Members participate in CoR meetings, such as plenary sessions, commission meetings and political group meetings, which primarily take place in Brussels (but occasionally elsewhere). Members may also be authorised to participate in meetings of particular interest to the CoR that are not organised by it.
Effective from 26 January 2025, the new Bureau Regulation 3914/2024 of 19 November 2024 on the reimbursement of travel expenses and the payment of allowances to members, alternates and other persons participating in the activities of the European Committee of the Regions (see below in the documents section) introduces key changes aimed at updating and modernising the previous rules. These changes are designed to simplify procedures, enhance transparency, and promote sustainability in travel practices.
- The regulation consolidates previous rules from nine separate regulations into one single, clearer framework covering all participant categories, including members, alternates, observers, experts, guest speakers, third parties, journalists and any other person decided by the Bureau. This simplification makes the reimbursement process more straightforward and flexible.
- The flat-rate meeting allowance is EUR 367 per meeting day to cover local costs such as meals and accommodation.
- In addition to the meeting allowances, upon presentation of relevant supporting documents, members are reimbursed for the actual cost of their travel for attending such meetings. If travelling by car, members are reimbursed according to a flat rate of EUR 0.40 per kilometre. For their convenience, members may book their transport tickets via the CoR travel agency, in which case the CoR pays for them directly.
- The regulation encourages more sustainable travel choices and fairer financial management. It includes provisions for members to be informed about sustainable travel options when booking through the CoR travel agency. Moreover, reimbursement rules are adjusted to cover additional costs like lounge and fast lane access when choosing low-cost or economy class options.
- Members also receive a flat-rate travel allowance that is based on the total distance of the journey and covers all costs during the journey. These include, for instance, motorway tolls or toll tags, public transport in Brussels, parking fees at the airport or train station of departure, and meals, drinks and additional hotel costs during the journey or due to an extended stay at the meeting place. This allowance is only paid when the distance of the journey exceeds 200 km, and amounts to EUR 200 per reference unit (one single payment per round trip, with a maximum of 2 units).
- For a limited number of meetings, when organised in hybrid mode or fully online, the CoR pays members a flat-rate remote meeting allowance corresponding to 50% of the standard meeting allowance. On days with both in-person and remote attendance, only the meeting allowance is paid.
All the aforementioned expenses are covered by the EU budget and are duly audited by the EU’s competent bodies and institutions. Activities reimbursed by another party are not reimbursed again by the CoR.