2.1.2 Avoidance of conflict of interest in reimbursing Steering Group expenses

The following policy was discussed by the Cochrane Collaboration Steering Group in their teleconference on 9 July 2001, and ratified at their meeting on 8 October 2001:

1. Steering Group members are eligible for financial assistance with travel and accommodation expenses to attend Steering Group meetings, providing that such expenses are not normally funded as part of their regular duties.
2. The Cochrane Collaboration is a charity and all expenses incurred must be transparent (supported by receipts) and easily justifiable (if necessary to the Annual General Meeting).
3. Steering Group members should expect to be eligible for sufficient financial assistance to cover a standard economy airfare (or equivalent travel expense). Any significant departure from this principle should be cleared in advance with the Chief Executive Officer.
4. Steering Group members should expect to be eligible for sufficient financial assistance to cover reasonable accommodation and subsistence expenses (i.e. consistent with the successful completion of their Steering Group business).
5. The Cochrane Operations Unit can pay travel agents directly, on behalf of Steering Group members, and can also reimburse travel costs in advance, on request, to those Steering Group members without an institutional base

Clarification added in March 2004:  Expenses incurred in attending a seminar/conference arranged in conjunction with a Steering Group meeting, either mid-year or during the Colloquium, should be met from Collaboration funds. This means accommodation costs, transport costs (train/bus/taxi fares) and living expenses (meals). The accommodation costs of all nights during the annual Cochrane Colloquium should be met from central funds, not just the days when there are Steering Group meetings. Extra hotel accommodation in order to attend a meeting during the Colloquium which causes a Steering Group member to stay an extra night should also be met from central funds.