UK passport holders now require a Convention d'Accueil letter in order to work at CERN. The procedure may be different for the different experiments.
For LHCb fill in this form which you can find on this page.
For ATLAS, follow the instructions here.
A new claims system has been adopted by the Physics Department as of June 2022 called SAP Concur. All staff claims should be processed through the new system. Student claims should continue as before for now.
Further information can be found here:
The University will provide travel insurance for staff and students travel abroad. It is your responsibility to arrange your University travel insurance for every individual trip you make.
Please note that for all trips where you are applying for the University's travel insurance, you need to complete a Risk Assessment form.
Both staff and students should register trips on-line following the instructions that can be found here.
If you are travelling to CERN, enter Switzerland as the destination, the insurance providers are aware of the fact that you may also need to work or reside in France while you are there.
The group has a flat, 8D, 37 rue de Geneve, St Genis, France, that is available for use by Cambridge group members visiting CERN. The flat has two bedrooms and the expectation is that two people may be required to share the flat. If you want to make use of it please send an e-mail to me (wotton@hep.phy.cam.ac.uk) and I will give you access to the Google calendar that must be used for making reservations. The calendar does not enforce the maximum two people per night so please check carefully that there are not already two people before making your reservation. I recommend that people enter the booking period as the time that they expect to first arrive at the flat to the time they leave the flat which may differ from the period they are at CERN. Please put your name and project/experiment in the title of the reservation so that it is clear who has made the booking.
The flat is not serviced so the laundry of bedding is the responsibility of visitors. Since it is often not practical for the person leaving to do their own laundry (without leaving wet laundry in the machine) incoming visitors should wash any bedding that needs washing on arrival and ensure that it is taken out of the machine when the cycle completes.
We hold sets of keys in Cambridge and I believe the UKLO has a set at CERN. If you take a set of keys from Cambridge make sure that it comes back to Cambridge.
The provision of internet connectivity is in progress. More details will be added when it is ready.
The code for the parking barrier is 0174
New CERN users are advised to follow the registration procedures of their collaboration since this is usually handled by the collaboration secretariats.
Current and new LHCb members will find more useful information here. Anyone who is likely to work at CERN (i.e. most of us) fall into the "User" category.
For all experiments, when extending your CERN contract, you will be asked also to complete the CERN Home Institute Declaration. Print the form and take it to the Rutherford Hub. It will be stamped and forwarded to Tina Potter for signature and then returned to you.
Since Brexit, shipping equipment from CERN to Cambridge must follow diplomatic protocols in order to avoid duties/taxes. The procedure can be used for all material belonging to CERN that is to be temporarily shipped to Cambridge. The EDH shipping form must be completed and you must provide the University of Cambridge EORI number (GB823847609000) on the form. Make clear in the comments that the diplomatic protocols apply. You can use wording like:
The importation by or on behalf of the organization of goods and materials in the exercise of its official activities shall be exempt from all import taxes, duties and other charges. Treaty Series No. 17 (2007) Protocol on the Privileges and Immunities of the European Organisation for Nuclear Research (CERN) Full Treaty Document attached at end of Document. Goods to be cleared under Diplomatic Privilege and Immunity, CPC40 00 31D or CPC40 000 08 and on the export declaration: CPC1000 001 Protocol on the Privileges and Immunities of the European Organisation for Nuclear Research CM 7190 (publishing.service.gov.uk)
CERN will add the necessary certificate to the shipping documents and should send you a copy of the pro-forma invoice and the certificate in an e-mail. You will need to provide these to the University Import/Export hub. I usually forward the CERN e-mail to the Rutherford hub but they do not necessarily forward it on so it might help to CC it also to accounts@phy.cam.ac.uk and/or ImportExportHub@admin.cam.ac.uk.
It is important that the shipping address is University of Cambridge, Department of Physics, ... so that it matches the University VAT registration and so that it is clear that it is not personal.
You should keep all documentation as it is likely to be helpful when the material returns to CERN.
Shipping also requires that the correct commodity (HS) codes and country of origin are added to each item of the EDH document.