Notice: Travel Disruption, Volcanic Ash Cloud
Notice: Travel Disruption, Volcanic Ash Cloud24 May 2011
The UK National Agency appreciates that some of our participants in the Leonardo, Grundtvig and Study Visits programmes are likely to be affected by travel delays, cancellations and disruption caused by the erupting volcano in Iceland.
This situation is beyond the control of organisations that have contracts with us. As the National Agency we will endeavour to support organisations and participants who wish to delay or cancel their activities.
Please find below the steps we are advising our projects/ participants to follow:
Discuss the issue with your contact person at the National Agency via telephone or email as soon as possible.
Make contact with your travel and insurance companies to investigate whether you are able to postpone your activities or receive a refund for cancelled travel and accommodation. Under EU legislation, when flights are cancelled passengers are entitled to either a refund or transfer to a later flight. It is also your airline's responsibility to provide additional accommodation and food if your flights back to the UK are cancelled or delayed.
Where you have incurred necessary and reasonable additional costs, and are able to provide proof that these cannot be recovered from the air company, or from your travel insurance, then the National Agency may be able to support these costs on the basis of force majeure (under the terms of your existing grant agreement and up to the maximum grant amount awarded to you by the National Agency). In this case please send us a claim in writing by registered letter to explain the situation. In the correspondence please outline the steps you took to investigate which travel and accommodation costs are non-refundable. You should also outline and provide receipts for any additional costs incurred as a result of the disruption i.e. additional travel or accommodation. You must ensure that any additional costs are necessary, reasonable and proportionate.
The National Agency will look at each situation on a case by case basis and be flexible with our grants. However, there may be situations where we are unable to reimburse additional costs incurred due to the disruption.