Kiri

Saatja: Kersti Neeme <[email protected]> Saadetud: 30.03.2020 13:23 Adressaat: VA_eva <[email protected]>; MKM info <[email protected]> Koopia: Margit Markus Moossen <[email protected]> Teema: FW: Ares(2020)1783368 - Cancellation of the Workshop on the review of the STCW Convention and Code due to take place on 23 April 2020 at EMSA Manused: Letter to PermReps_EN_STCW Workshop cancellation_230320.pdf; Payment request and selfdeclaration - cancelled meetings.pdf Tere Edastan EMSA kirja. Heade soovidega Kersti Kersti Neeme EV alaline esindus EL juures Sekretär +32 2227 4342 Rue Guimard 11/13, 1040 Brüssel -----Original Message----- From: Esindus EL juures üldaadress <[email protected]> Sent: Thursday, March 26, 2020 4:51 PM To: Kersti Neeme <[email protected]> Subject: FW: Ares(2020)1783368 - Cancellation of the Workshop on the review of the STCW Convention and Code due to take place on 23 April 2020 at EMSA -----Original Message----- From: BOSCARIOL Donatella(EMSA) <[email protected]> Sent: Thursday, March 26, 2020 4:15 PM To: (Mission of Iceland to the EU = Mission de l'Islande auprès de l'UE) <[email protected]>; (Mission of Norway to the European Union) <[email protected]>; (Permanent Representation of Austria = Représentation permanente de l'Autriche) <[email protected]>; (Permanent Representation of Belgium to the European Union) <[email protected]>; (Permanent Representation of Bulgaria = Représentation permanente de la Bulgarie) <[email protected]>; (Permanent Representation of Croatia = Représentation permanente de la Croatie) <[email protected]>; (Permanent Representation of Cyprus = Représentation permanente de Chypre) <[email protected]>; (Permanent Representation of Denmark = Représentation permanente du Danemark) <[email protected]>; Esindus EL juures üldaadress <[email protected]>; (Permanent Representation of Finland = Représentation permanente de la Finlande) <[email protected]>; (Permanent Representation of Germany = Représentation permanente de l'Allemagne) <[email protected]>; (Permanent Representation of Greece = Représentation permanente de la Grèce) <mea.bruxelles@rp- grece.be>; (Permanent Representation of Hungary = Représentation permanente de la Hongrie) <[email protected]>; (Permanent Representation of Ireland = Représentation permanente de l'Irlande) <[email protected]>; (Permanent Representation of Italy = Représentation permanente de l'Italie) <[email protected]>; (Permanent Representation of Latvia = Représentation permanente de la Lettonie) <[email protected]>; (Permanent Representation of Lithuania = Représentation permanente de la Lituanie) <[email protected]>; (Permanent Representation of Luxembourg = Représentation permanente du Luxembourg) <[email protected]>; (Permanent Representation of Malta = Représentation permanente de Malte) <[email protected]>; (Permanent Representation of Netherlands = Représentation permanente des Pays-Bas) <[email protected]>; (Permanent Representation of Poland = Représentation permanente de la Pologne) <[email protected]>; (Permanent Representation of Portugal = Représentation permanente du Portugal) <[email protected]>; (Permanent Representation of Romania = Représentation permanente de la Roumanie) <[email protected]>; (Permanent Representation of Slovakia = Représentation permanente de la Slovaquie) <[email protected]>; (Permanent Representation of Slovenia to the European Union) <[email protected]>; (Permanent Representation of Spain = Représentation permanente d'Espagne) <[email protected]>; (Permanent Representation of Sweden = Représentation permanente de Suède) <[email protected]>; (Permanent Representation of the Czech Republic = Représentation permanente de la République tchèque) <[email protected]> Subject: Ares(2020)1783368 - Cancellation of the Workshop on the review of the STCW Convention and Code due to take place on 23 April 2020 at EMSA Please find attached document Ares(2020)1783368 from TOMASSINI Manuela (EMSA.1.DIR) dated 26/03/2020. Veuillez trouver ci-joint le document Ares(2020)1783368 de TOMASSINI Manuela (EMSA.1.DIR) daté du 26/03/2020. Ref. Ares(2020)1783368 - 26/03/2020 To the Permanent Representations of EU MS Mission to Norway to the EU Mission of Iceland to the EU Sent by e-mail only Lisbon, 26 March 2020 Subject: Workshop on the review of the STCW Convention and Code due to take place on 23 April 2020 – cancellation of the physical meeting in EMSA Your Excellency, In view of the outbreak of COVID-19 (Coronavirus), and the uncertainties regarding its future evolution, as a precautionary measure EMSA, after consulting the European Commission, has taken the decision to cancel the Workshop on STCW. The objective of the workshop as referred in the invitation letter sent to you on 4 March 2020 was to agree on the areas in need of review and to initiate the draft of a Union submission on a new unplanned output to the rd Work Programme for the 103 session of the IMO Maritime Safety Committee that takes place between 16 and 20 November 2020. All registered participants have already been informed by email of the cancellations, and the applicable rules for reimbursement of incurred costs, only for participants that would have been eligible for reimbursement by EMSA if the meeting would have taken place (Annex I). However, should there be any questions related to costs already incurred with travel and accommodation, the EMSA Events may be contacted: ([email protected]). Considering the importance of preparing in due time a Union submission, information will follow about the possibility of a meeting by video-conference and/or a written consultation. Yours sincerely, Manuela Tomassini Head of Department Sustainability and Technical Assistance Annex I: Rules for reimbursement of incurred costs Page 1 of 2  Annex I: Rules for reimbursement of incurred costs Experts who have already incurred costs should: - Cancel any accommodation reserved; - Cancel any flights reserved and seek compensation from the airline company should the ticket conditions allow that; - Cancel any other mode of transportation and seek compensation from the relevant transport provider; - Submit the reimbursement request for costs that the expert was not able to cancel or get full or partial reimbursement. The reimbursement request must be submitted via the EMSA on-line registration tool according to the instructions given in the “EMSA Rules on Reimbursement of Expenses to Experts”. - In addition to the normal supporting documents, Experts are requested to provide the information on the amounts being reimbursed to them from the hotels/flight companies and/or any other transport companies. Template for Payment request and self-declaration is attached to this letter. - EMSA reserves the right to ask additional information on the efforts made to minimise any of the said costs. - Only costs that are eligible under the “EMSA Rules on Reimbursement of Expenses to Experts” may be subject to reimbursement by EMSA. Page 2 of 2 Electronically signed on 26/03/2020 15:41 (UTC+01) Ref. Ares(2020)1783368 - 26/03/2020 Reimbursement request and Self-declaration on incurred costs in relation to a cancelled meeting1 [Name of the event] [Date(s) of the event] I hereby seek reimbursement from EMSA for the following costs2 incurred for the participation to the above referenced event: ☐ Flight ticket(s) fully cancelled (option in which the dates of the flights have not been postponed) ☐ Flight ticket was booked for a “regular route” as defined in Article 1.2.2 of the EMSA Rules on Reimbursement of Expenses to Experts. ☐ Flight ticket was booked for an “exceptional route” as defined in Article 1.2.2 of the EMSA Rules on Reimbursement of Expenses to Experts and reimbursement shall be done in line with Article 1.2.2. ☐ Accommodation ☐ Other - [please specify] I hereby declare that I have checked with my travel agency/airline company/accommodation provider the cancellation policy of the booked flights and/or accommodation and I was not able to the best of my efforts to [cancel with no costs/ get full reimbursement/ get partial reimbursement]3. Therefore, [no reimbursement/a partial reimbursement]4 is made available to me personally or to my administration.[The total sum of …. covering [please insert relevant information] shall be reimbursed by the travel agency/airline company/accommodation]5. Any other relevant information: [complete if necessary]6. Signature: 1 Submit this Request/Declaration together with all supporting documents via the EMSA Registration tool. 2 Only costs incurred for the purpose of attending the event and happened after having received an invitation letter from EMSA and before the date of the cancelled event shall be considered. 3 Please select as appropriate. 4 Please select as appropriate. 5 Option to be used in case of partial reimbursement. 6 Refer here to situations such as but not limited to claims of penalty fees in case of postponed dates of flights, etc. Date: [Full name] [Organisation (if applicable)] Annexes: [list and attach all supporting documents to this reimbursement request including proof of payment]