1. General provisions
1.1. This Procedure establishes the conditions for the use of a personal car for the performance of work duties and the principles for the reimbursement of related expenses for employees of Tallinn University of Technology employed under an employment contract and for members of its management or supervisory bodies (hereinafter referred to as “employee”).
1.2. A personal car means a vehicle used by an employee that is not owned or possessed by the university.
1.3. An employee may use a personal car for business travel upon prior agreement with the head of his/her structural unit (a head of a structural unit with prior agreement with his/her immediate superior) and with the authorized signatory of the funding source from which the costs are covered (if different from the head of the structural unit).
1.4. Reimbursement shall be paid to the employee at a rate of EUR 0.50 per kilometre of business travel, up to a maximum of EUR 550 per calendar month (including secondments and travel for the performance of official duties), provided that records of the use of the personal car are maintained.
1.5. Reimbursement shall not be paid for any period during which the employee is on leave, including unpaid leave, is temporarily incapacitated for work, or refuses to perform work for any other reason specified in Section 19 of the Employment Contracts Act.
2. Payment of reimbursements
2.1. Reimbursement is paid as follows:
2.1.1. for the performance of work duties, based on the ““Decision on the Reimbursement of Expenses for the Use of a Personal Car for Business Travel” (Annex 1), or
2.1.2. for travel during a secondment, on the basis of a “Secondment Report”, to which the “Decision on the Reimbursement of Expenses for the Use of a Personal Car during a Secondment” (Annex 2) is attached.
2.2. When applying for reimbursement for the first time or when replacing vehicles, copies of documents confirming the right to use the car (the vehicle registration certificate and, where applicable, the authorisation document to use the vehicle) must be submitted.
2.3. The “Decision on the Reimbursement of Expenses for the Use of a Personal Car for Business Travel” must be submitted and approved in the document management system no later than the 5th day of the month following the reporting month. The approval process shall include the employee, the approver of the funding source, the authorised signatory of the funding source, and the head of the structural unit (or, in the case of a head of a structural unit, the head’s immediate superior). The reimbursement shall be transferred to the employee’s bank account within 10 calendar days after completion of the approval process.
2.4. The “Decision on the Reimbursement of Expenses for the Use of a Personal Car during a Secondment” shall be submitted together with the “Secondment Report” in accordance with the university’s Secondment Rules.
2.5. The employee shall be responsible for the accuracy of the data contained in the decision.
2.6. The head of the structural unit shall be responsible for compliance with this Procedure.