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AGREEMENT SETTING OUT THE CONDITIONS OF EMPLOYMENT OF CONFERENCE INTERPRETERS PAID ON A DAILY BASIS between SECTION I - SIGNATORIES 1. The International Association of Conference Interpreters (AIIC), (hereinafter called "the Interpreters"), on the one hand; 2. The Co-ordinated Organizations, viz: European Space Agency (ESA), Council of Europe (CE), Organization for Economic Co-operation and Development (OECD), North Atlantic Treaty Organization (NATO) and Western European Union (WEU), (hereinafter called "the Organizations"), on the other hand; 3. --RECALLING that the Co-ordinated Organizations and AIIC entered into an initial five-year agreement in 1969 on the working conditions of conference interpreters paid on a daily basis; 4. --RECALLING that the agreement covering the period 1969-1973 was followed by five other agreements covering the periods 1974-1978, 1979-1983, 1984-1988, 1989-1993 and 1994-1998 respectively; 5. HAVE AGREED AS FOLLOWS: SECTION II - REMUNERATION 6. The rate of daily remuneration shall be set in accordance with Section IV (working conditions), paragraphs 19 and 20 and the Appendix (composition of teams): a) either at the lower rate, or Rate I, which is payable for meetings to which a large team of interpreters is assigned; b) or at the higher rate, or rate II, which is payable for meetings to which a small team of interpreters is assigned. 7. With effect from 1st January 1999, the daily remuneration of interpreters shall be as follows: a) for Rate I (basic rate 100): 1/20th of the basic monthly salary of an official of grade L4 step 8, unmarried, resident in France, plus an amount of 6% calculated on the same basis (cf. monthly salary scales in force in the Organization concerned). This remuneration shall be indexed on the said basic monthly salary; b) Rate II (higher rate): 160% of Rate I. 8. Within a given contract, any day which is not a public holiday and which is not worked shall qualify for payment of the daily remuneration provided for in paragraph 7(a) and, as appropriate, of the daily subsistence allowance provided for in paragraph 24. In the case of two contracts performed elsewhere that at the professional place of residence, separated by a period of not more than two days, an Organization may elect to pay compensation (remuneration at Rate 1 plus daily subsistence allowance) for this day or those days. SECTION III - SOCIAL PROTECTION I) Provision for retirement 9. The Organizations shall deduct from the daily remuneration an interpreter's contribution of 7%, to which shall be added their own contribution of 14%, and shall pay the aggregate of 21% to the Caisse de Prévoyance des Interprètes de Conférence (CPIC) or, as appropriate, to the Caisse Commune de Pension des Interprètes et Traducteurs (CCPIT). Interpreters who have lost the right to contribute to one of these retirement funds by reason of the local law governing them shall have their contributions (21%) sent to the PAX Insurance Company in Geneva. 10. Interpreters who have contributed before 1979 to other retirement funds shall retain that option. 11. Each Organization reserves the right, should the interpreter request
on legitimate grounds that he or she not be affiliated to one of the
funds mentioned in paragraph 9, to pay the contribution of 21% to another
retirement fund adhering to the same principles, subject to the agreement
and on the responsibility of the interpreter concerned. II) Provision to cover accidents, illness and temporary or permanent inability to work (loss of earnings) 12. The Organizations shall take out an insurance policy to cover the interpreters whom they employ against the risks of accident, illness and temporary or permanent inability to work which may arise during the periods covered by their contracts. 13. A copy of that insurance policy shall be forwarded to the general secretariat of AIIC. 14. The insurance premiums payable in respect of periods of work shall be funded on the basis of two-thirds by the Organizations concerned and one-third by the interpreter. 15. The aggregate premiums shall be paid by the Organizations concerned to the insurer, the interpreter's share being deducted from the daily remuneration. 16. Interpreters living and working in France or carrying out a mission abroad on behalf of an Organization or one of its subsidiary bodies based in France may be affiliated either to the Caisse Mutuelle des Professions Libérales or to the general French Social Security scheme (with the exception of the old age contingency). 17. In cases covered by the preceding paragraph, the conditions of affiliation shall be the subject of an additional protocol to this agreement, to be concluded with AIIC by each Organization within the framework of its own agreements with the competent French authorities. 18. In the case of interpreters affiliated to a national social security scheme, for example to the French social security (general wage earners scheme, with the exception of the old age contingency, or the Caisse Mutuelle des Professions Libérales), the primary cover for the sickness contingency shall be provided by that scheme and the insurance referred to in paragraph 12 above shall provide only supplementary cover. SECTION IV - WORKING CONDITIONS I) Definition of working day 19. Each working day shall comprise a maximum of two sessions of three hours to three-and-a-half hours each, starting from the time for which the meeting is convened. If the meeting lasts longer than the above norm, the team shall be either reinforced or replaced by a relief team; where that is impossible, each interpreter concerned shall be entitled to time off in lieu within the period of his contract or, failing this, to financial compensation. II) Composition of teams 20. The minimum number of interpreters assigned to a meeting shall vary in accordance with the number of languages, as shown in the table appended to this agreement. In particular: i) for meetings in two languages with interpretation in two languages, the minimum number of interpreters at the lower rate shall be three, working both ways; ii) for meetings in three languages with interpretation in three languages, the minimum number of interpreters at the higher rate shall be five; iii) in the case of scientific or technical meetings or meetings presenting particular difficulties, for example the reading of reports, the minimum number of interpreters at the higher rate shall be increased; for example, for two languages the number shall be set at three. III) Particular conditions applicable to specific Organizations 21. In addition to the general working conditions for interpreters laid down in the present agreement, an additional protocol, subject to review by exchange of letters, shall be drawn up between each Organization and AIIC so as to define where possible those meetings, groups or committees for which it is agreed in advance that interpretation shall be provided by a large team at the higher rate. SECTION V - ASSIGNMENTS ELSEWHERE THAN AT THE PROFESSIONAL PLACE OF RESIDENCE I) Professional place of residence 22. For the purpose of this agreement, freelance interpreters may not have more than one professional place of residence simultaneously. This professional place of residence shall be declared to the employing Organizations no later than the first contract entered into; any change shall be notified in writing to the employing Organizations thirty days in advance and may apply only to continuous periods of at least six months. In the case of interpreters who are AIIC members, the AIIC yearbook shall be binding. II) Travel expenses 23. Unless mutually agreed otherwise, the rules governing travel expenses shall be those in force in each Organization and providing, inter alia, for reimbursement of travel expenses on production of documentary proof of expenditure. III) Daily subsistence allowances
IV) Remuneration for travelling time
SECTION VI - ENGAGEMENT
SECTION VII - CANCELLATION OF CONTRACT OR REDUCTION OF ASSIGNMENT TIME
SECTION VIII - TECHNICAL FACILITIES
SECTION IX - DURATION OF THE AGREEMENT
SECTION X - RENEWAL OF THE AGREEMENT
SECTION XI - CONSULTATION BETWEEN THE ORGANIZATIONS AND AIIC
SECTION XII - DISPUTES
SECTION XIII - SCOPE OF THE AGREEMENT
Paris, 11 December 1998 For AIIC For the Co-ordinated Organizations E.S.A. APPENDIX COMPOSITION OF TEAMSMinimum number of interpreters2
Minimum number of interpreters2
ADDITIONAL PROTOCOL The International Association of Conference Interpreters (AIIC) and The Council of Europe HAVING REGARD to the Agreement concluded between AIIC and the Co-ordinated Organizations (European Space Agency, Council of Europe, Organization for Economic Co-operation and Development, North Atlantic Treaty Organization and Western European Union) for the period 1999 to 2001 (hereinafter referred to as «the Agreement»), HAVE AGREED as follows concerning the employment of conference interpreters paid on a daily basis (hereinafter referred to as «interpreters»). I. AFFILIATION OF INTERPRETERS TO SOCIAL SECURITY 1. The Council of Europe shall affiliate to the French Social Security scheme all interpreters resident in France, with the exception of those declaring an affiliation to the Caisse Mutuelle des Professions Libérales. Since provision for retirement is arranged under Section III.I) of the Agreement, the old-age contingency is not covered by this affiliation. However, if an interpreter wishes to take out old-age cover under the general French Social Security scheme, the Council of Europe undertakes to assist him or her with the relevant procedures. II. TRAVEL EXPENSES 2. Arrangements for the reimbursement of travel expenses are set out in Appendix I. 3. An interpreter assigned to a meeting at a place which is more than 20 km and less than 60 km from his or her professional place of residence shall be entitled to travel expenses for each meeting day, subject to the provisions set out in paragraph 6 below. III. DAILY SUBSISTENCE ALLOWANCES (PER DIEM) 4. The daily subsistence allowances referred to in paragraph 24 of the Agreement shall be payable for each meeting day where the venue is more than 60 km from the interpreter's professional place of residence (see also paragraph 6 below). 5. The daily subsistence allowance, or one half thereof, shall also be payable for any day or any half day, in respect of which remuneration for travelling time is payable. If the interpreter travels on the first or the last day of the meeting, no subsistence allowance shall be payable in respect of travelling time. 6. Where an interpreter is assigned to a meeting at a place less than
60 km from his or her professional place of residence, a daily subsistence
allowance is payable if the departure time of the train from the professional
place of residence is earlier than Interpreters undertake to claim payment of the daily subsistence allowance only if they stay at the place of the meeting. 7. Where the costs of accomodation (room, breakfast and charges) in a hotel of the Council of Europe's choosing account for more than 60% of the total amount of the daily subsistence allowances, the Council of Europe shall reimburse the additional expenditure, in full or in part, on production of documentary evidence, with the proviso that the additional reimbursement shall not exceed 30% of the total amount of the allowance. In calculating any supplementary payment in respect of accomodation, the Council of Europe shall take into consideration all the costs associated with the official journey (accomodation and meals offered free of charge) throughout its duration. Where these provisions apply, the fact shall be mentioned to the interpreter when the offer of engagement is made and in the contract. IV. PEX-FARE JOURNEYS 8. Notwithstanding the terms of paragraph 8 of the Agreement, when within a given contract an interpreter travels, at the request of the Council of Europe, at a PEX fare with the result that he or she remains at the place of the meeting for an extra day which is not worked, he or she shall receive for that extra day half a day's pay at the lower rate and one-half of the daily subsistence allowance. V. REMUNERATION FOR TRAVELLING TIME 9. In accordance with paragraph 26 of the Agreement, payment for travelling time is made only for assignments more than 60 km away from the interpreter's professional place of residence. 10. For the purposes of paragraph 27 of the Agreement, the earliest departure and latest arrival times (8 a.m. and 10 p.m. respectively) are to be understood, except in the case covered by paragraph 6 above, as referring: - in the case of journey by rail: to the train departure and arrival times; - in the case of journeys by air: aircraft departure and arrival times plus one hour and a half. 11. For the purposes of paragraph 28 of the Agreement, the reference point for distinguishing between a half-day and a day is 2.30 p.m.. 12. Remuneration for travelling time shall be part of the contribution base for social insurance. 13. When a meeting held in Paris or Strasbourg begins in the afternoon and/or includes only a morning sitting on the closing day, the interpreter shall, provided he or she has been duly notified at the time of the engagement, be deemed to travel on the same day in conditions which are consistent with Section V, paragraph 27 of the Agreement. Neither remuneration nor any daily subsistence allowance shall be payable in respect of travelling time. VI. RADIO AND TELEVISION 14. As regards the use of interpreters' voices when extracts from Parliamentary Assembly debates or other public events at the Council of Europe are transmitted by radio or television, interpreters paid on a daily basis shall be treated like their permanent colleagues. VII. COMPOSITION OF TEAMS 15. Where interpretation is provided in an unofficial language by a national delegation, the Council of Europe, provided it has been duly informed, undertakes to remind the national delegation of the terms of the Agreement. VIII. PROFESSIONAL DELEGATION 16. In accordance with paragraphs 36 and 37 of the Agreement, AIIC shall appoint a professional delegation elected from among the interpreters paid by the Council of Europe on a daily basis, whose names shall be notified to the Administration. 17. The provisions of the present additional protocol shall apply to all assignments subsequent to the date of signature. 11 December 1998 For AIIC For the Council of Europe APPENDIX I REIMBURSEMENT BY THE COUNCIL OF EUROPE OF THE TRAVEL EXPENSES INCURRED BY CONFERENCE INTERPRETERS PAID ON A DAILY BASIS 1. Return travel expenses between the professional place of residence and the place of work, for journeys longer than 20 km, shall be reimbursed by the Council of Europe up to an amount not exceeding the cost of travel using the means of transport and the route specified to the interpreter when the offer of engagement is made. Where appropriate, the offer shall specify that the journey may be made on the first or last day of the meeting in the conditions set out in paragraph 27 of the Agreement. In other cases, the interpreter shall be deemed to travel immediately prior to and after the meeting for which he or she is engaged. 2. Travel expenses shall be taken to mean train fares, air fares, airport taxes and shuttle service charges, as well as bus fares for journeys outside city limits. Taxi fares are not normally reimbursable since the daily subsistence allowance is a lump sum covering all expenses incurred during the assignment. However, in cases where a taxi serves as public transport to and from the place of work, or where use of this means of transport reduces the cost of the assignment, taxi fares may be reimbursed on presentation of a receipt. 3. Apart from the cases specified in paragraph 6 below, travel expenses are reimbursed on production of documentary evidence. 4. Travel expenses are reimbursed on the basis of a claim for reimbursement submitted by the interpreter immediately after the end of the assignment; all such claims shall be accompanied by copies of the items of documentary evidence. The following shall be regarded as documentary evidence: a) the air ticket, together with boarding cards for the first outward and the last return flight, airport bus or shuttle tickets (when applicable) and (save where the ticket has been put at the interpreter's disposal by the Council of Europe) evidence of payment (invoice/receipt from the travel agency or copy of credit card slip); b) the train ticket or, where company regulations require passengers to surrender their tickets on arrival, a declaration on the interpreter's honour to the effect that he or she has travelled by rail in a first-class compartment ; together with, when applicable, receipt for supplements or reservation ticket; c) receipts for any other refundable transport expenditure; d) a declaration on the interpreter's honour to the effect that he or she has travelled by a means of transport and/or by a route other than that specified in the offer of engagement. 5. As a general rule, the following principles apply: a) distances less than 500 km: first-class rail; b) distances greater than 500 km: first-class rail and/or tourist-class air travel; excursion rate where the duration of the meeting permits; c) the most economical route, bearing in mind the aggregate cost resulting from the cost of travel plus remuneration and the daily subsistence allowance payable during the journey. 6. In the case referred to in paragraph 4 d) above and in cases - other than that referred to in paragraph 4 b), - where the interpreter is unable to supply documentary evidence in respect of the journey by air or rail, travel expenses shall be reimbursed on the basis of the first-class rail fare by the shortest route irrespective of any supplements or reductions; there shall then be paid as remuneration for travelling time, subject to the provisions of paragraph 27 of the Agreement and of paragraph 13 of the Additional Protocol, a lump sum equivalent to one half-day's remuneration at the lower rate and one half-day's subsistence allowance for each journey in either direction. 7. The interpreter may use a private car at his or her own risk; the reimbursement of travel expenses gives the person concerned no right of redress against the Council of Europe for any accident sustained during the journey. The interpreter thus remains wholly liable for any accident caused by the car. 8. An interpreter who is already at the place of assignment on behalf of another Organization shall, if the two contracts are directly consecutive, inform both Organizations concerned in order that they may agree amongst themselves about the sharing of the expenses. If there is a gap of one or at most two days between the two assignments, the daily remuneration and the relevant subsistence allowances shall be shared equally by the two Organizations, as also shall the expenses relating to the outward journey (professional place of residence to place of assignment) and those relating to the return journey to the professional place of residence, up to an amount not exceeding the maximum cost of travel expenses payable under the Additional Protocol to the Agreement. In all other cases where it is possible to share the expenses, the
interpreter shall receive all the allowances to which he or she is
entitled, the costs being shared by agreement between the two Organizations. APPENDIX II Application of Article 21 of the Agreement LIST OF BILINGUAL MEETINGS JUSTIFYING A LARGE TEAM AT THE HIGHER RATE - Hearings and deliberations of the new European Court of Human Rights - Hearings of the Administrative Tribunal, the expected length of which exceeds two hours - European Pharmacopoeia - Conferences of specialised Ministers - Blood transfusion and histocompatibility - Bern Convention
- Conferences, symposia or seminars concerned with scientific cooperation (for example «Major Hazards») - Certain meetings to draft specialised Conventions. The classification of any other meeting or any part thereof as «scientific,
technical or presenting particular difficulties» will be the subject
of an ad hoc decision, normally taken in advance.
1 Under the 50th report of the Co-ordinating Committee on Remuneration, dated 2 March 1995, allowance group II is the group covering, inter alia, grade L4. 2 In the event of regular relay, this should normally be provided by at least two persons. 3 Each booth working continuously must be staffed either by three interpreters at Rate I or by two interpreters at Rate II. 4 These provisions concerning the organization of teams do not supersede existing regular and mutually accepted arrangements between administrations and interpreters, inter alia for Parliamentary Assemblies.
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