not reimburse for extra trips within your home country. If you go to
your home base and then go to another place within the country EMBL will only
reimburse for the trip as far as your home base and not to the second
destination. You can fly in to one place and out from another as long as it is not
more expensive than a round trip to your home base.

I went home for a long weekend, can I claim a home leave

reimbursement?

No, your trip must be at least 7 days in order to qualify for a home leave
reimbursement.

Im travelling with my unmarried partner and our children, will EMBL

reimburse costs for all of us?

EMBL will reimburse costs for you and your children but will only reimburse for a
partner in a legally recognised union as defined in the EMBL Rules & Regulations
(12.03).

Can my family travel at a different time to me or do we have to go

together?

You and your family can travel separately but you must have a significant period
or proportion of the trip when you are together in your home base country and
the costs cannot be more expensive than if you had travelled together.

Can my family travel but I dont go at all?

No, home leave is to support you in spending time in your home country. You
must travel to claim a home leave reimbursement.

Can I travel without my family?

Yes, you may travel alone and claim a home leave reimbursement for just your
trip.