The Global Crop Diversity Trust. Travel Policies and Procedures

Transcription

1 The Global Crop Diversity Trust Travel Policies and Procedures 1 January 2015

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3 CONTENTS DEFINITIONS... 5 GENERAL TRAVEL AUTHORIZATION PROCEDURES General Pre-approval process (Travel Request) Authorization process (Travel Authorization) Group travel Travel to at-risk countries TRAVEL ENTITLEMENTS Transportation costs Modes of transportation Routing and class of travel Stopovers Daily Subsistence Allowance (DSA) Additional travel expenses OTHER ENTITLEMENTS WHILE IN TRAVEL STATUS Death and disability coverage for Regular Staff Members Insurance for non-regular Staff Entitlements relating to illness while on Duty Travel DSA during sick leave and annual leave while on Duty Travel POST-TRAVEL PROCEDURES Travel Expense Claim (TEC) MEETINGS HOSTED BY THE TRUST Page 3 of 44

4 5.1 Meetings hosted by the Crop Trust in Bonn, Germany Meetings hosted by the Crop Trust in other locations Insurance for meeting participants NON-STAFF TRAVEL Application Entitlements Authorization Procedure for ticket purchase Honorarium TRAVEL REPORTS ANNEX 1 TRAVEL PROVIDER CONTACT DETAILS ANNEX 2 TRAVEL REQUEST FORM ANNEX 3 TRAVEL ADVANCE FORM ANNEX 4 TRAVEL AUTHORIZATION FORM ANNEX 5 TRAVEL EXPENSE CLAIM ANNEX 6 EXPENSE STATEMENT FORM ANNEX 7 MEAL STATEMENT FORM ANNEX 8 MEETING REQUEST FORM ANNEX 9 TRAVEL REPORT TEMPLATE Page 4 of 44

5 DEFINITIONS Advisors/Experts Complementary Staff Consultant DSA Duty Travel Executive Director ICSC MR Non-Staff Traveller Per Diem PPPM Persons (as defined in the Personnel Policies and Procedures Manual - PPPM) who are recognized as senior experts in their field and whom the Trust has contracted (generally on a longer term basis than a consultancy which is more suitable for a specific project-based need) to provide expert knowledge/advice to the Organization as the need arises. Persons (as defined in the PPPM not having the status of Regular Staff Members and hired under contracts to complete a specific task or undertake activities that are limited in time and scope. Complementary Staff include Temporary Staff, Interns, Fellows, Associate Experts and Persons on Secondment. Persons (as defined in the PPPM) who are contracted for a limited period (normally not exceeding one year) to provide specialized professional expertise, skills or knowledge, not normally available in the Organization, and for which there is no continuing need. Daily Subsistence Allowance (DSA) is an allowance that is intended to cover expenses for lodging, meals and other incidental expenses. It is composed of two portions: an Accommodation portion (to cover lodging) and a Per Diem portion (to cover meals and other incidental expenses). Travel by a Staff Member for the purpose of carrying out official business on the instruction of the Organization The Executive Secretary of the Crop Trust (referred to in this Manual as the Executive Director) (or his/her delegate for authorization purposes) International Civil Service Commission Meeting Request A person travelling on behalf of, or at the request of the Crop Trust but not employed by the Crop Trust, with the exception of members of the Executive Board. Per Diem is the portion of DSA relating to meals and other incidental expenses. Personnel Policies and Procedures Manual Page 5 of 44

6 Regular Staff Member TA TEC TPPM TR Travel Provider Travel Time Travel Status Crop Trust (or Organization ) A person holding an appointment of one year or more who occupies a position that has been budgeted and designated as requiring recruitment for a Regular Staff Position (as defined in Personnel Policies and Procedures Manual). Regular Staff Members include those recruited for fixed-term positions on specific project funding holding positions of one year or more. Travel Authorization Travel Expense Claim Travel Policies and Procedure Manual Travel Request The Organization s outsourced travel agent (selected by the Crop Trust in a competitive bidding process) Defined for the purpose of calculating the appropriate class of travel (i.e. economy, upgraded economy or business class) as the number of hours between the scheduled departure time from authorized city of departure (city where flight originates) to the scheduled arrival time to the authorized city of destination or first stopover, including any flight connections that are imposed by the airline. Should the connection result in an overnight stop, the Travel Time is calculated up to that point only, and recommences with the next day's onward flight. Thus, flight connections are included in Travel Time up to an imposed overnight stopover. The administrative situation of a Staff Member engaged in authorized travel by an approved route from the time of departure from authorized place of departure until the time of return thereto. If normally scheduled travel is delayed, Travel Status is not interrupted. The Global Crop Diversity Trust Page 6 of 44

7 GENERAL The purpose of this Travel Policies and Procedures Manual (TPPM) is to define the policies and procedures concerning official Duty Travel undertaken on behalf of and for the benefit of the Crop Trust. When undertaking official Duty Travel, Staff Members are entitled to transportation, hotel accommodations, and services, as needed, that meet reasonable and adequate standards for convenience, safety, and comfort. This Manual sets forth the authorized mode, class of travel, subsistence rates and acceptable incidental expenditures. It also sets forth the procedures for authorization of travel and reimbursement of expenses. Staff Members are expected to use discretion and good judgment regarding expenses charged to the Crop Trust in relation to official Duty Travel. These policies shall be consistently adhered to irrespective of the funding source. It is the responsibility of all Crop Trust Staff Members to comply with the policies and procedures in this manual. It is the responsibility of the Executive Secretary (hereinafter referred to as the Executive Director) to ensure that these policies and procedures are implemented. The provisions of the TPPM constitute the basic policies and procedures for Duty Travel by all Staff Members, Complementary Staff, Consultants, Advisors/Experts and Non-Staff Travellers conducting official travel for the Crop Trust. Some provisions for Complementary Staff, Consultants, Advisors/Experts and Non-Staff Travellers vary from those applicable to Regular Staff Members; these are specified in the relevant sections of this TPPM. These policies do not apply to members of the Crop Trust s Executive Board whose travel is governed by the separate procedures indicated in the Organization s Governance Documents (Section 14 Travel and Honoraria and Other Payments to Members for Board Business ). Conditions and eligibility for HR-related travel (e.g. relocation/repatriation travel, home leave/family visit travel, education travel and emergency travel) are defined in the Crop Trust s Personnel, Policies and Procedures Manual in Section 7. However, the authorization procedure for all such travel shall be in accordance with those defined in this Manual. Page 7 of 44

8 1. TRAVEL AUTHORIZATION PROCEDURES 1.1 General Authorization to travel is a two-step process, both of which must be completed prior to undertaking any travel: 1. Pre-approval for the planned travel through completion of a Travel Request (TR) form (Annex 2). The purpose of this is to assess, primarily at a programmatic or technical level, the need for travel, appropriateness of the proposed travel period and consideration of fund availability for the proposed travel. This pre-approval for planned travel must be completed by the Staff Member prior to entering into detailed itinerary planning and authorization procedures. Details on the pre-approval process and procedures to be followed are provided in Article Formal approval for the travel through completion of a Travel Authorization (TA) form (Annex 4). Note this form is filled in by the Travel Assistant and is based on the information provided in the TR form. The purpose of this step is to obtain the Organization s formal authorization to undertake travel based on a detailed itinerary and accurate cost estimate including transportation fares and accommodation/subsistence costs. In providing such authorization, the Organization will ascertain that the mode, routing and class of travel are in compliance with the applicable provisions of this Manual. Details on the travel authorization process and procedures to be followed are provided in Article 1.3. A Staff Member shall be personally responsible for ascertaining that proper authorization has been obtained before commencing travel. Details on the formal travel authorization procedures are provided below. When travel expenses are to be borne by another organization, the same authorization process should be followed. Both a TR/TA will be prepared for insurance purposes, documenting the dates and route of travel as well as the cost-coverage arrangements. In such cases, copy of correspondence documenting the agreed cost-coverage arrangements must be provided with the TA. 1.2 Pre-approval process (Travel Request) As indicated in Article 1.1 of this Manual, prior to entering into detailed travel planning, a Staff Member who plans to travel should first complete the preapproval process. The purpose of this is to determine the need for travel at programmatic level and general budget availability. When a Staff Member intends to travel, he/she should prepare a TR form (Annex 2). This form (which is available on the Organization s Intranet) should be completed by the Staff Member (who should also provide the appropriate budget code) and sent to the Travel and Meetings Assistant for further completion. The Travel and Meetings Assistant will obtain approval by the Budget Holder who will certify funds availability and by the Finance Manager. Page 8 of 44

9 The form includes the traveller s name, the purpose of travel, the benefit to the Organization, estimated ticket cost, calculated subsistence allowance, visa requirements and other necessary booking arrangements, budget code and indication of whether the Staff Member requires any travel advance. If the Staff Member is visiting more than one location, the reason for travel should be provided for each location. The form also includes the proposed dates of travel and a proposed itinerary and should include any specific cost-coverage arrangements in case the travel is fully or partially reimbursed by the hosting organization. In this stage of approval, it is not necessary for the fare estimate to be precise, but should simply give a general idea of the estimated fare (based on the applicable guidelines on class of travel). Any personal stopovers or routing deviations to be charged to the Staff Member or requests for annual leave (where entitled by contract) that are planned to be taken in connection with Duty Travel must be noted on the form. Should the Budget Holder or Finance Manager not approve the travel, reasons for non-approval or any suggestions for changes to planned travel must be documented in the appropriate space on the form under the private travel portion. Once this process has been completed, the Travel and Meetings Assistant may proceed with preparation of a TA in accordance with the instructions in Article 1.3. The TR must be submitted at least 3 (three) weeks prior to travel where possible to allow time for processing and authorization in order to secure the most economical fares. 1.3 Authorization process (Travel Authorization) General Upon receiving pre-approval to travel (in accordance with the procedures in Article 1.2), the Travel and Meetings Assistant must complete the authorization process by submitting a TA form (Annex 4). The TA contains the name of the traveller, the full itinerary, accommodation and estimated ticket cost, calculated subsistence allowance, budget code and indication of whether the Staff Member requires any travel advance. Any personal travel involved must be clearly documented on the TA. The TA must be signed by the Travel and Meetings Assistant /Originator and approved in accordance with Article 1.2 prior to undertaking travel. The Travel and Meetings Assistant should work with the Organization s Travel Provider to obtain itineraries, cost estimates and information on any required visas and inoculations. Below are detailed instructions on completing the TA. Page 9 of 44

10 1.3.2 Itinerary In the interest of obtaining the most reasonable fares, the Organization allows the purchase of tickets either through the Crop Trust s Travel Provider or directly through the Internet, where this is more economical. In seeking price quotes, the Travel and Meetings Assistant must apply the appropriate routing and class of travel. Approved modes and class of travel and regulations regarding stopovers for official duty travel are provided in this manual in Section 2. For approved class for HR-related travel (relocation/repatriation travel, home leave/family visit travel, education travel and emergency travel) see the Personnel, Policies and Procedures Manual (Section 7). Once identified, the full itinerary should be recorded on the TA. Any personal stopovers or deviations from standard approved routing that are to be covered by the Staff Member separately should also be listed and these must be noted in the Notes section of the form. The total cost of the personal stopovers and any routing deviations that are to be charged to the Staff Member shall be indicated on the form. As mentioned above, a printout of the selected itinerary with the cost estimate must also be attached to the form Purpose of travel The Staff Member is responsible for inserting the purpose of travel when submitting a Travel Request. If the Staff Member is visiting more than one location, the reason for travel should be provided for each location. Travel to meetings should include the full name, location and dates of the meeting. The purpose of travel that is submitted on the TR is automatically carried over to the TA as a link between the documents Passport, visas and inoculations It is the Staff Member s responsibility to ensure that he/she has a valid passport. It is the responsibility of the Travel and Meetings Assistant to investigate whether there are visa and inoculation/vaccination requirements. The Travel and Meetings Assistant must indicate on the TR whether there is a visa requirement for the country(ies) to be visited and whether there are any inoculation/vaccination requirements. The Travel Provider will inform the Travel and Meetings Assistant of such requirements and assist in obtaining the required visa(s). The Crop Trust will pay for the issuance and renewal of passports for Regular Staff Members only. The Organization will reimburse all Staff Members who are required to undertake official Duty Travel for the Crop Trust (including Complementary Staff, Consultants and Advisors/Experts) for the cost of obtaining visas and any inoculations and prophylactic medicines required. Page 10 of 44

11 1.3.5 Estimated costs The TA provides a space for Fare Estimate, Allowance Estimate and Budget Code which should be completed by Travel and Meetings Assistant. The Fare Estimate should be consistent with the applicable routing and class of travel as defined in Section 2 of this TPPM, or in the case of HRrelated travel as defined in the relevant section of the PPPM. Where the Staff Member requests authorization for a different routing or class of travel, this must be indicated in the Notes section of the TA. As mentioned above, any costs associated with personal stopovers or deviations in class or routing for personal reasons should be clearly annotated on the TA and the relative portion of the fare cost shown separately. Where transportation costs are being covered by another organization, this should be indicated. The Allowance Estimate consists of estimated costs for accommodation and a per diem for meals and incidentals, which together form the Daily Subsistence Allowance (DSA). As indicated in Article 2.5 of this Manual the Allowance Estimate is calculated using standard DSA rates published by the International Civil Service Commission (ICSC). Please refer to Article 2.5 of this Manual for information on DSA entitlements and calculations Travel advance As indicated under Article normally settlement and reimbursement of travel expenses are handled upon completion of travel and presentation of a Travel Expense Claim. Should the Staff Member require a portion of the Allowance in advance of undertaking travel, he/she must ensure this is indicated in the appropriate section of the TR form by checking the appropriate box. He/she should then complete the separate Travel Advance Request Form (Annex 3) which must be submitted together with the TR form, indicating the amount he/she requires and the currency requested. Travel advance requests must include a justification explaining the need for the advance in the space provided on the TR form. Where approved, a maximum of 50% of the applicable DSA rate will be paid in advance. All travel advances are normally paid in US dollars or Euros by bank transfer or cash. Staff Members who obtain travel advances in cash assume full responsibility for loss or theft of the amount advanced. Travel advances must be requested by submitting a Travel Advance Request Form at the time of submitting the TR in order to provide adequate time to organize for the advance (which, as indicated in Article 1.2 above should be submitted at least 3 weeks prior to travel). In all cases requests for travel advances must be made at least 5 working days prior to travel. No travel advance shall be made where a previous advance has not been accounted for unless the Finance Manager decides that circumstances justify an exception, e.g., should the Staff Member initiate another journey prior to expiration of the time limit for submission of the Travel Expense Claim (TEC). Page 11 of 44

12 The Finance Manager shall approve all travel advances and assure for availability of the funds at the requested date. Any balance of funds due to the Staff Member against the amount advanced will be held pending completion of travel and submission of a TEC (Article 4.1). In cases where a Staff Member requires a cash advance for miscellaneous expenses related to the travel, but that do not constitute personal allowances (e.g. cash for unforeseen meeting expenses), a written request with a brief justification should be included in the "Notes" section of the TR (Annex 2) and Travel Advance Form (Annex 3). A traveller shall only receive one advance per travel. Travel advances shall be rounded to the nearest US$ 20 / EURO Approval Once the TA has been completed, it must be circulated by the Travel and Meetings Assistant for authorization together with a signed copy of the TR and a printout of the selected itinerary showing estimated cost. The Travel and Meetings Assistant will obtain approval by the Budget Holder who will certify funds availability and by the Finance Manager..In cases of HR-related travel by the Corporate Operations Manager will also provide authorization in order to verify that the travel is in accordance with the Organization s policies regarding HR-related entitlements. Any requests for special routing, personal stopovers or class of travel that are outside normal entitlements also require authorization by the Executive Director. It is the responsibility of the approving Staff Members to examine both the TR and the TA for conformity with the travel rules and practices, as set forth in this TPPM. Copies of the TR and TA are filed according to internal procedures Travel records The Travel and Meetings Assistant will ensure that he/she maintains up-todate electronic and hard copy records of all official travel. He/she will also maintain travel records (provided by the travel provider) and will maintain a spreadsheet containing the traveller s name, city(ies)/country(ies) visited, cost and dates of travel Purchase of tickets As indicated in Article 1.3.1, in the interest of obtaining the most reasonable fares, the Organization allows the purchase of tickets either through the Crop Trust s Travel Provider or directly through the Internet, where this is more economical. The exception to this rule is Home Leave Travel that is handled as a nonaccountable allowance paid directly to the Staff Member (see Article 7.6 of the PPPM). Page 12 of 44

13 In cases where Internet purchase is authorized, the purchase will normally be made by the Travel and Meetings Assistant utilizing the Organization s credit card. In very exceptional cases, and only where pre-approved and not possible for the Travel and Meetings Assistant to purchase the ticket, it is possible for the Staff Member to purchase the ticket directly. In such cases the Organization will reimburse the Staff Member for the actual cost of the ticket, but limited to the authorized amount for mode, route and travel class/standard in accordance with entitlements specified in this TPM or in the PPPM as relevant. If faced with such a situation, the Staff Member concerned should obtain written pre-approval of the cost from at least the budget holder (may be in the form of an ). The Travel and Meetings Assistant will raise the TR as soon as he/she is informed of the exceptional authorization. Staff Members shall obtain receipts for such tickets at the time of purchase and submit them for reimbursement with their TECs Cancellation and use of tickets At the earliest possible time, Staff Members are responsible for informing the Travel and Meetings Assistant and/or the Crop Trust s Travel Provider (or the airline company directly in the case where a ticket was purchased directly) of the need to cancel any tickets that they find they will not use and must return any ticket(s) already received within their validity period. If a Staff Member cannot contact the Travel and Meetings Assistant or the Travel Provider, he/she should arrange cancellation by contacting Travel Provider s 24-hour customer service phone number. The full contact details of the Crop Trust s Travel Provider, including the 24-hour customer service number are provided in Annex 1. Staff Members may not arrange for refund or exchange of unused rail or air tickets provided by the Organization but must return such tickets to the Organization. Staff Members who use travel class of a lower standard than that to which they are entitled by the tickets they hold shall have their tickets endorsed to this effect by the carrier. Any savings must be returned to the Organization. 1.4 Group travel Normally no more than 3 (three) Staff Members will be authorized to travel together on the same carrier. When more than 3 (three) Staff Members plan to travel together on the same carrier, the relevant Staff Members must ensure that this is clearly indicted on the TA and that the approving Staff of the TA are aware and have approved this. In such cases, the Executive Director must also be informed. While there is no insurance restriction limiting the number of Staff Members who can travel together, it is important that the Organization takes this into consideration as a risk-prevention measure. In particular it is recommended that the Executive Director and the Deputy Executive Director shall at no time travel on the same carrier. Page 13 of 44

14 When groups of staff are required to travel to conferences, seminars, or other gatherings at the Organization's expense, they should work with the Organization s Travel Provider to seek arrangements for economical group rates for expenses in connection with the journey. 1.5 Travel to at-risk countries Staff of the Crop Trust are often required to undertake international travel to attend conferences, meetings, perform research and other related activities in order to fulfill the Crop Trusts mission. However, international travel may present risks for travellers and the Crop Trust from unexpected situations such as medical emergencies, natural disasters, political instability, crime, and terrorism. Proper planning and due diligence prior to travelling can help to mitigate the adverse effects of these events. Staff should be aware that the Crop Trust s risk insurance policy may not cover Staff in cases where travel warnings exist (see Article below). When traveling on business, Staff Members are advised to obtain information about foreign travel advisories prior to organizing their travel. Staff traveling to a foreign country on business, at the Crop Trust s expense must follow the procedures listed below Approvals It is the responsibility of both the Traveller and the Travel and Meetings Assistant to check the current travel warning and alert lists. When the travel destination is in a country with a travel warning or travel alert, or where there is other reliable information of significant health or safety risks, the traveller must obtain advance approval from his/her supervisor and the Organization s management before making travel arrangements and/or incurring any expense. It is the responsibility of the Staff Member to read and abide by the information contained in the travel warning or travel alert. The Crop Trust s risk insurance policy requires that the Organization refer to the website of the British Government Foreign and Commonwealth Office in order to check for travel warnings. Below is the link to this website: The Crop Trust may withdraw approval of a Staff Member s travel at any time if conditions warrant cancellation Risk insurance limitations In accordance with the conditions of the Crop Trust s risk plan policy (life insurance and accidental death and dismemberment) no benefit is payable if the insured person: Goes to and remains in a country or an area where the British Government Foreign and Commonwealth Office advises against all travel there; or Goes to and remains for a period of more than 28 days per stay in a country or an area where the British Government Foreign and Commonwealth Office advises against all but essential travel ; and Page 14 of 44

15 The claim arises either directly or indirectly as a consequence of war, invasion, act of foreign enemies, hostilities or war-like operations (whether war be declared or not), civil war, mutiny, civil commotion assuming the proportions of or amounting to popular uprising, military uprising, insurrection, rebellion, riot, military or usurped power or any act of any person acting on behalf of or in connection with any organization actively directed towards the overthrow or to the influencing of any Government or ruling body by force, terrorism or violence" The Crop Trust's Travel and Meetings Assistant will routinely check travel requests that are submitted for any security warnings for the countries to be visited. Staff who are considering travel to at-risk countries (at planning stage) should also refer to this site. No travel will be authorized for Staff Members to countries showing advice against "all travel" or that otherwise comes under the insurer's exclusion. 2. TRAVEL ENTITLEMENTS 2.1 Transportation costs The cost of transportation (i.e. air, train or automobile mileage) is paid for or reimbursed by the Organization. The liability of the Organization shall be limited to the cost of transportation based on the approved route, mode, and class of travel authorized on the TA. Once travel commences, when deviations are made from approved travel plans, the Organization's liability shall be limited to the maximum expense and Travel Time that would have arisen had travel been carried out by the route, mode and class of travel approved on the TA. Exceptions to this occur where changes were beyond the control of the Staff Member or where the Staff Member sought and obtained authorization from the Organization in the written form (for example through a confirming message). Modifications to approved travel plans require the written authorization of the original approving Staff Members. If the class of travel used on any approved travel is lower than the approved entitlement, the calculation of costs to the Organization is based on the lower class. The non-endorsable ticket fare is the baseline standard for determining the Organization's transportation liability. Exceptions to the use of non-endorsable tickets must be justified by the Staff Member and authorized by the Budget Holder and/ or the Finance Manager (see also Section 1.2). Requests for exceptions will be entertained only in exceptional circumstances, where necessitated by operational requirements. Staff Members who wish to make personal arrangements that invalidate the conditions of the non-endorsable ticket fare shall bear any additional cost incurred. Page 15 of 44

16 Staff Members shall pay directly to the Organization's Travel Provider or must reimburse to the Organization any costs in excess of the Organization's liabilities. This can be done upon conclusion of the travel via TEC. Information on approved class of travel is provided in Section 2.3 below. 2.2 Modes of transportation Air transportation, by the most direct and/or economical regularly scheduled route, is regarded as the normal mode for all official Duty Travel. Alternative modes of transportation for travel (such as train, bus, automobile) may be authorized for Duty Travel, where more appropriate or considered in the best interest of the Organization and approved following the procedures mentioned in section 1.2 above. In accordance with the current practice, airlines that are rated by the IATA as Category A ( use without restrictions ) take precedence over Category B ( use if operationally essential and a Category A carrier is not available within a reasonable time frame). If there is no alternative but a category B airline, the traveller will be informed accordingly. Staff Members may decline an itinerary offered if it requires them to depart from headquarters, or place of accommodation if away from headquarters, before 6:00 AM. Staff members may elect to spend the night at a hotel near the airport if the selected itinerary requires them to depart from headquarters, or place of accommodation if away from headquarters, before 6:00 AM. Costs will be reimbursed with the TEC. 2.3 Routing and class of travel Travel by air Routing Travel will be approved by the most direct and/or economical routing (see note regarding definition of most direct and economical routing below). The most direct routing shall normally be the one with the least number of schedule plane changes between the point of departure and the final destination. If there are two or more itineraries with the same number of plane changes, the one with the shortest Travel Time is the most direct. The most economical routing shall be the least costly in monetary terms. In determining cost differentials when considering routing options, additional costs such as staff time and DSA entitlements shall be included. Where the most direct itinerary is not the cheapest, the following shall apply: a. If the cost differential is less than 20% of the cheapest itinerary but not more than Euro 250, then the most direct itinerary should be considered the preferred option. Page 16 of 44

17 b. If this is not the case, then the cheapest itinerary (least direct) shall normally be the preferred option. The exception to this (and where the more expensive direct flight can be approved) is in cases where the higher costs are commensurate to staff time saved by using the most direct route. As a general rule, this shall be the case whenever the cost differential (in Euro) divided by 100 (value of staff travel time per hour) is not more than the difference in travel time (in hours). See example below: Example: Itinerary A is most direct with no stopover at a ticket price of Euro 4,500 and overall travel time of 10 hours Itinerary B is less direct with a ticket price of Euro 4,000 and overall travel time of 14 hours. The cost differential (Euro 500) divided by 100 (representing the value of one hour of staff travel time) = 5 is more than the difference in travel time (4 hours) and hence the less direct itinerary should be the preferred option. However, the most direct and more costly ticket would be the preferred option if: The difference in travel time was 5 hours or more, or If choosing the less direct itinerary would entail additional costs due to the specifics of the itinerary The above guidelines are designed to strike a balance between the elements most direct (defined in terms of stopovers and travel time) and most economical (where the most direct itinerary is not the least costly taking into account not only the ticket price, but also the staff time spent on travel and any DSA entitlements that may arise). When looking for flight options, the Travel and Meetings Assistant will take this into consideration when proposing options. Where the preferences of the Staff Member differ from the guidelines above (with costs to the Organization of more than Euro 250) authorization must be obtained from the Unit Head (or budget holder) and Executive Director. Class Economy class is approved for travel under 9 (nine) hours of continuous Travel Time (including scheduled plane changes, as per definition of Travel Time in this Manual). Premium economy class is approved in the following case: o For travel over 9 (nine) hours of continuous Travel Time (including scheduled plane changes), where available. Under special circumstances, business class may be approved for travel over 9 (nine) hours of continuous Travel Time (including scheduled plane changes). Requests for such approval must be justified by the Staff Member and the Unit concerned and approved by the Executive Director. A Staff Member seeking such special authorization must submit a request to the Travel and Meetings Assistant with a justification for the request. The Travel and Meetings Assistant will forward the request to the responsible Unit Head (or budget holder) for authorization together with the prices for the two classes of transportation. Once the Unit Head (or budget holder) has approved the request, the Travel and Meetings Assistant will forward the request to the Executive Director for final authorization. Business class is approved only in the following cases: Page 17 of 44

18 o For travel over 9 (nine) hours of continuous Travel Time (excluding scheduled plane changes); or o For night flights over 6 hours of continuous Travel Time and where the Staff Member does not have a scheduled overnight stopover for other legs of travel associated with this flight and is due to work right after arrival (does not have a night to sleep before initiating work). The above entitlements refer to Duty Travel of Regular Staff Members only. Approved class of travel for HR-related travel can be found in the relevant sections in the Personnel Policies and Procedures Manual (Section 7). The approved class of travel for non-staff will normally be in economy class regardless of the flight length as indicated in Article 6.2. Staff are expected to make as much use of other less expensive fares as is consistent with the time and routing required. Unless another class of travel is authorized in advance by the Executive Director, upgrading is at the Staff Member's expense Travel by train Where Duty Travel requires travel by train, first class seating with seat reservations is authorized except on high-speed trains in Europe, US and Canada where second class seating with seat reservations is authorized in exceptional cases. Staff Members requiring first class seating in high-speed trains in Europe in order to undertake work en-route to their destination may request special authorization for first class seating with reservations. The approval procedure for such requests is as per that described under Article above. Where train journeys require overnight travel, Staff are entitled to first class travel in suitable sleeper or other facilities, as follows: In Europe: first class, with two-berth sleeper accommodation. In Canada and in the United States: first class, with pullman accommodation, including a bedroom. In all other areas: accommodation comparable to that provided in Canada and in the United States depending on the facilities available Travel by automobile The Organization encourages the use of rental cars instead of private automobile for Duty Travel where no public carrier facilities exist and such hiring is essential to the performance of the mission. In such cases, reimbursement is made on presentation of receipts for the rental including: Basic insurance coverage and mileage charges as necessary for the performance of the mission; Loss and Damage Waiver insurance (which covers damage to the rental car or its theft. If combined Loss and Damage Waiver insurance is not available, then Collision Damage Waiver and Theft Waiver insurance) Any motor fuel charged separately; Highway and other road tolls. Page 18 of 44

19 1 (one) or 2 (two) Staff Members travelling together will be entitled to a standard compact car while 3 (three) or 4 (four) Staff Members travelling together will be entitled to a midto intermediate size car. GPS and any other equipment will be on request and subject to approval. By law, most countries require insurance coverage to be provided by licensed resident insurers. If the coverage is not included in the rental agreement, employees who rent should purchase the minimum legally required insurance coverage offered by the rental company. The CDW/LDW (collision damage waiver, loss damage waiver or physical damage waiver) is usually provided with the basic rental. When Duty Travel by private automobile is required, a TA will be issued by the Organization specifying the costs to be covered by the Organization. In computing reimbursement, the Organization uses distances quoted in authoritative mileage guides. For approved travel by private automobile, the Staff Member must demonstrate that he/she holds adequate automobile insurance against damage or injury involving the persons or property of third parties, including passengers. The Organization accepts no liability for loss or damage to private automobiles used for the travel. Reimbursement of expenses related to authorized travel by privately owned vehicle may include: (a) Operating costs on the basis of total vehicle mileage by the most direct and economical route, as shown in official road guides, at established rates applicable to the area in which travel is undertaken; (b) Road/ bridge or tunnel tolls; (c) Where the journey requires that a portion of travel be by train, a vehicular roll-on/roll-off ferry or a ship, or a combination of these modes of transportation, reimbursable expenses shall be limited to port charges and the cost of passage for both the vehicle and the authorized passengers; (d) In case of travel by more than one Staff Member in the same vehicle, only one of the Staff Members is entitled to claim reimbursement for the expenses under section (a), (b), and (c) above. 2.4 Stopovers For travel by air or mostly air, Staff Members shall be entitled to rest periods before commencing duties or a stopover for rest purposes as follows: (a) If the scheduled time for the journey is between 8 and 12 hours, the Staff Member shall not normally be required to commence duty within 12 hours of arriving at the destination; (b) If the scheduled time for the journey is more than 12 hours but not more than 18 hours, the Staff Member shall not normally be required to commence duty within 24 hours of arriving at the destination; Page 19 of 44

20 (c) If the scheduled time for the journey is more than 16 hours, the staff may have one stopover for rest purposes, which shall not exceed 24 hours, at any intermediate point in the journey, with travel subsistence allowance. If the final stage of the journey is more than 8 hours, the Staff Member shall not normally be required to commence duty within 12 hours of arriving at the destination. As an alternative to rest stopover, the Staff Member may have a rest period not exceeding 24 hours on arriving at the destination; (d) Rest stopovers shall normally be taken in the course of an air journey. However, a rest stopover may also be taken at the end of the air portion journey while awaiting onward travel by another mode of transportation. Requests for such stopovers must be justified by the Staff Member on the TR and TA and authorized by the Executive Director. When travel is by air but not by the most direct route, stopovers are authorized only to the extent that would be allowed for travel by the most direct route, and Travel Time is calculated on that of the most direct route. 2.5 Daily Subsistence Allowance (DSA) General Accommodation and subsistence costs during travel will be based on standard Daily Subsistence Allowance (DSA) rates published by the International Civil Service Commission (ICSC) and updated on a monthly basis. The DSA rates are composed of two portions: 1. an Accommodation portion (to cover lodging); and 2. a Per Diem portion (to cover meals and other incidental expenses). In cases where ICSC has not established a percentage rate for the lodging element of the DSA, the accommodation component will be deemed to be 50% of the applicable DSA rate. The DSA schedule is utilized to obtain the estimated Allowances in advance of the travel. The Crop Trust s policy is to reimburse Staff Members for the actual cost of lodging upon presentation of invoices, and to provide a fixed per diem to cover meals and other incidentals. Additional travel expenses such as terminal expenses (transport to/from airport/train station) and other reasonable additional miscellaneous expenditures (described in Article 2.6) incurred in connection with official Duty Travel are reimbursed upon completion of travel and submission of receipts with written justification for the expenditures. Reimbursement of expenditures will be made through submission of a Travel Expense Claim (TEC). As mentioned above, with regard to accommodation expenses, the Crop Trust will reimburse the Staff Member for actual accommodation expenses incurred. Reimbursable costs include room and taxes upon proof of receipt. Should the cost of accommodation exceed the allowance, the Staff Member shall bear any additional expenses incurred unless he/she provides a satisfactory written explanation for the need to select the chosen lodging. Page 20 of 44

21 2.5.2 Computation of DSA When DSA is payable to a Staff Member on official travel status, the amount to be paid shall be determined in accordance with the duration of the journey as provided in sections (a) and (b) below. The DSA shall be paid for the day on which the travel begins at the rate applicable to the place of arrival; (a) The allowance shall be paid for the day on which the travel begins at the rate applicable to the place of arrival with an adjustment to the per diem rate according to the number of meals required; (b) For each successive period of 24 hours from midnight to midnight (measured by local times, ignoring time zone differences), a full days allowance shall be paid, except that on the day on which the travel is concluded, the calculation of per diem depends on the schedule and whether any meals are required. The DSA for a journey of less than 24 hours shall be computed as follows: If it involves a night away form the Staff Member s residence, a full days allowance shall be paid; If it does not involve a night away from his or her residence: o o No allowance shall be paid for a journey of less than 10 hours; 40 per cent of the allowance shall be paid for a journey of 10 hours or more. The rate applicable for each 24 hour period shall be that for the place at which the Staff Member spends the night. If the Staff Member is travelling for all part of a night, the appropriate rate shall be the rate established for the place of arrival, except for the last leg of the return journey from travel on official business, when the allowance shall be paid at the rate applicable to the last authorized place at which he or she spent the night. In some cases, accommodation and per diem rates are known in advance and may differ from the standard DSA rates (for example in cases of meetings where some or all meals may be covered or are provided at a specified lower rate). In such cases, the Organization may apply special and reduced rates of DSA as indicated in Article below. Where these costs are known in advance, this should be specified on the TA (as indicated in Section 1.2 above). Where costs are not known in advance, DSA payment will be will be handled as indicated in Article Settlement of expenditures and reimbursement of any amount due to the Staff Member is handled upon completion of travel and presentation of a TEC as indicated in Article 4.1 below. Except in the case of recruitment and relocation travel, no other HR-related travel (home leave travel, family visit travel, education travel, emergency travel, and repatriation travel) involves DSA entitlements. Page 21 of 44

22 2.5.3 Special and reduced rates The Organization may establish special and reduced rates of DSA: during such time as Staff Members are assigned to meetings (where costs are either partially or fully covered or are known to be less than standard rates) or for extended periods of duty travel away from their duty station; during hospitalization, in cases, of medical travel. When accommodation and/or meals are provided free of charge by the Crop Trust, by a partner or other institution, the rate of the DSA shall be reduced on a pro-rata as follows: 75% of Per Diem is paid if one meal is provided 50% of Per Diem is paid if two meals are provided (half board) 20% of Per Diem is paid if all meals are provided 0% of Per Diem is paid if the trip hours are less than 10 hours or all meals provided and hotel paid by organizer Where actual costs are known, the actual costs will be applied instead. In cases where all costs are provided (accommodation, meals, transfers, etc.) per diem will not be paid DSA for Duty Travel by private automobile When the authorized mode of travel is by automobile (preferably by rental car), DSA is payable for the period the Staff Member is in official Travel Status (as defined on page 5 of this Manual). Staff are expected to travel as far as reasonably possible each day. DSA for each day is paid on the basis of the rate for the country in which majority of travel was undertaken in that day. Unless the night is spent in a city with a specified rate of DSA, the "elsewhere" rate is paid. Staff should note on their TEC the distance travelled in each country. The total mileage rate reimbursement which a traveller may claim in respect of a particular journey shall be limited to the maximum travel expenses to which he/she would have been entitled had the Staff Member travelled by the most direct route and most economical mode (e.g. air, rail, car). When Duty Travel is undertaken by automobile at the preference of the Staff Member, he/she is entitled to the DSA that would have been payable had the Staff Member travelled: (a) By the direct air route; or (b) Where there is no direct air route, by the direct rail route; or (c) By a combination of (a) and (b) above. 2.6 Additional travel expenses In addition to the transportation cost, accommodation and per diem, the following additional travel expenses are paid for or reimbursed by the Organization: Page 22 of 44

23 Terminal expenses - actual costs incurred for travel to and from the airport/train station at point of departure and arrival (see Article below). Excess baggage expenses (for Duty Travel only) where exceptionally authorized (see Article for rules on excess baggage); Other necessary miscellaneous expenses incurred by a Staff Member in connection with the transaction of official business or in the performance of authorized travel. Such expenses may include the following: o Transportation tax; o Visa fees; o Hire of local transportation (excluding that for intra-urban transportation such as travel between place of residence and office, etc.) which the Staff Member may need in transacting official business and which is not covered by terminal expenses; o Cost of telecommunications for official business (receipt required); o Rental of personal computer required for official business; o Fees for issuance and renewal of visas, cost of visa photographs, necessary inoculations/vaccinations, and airport taxes; o Hospitality expenses. Where known in advance, such items should be listed on the TA. Where unforeseen, and costs are likely to be in excess of US$100, Staff Members should obtain authorization by the Budget Holder by where possible. The necessity and nature of the expenses shall be satisfactorily explained and supported by proper receipts with submission of the TEC. Copies of correspondence demonstrating authorization of expenditures should be submitted together with the TEC. In cases where it is not possible to obtain a receipt for an expense, Staff Members should submit a written statement with their TEC indicating the nature of the expense, the total cost (including currency paid) and an explanation or justification for the lack of a receipt (Annex 6). Staff Members shall exercise the same care in incurring such expenses as that of a prudent person travelling on personal business Terminal expenses Reimbursement of terminal expenses (actual costs incurred for travel to and from the airport/train station at point of departure and arrival) will be reimbursed to the Staff Member based on presentation of receipts to be submitted with the TEC. The Organization does not pay terminal expenses to a Staff Member who travels by rental car or by private automobile for which the traveller receives reimbursement on a mileage basis. However, the cost of terminal expenses that would have been paid for air travel is taken into account in determining the total amount of the Organization's responsibility. No terminal expenses should be paid in respect of an intermediate stop that: Is not authorized; Does not involve leaving the terminal/station; Page 23 of 44

24 2.6.2 Excess baggage Excess baggage is any baggage that is not carried free of charge by transportation companies. There is no entitlement for excess baggage in connection with HR-related travel (relocation/repatriation travel, home leave/family visit travel, education travel and emergency travel). Excess baggage is also not normally authorized for Duty Travel. However, in exceptional cases Staff Members may request an excess baggage allowance in connection with official Duty Travel. Examples of cases where an excess baggage allowance may be considered are where travel is for an extended period, where a low-cost airline is being used and the baggage allowance is insufficient, when more than one airline is used and one transportation company charges for baggage that is carried free of charge by another transportation company. There may be other instances where excess baggage may be allowed. Requests for excess baggage must be included on the TA with a justification in the Notes section and a cost estimate provided in the budget section under Miscellaneous cost estimate. If a Staff Member is required to pay for excess baggage at the airport (that has been previously authorized on the TA) such costs will be reimbursed upon submission of the TEC on completion of travel together with supporting receipts. Where the incurred charges for excess baggage exceed those authorized, they may be reimbursed only if, in the opinion of the Executive Director, the circumstances were exceptional and warranted such a reimbursement. As indicated above, the total estimated amount of excess baggage authorized shall be shown on the TA when possible. Excess baggage charges on Duty Travel are payable by the Organization only for personal belongings and for materials needed for carrying out official duties. When deviations or stopovers are made for personal reasons, extra charges for transport of excess baggage, are payable by the Staff Member Authorized quantities of excess baggage The following paragraphs describe the allowable quantities of excess baggage in cases where this has been exceptionally authorized for Duty Travel as described in Article above When travel is by air in economy class, the excess baggage allowance is limited to the equivalent amount of the free baggage allowance for business class on the same route. On flights for which baggage allowance is calculated by airlines on the basis of the number and size of pieces of baggage ("total dimension" measure), the Organization reimburses the cost of one flat rate in accordance with airline's tariffs. Except in case where excess baggage vouchers are issued with the airline tickets to cover excess baggage, Staff Members must pay excess baggage charges themselves, obtain receipts, and claim reimbursement on their TEC. Page 24 of 44

25 If the same weight of baggage carried free of charge by one transportation company is charged for by a subsequent company (of the same mode of transport), the Staff Member shall be reimbursed for the expenses upon presentation of receipts submitted with the TEC. Shipment of official material as unaccompanied baggage may be authorized in cases where the Staff Member provides adequate justification and approval is granted by the relevant Crop Trust Officers Baggage insurance The Crop Trust's baggage insurance plan includes coverage of Staff members while they are travelling on Crop Trust business and covers theft, loss or damage of laptops, mobile phones and other electronic devices (including personal devices lost while travelling on Crop Trust business). Loss of cash and travel documents are also covered to a maximum amount of 20% of the sum insured (current policy is Euro 3,000). Any claims for lost or stolen baggage must be accompanied by a police report. Coverage does not apply to instances in which belongings are stolen due to carelessness or trickery. Coverage also does not apply if items of value are stolen from inside locked vehicles. Staff Members are expected to exercise maximum caution with their belongings while travelling. For more information on the baggage insurance policy and exclusions please see the Corporate Operations office Usage of corporate mobile phones during business travel The Crop Trust's mobile phone plans have calling and data packages which differ depending on the plan. The plans do include limited passes (depending on type of plan) that can be activated for data roaming in Europe (plus a limited number of additional countries specified in the plan). Please see the Corporate Operations office for details on plan coverage. The plans do not include data roaming for outside of Europe (plus a limited number of additional countries specified in the plan). In these cases international rates apply. It may be that travellers using official Crop Trust mobile phones require data packages that are not already included in the standard mobile phone plan or need data packages for outside of Europe. In such cases, any additional data packages for mobile phones must be approved in advance through the Travel Request Air mileage programs Staff Members may retain air mileage accumulated through frequent-flier and other loyalty programs. Page 25 of 44

26 3. OTHER ENTITLEMENTS WHILE IN TRAVEL STATUS 3.1 Death and disability coverage for Regular Staff Members Coverage under the Organization's Staff Compensation Plan for Regular Staff Members, includes death, injury or illness directly resulting from travel on official duty by means of transportation furnished by or at the expense or direction of the Organization, including travel by automobile specifically authorized in advance. However, as mentioned in Section 1.5 above, the Crop Trust s risk insurance policy may not cover Staff in cases where travel warnings exist. For more information, please see Section 1.5 of this Manual. The Organization's liability for accident or sickness of Regular Staff Members during stopovers is limited to: periods of authorized stopovers for official business; waiting periods for connecting carriers, limited to the officially recognized periods of stopover or delays between regularly scheduled carriers. In cases where the Staff Member chooses, for reasons of personal convenience, to extend his/her travel for a period longer than that authorized, the Organization ceases to have any liability for the Staff Member beyond the period authorized. Staff Members who take personal stopovers or who, for their own convenience, deviate from the itinerary approved for official business should arrange and pay for any insurance they may desire, to cover the personal stopover/period of deviation. 3.2 Insurance for non-regular Staff As indicated in the PPPM, non-regular Staff Members (such as Consultants, Advisors/Experts and Complementary Staff such as Temporary Staff and Interns) are not provided with medical or accidental death and disability insurance and are required to take out such insurance covering the period of the contract at their own expense. The exception to this is Temporary Staff who are employed for a period of more than 3 months who are provided with limited medical insurance. Persons in these categories who are employed by the Trust (therefore acting as representatives for the Trust) and are travelling on behalf of the Trust (and whose travel was pre-approved through a Travel Request) are covered for emergency medical care by the Crop Trust s emergency medical insurance policy. 3.3 Entitlements relating to illness while on Duty Travel Sick leave while on Duty Travel If a Staff Member falls ill or suffers an accident while in Travel Status, he/she should inform his/her supervisor as soon as possible. If the Staff Member is ill for more than 3 (three) working days while on official travel, he/she is required to send a medical certificate to the HR representative as soon as possible. Page 26 of 44

27 3.3.2 Reimbursement of medical expenses related to Duty Travel The Organization pays or reimburses reasonable hospital and medical expenses that may be incurred by a Staff Member who is injured or who becomes ill while in Travel Status. Coverage is limited to costs that are not already covered by other health or personal insurance. For sickness not directly resulting from job duties, claims of less than US$ 20 are not reimbursed. 3.4 DSA during sick leave and annual leave while on Duty Travel DSA during sick leave while on Duty Travel DSA shall continue to be paid during periods of sick leave while a Staff Member is on duty travel. However if the traveller is hospitalized (and therefore has no accommodation or meal costs), 20% of the per diem portion of the DSA rate is payable to cover other incidental expenses. Payment will be based on actual expenditures incurred supported by receipts DSA during annual leave while on Duty Travel DSA is not paid for any period of annual leave taken during official Duty Travel. Staff Members who are entitled to annual leave shall obtain prior authorization (through submission of the TA) to combine periods of annual leave with official Duty Travel. When annual leave is taken, entitlement to DSA and reimbursement of travel expenses cease at the close of business on the last day on which official duties are performed and recommences at the time of departure from the stopover point, or at the beginning of the business day on which official duties resume, whichever is appropriate. Where annual leave is taken without prior authorization through the TA, Staff Members must obtain prior written authorization from their supervisor. Upon return from Duty Travel, Staff Members must report to the HR representative any period of leave taken while in Travel Status and note such periods on their TECs. If, during a period of annual leave, a Staff Member is required to travel on official business then the Staff Member shall be entitled to Per Diem for the specific days in which he/she is engaged in official Duty Travel. Page 27 of 44

28 4. POST-TRAVEL PROCEDURES 4.1 Travel Expense Claim (TEC) Upon completion of travel, the Staff Member must submit a claim for reimbursement of travel expenses including receipts and supporting documentation to the Travel and Meetings Assistant. In cases where receipts are missing, the Staff Member must fill in the Missing Receipt Declaration (Annex 6). The Travel and Meetings Assistant will complete the TEC and submit this to the Finance Department together with receipts and supporting documentation as necessary. The TEC form is provided in Annex 5. Receipts must be provided for accommodation, terminal expenses (transport to and from the airport at place of departure and arrival), any authorized excess baggage and for reimbursable miscellaneous expenditures (as indicated in Article 2.6). Where it is not possible to obtain receipts for accommodation, the standard DSA rate calculation will be apply (see Article 2.5.2). Any costs that were covered by a partner or host organization must be indicated. All reimbursable expenditures incurred during the trip must be listed on the TEC form. TECs shall be submitted within 30 days following the completion of the journey. Delay in submission of TECs may affect the Staff Member s ability to request future travel advances (Article 1.3.6). Excessive delay in submission of TECs or accumulation of unsubmitted TECs may result in the deduction of travel advances from a Staff Members salary Settlement of TECs A Staff Member will receive reimbursement for authorized travel expenses upon completion of travel. The Travel and Meetings Assistant will submit the TEC on behalf of the Traveller to the Finance Department together with supporting receipts and any other required documentation. The Organization may reject any claim for payment or reimbursement of travel or other expenses incurred by a Staff Member that are in contravention of any provisions of this Manual or of the PPM, or which are not provided for by these Manuals. A Staff Member who incurs reimbursable travel expenses in excess of the travel advance he/she received shall be paid the balance of the reimbursable expenditures after approval of the TEC. A Staff Member who incurs reimbursable travel expenses less than the amount he/she received in the form of a travel advance, shall refund the balance to the Organization upon approval of his/her TEC. Should the Staff Member fail to reimburse such costs, the expense will be recovered through a salary deduction. Page 28 of 44

29 TECs will be rejected by the Finance Department if they are incorrectly or only partially completed. Claims may be partially reimbursed if items of expenditure are not supported by receipts or other required documentation. Notification of such partial reimbursement, together with an explanation of the reasons therefore, shall be provided to the Travel and Meetings Assistant on the copy of the form returned to them as payment advice. A Staff Member may submit a supplementary claim for any disallowed items if they wish to present further justification or explanation Currency of payment TECs are normally settled in US dollars or Euros. Any funds remaining from a travel advance shall be returned to the Organization in the currency it was received. If funds from a travel advance are returned to the Organization in a different currency than that received, the exchange rate applied will be that of the day that the advance was received. 5. MEETINGS HOSTED BY THE TRUST 5.1 Meetings hosted by the Crop Trust in Bonn, Germany This section contains guidelines for cost-coverage relating to travel, DSA and incidental expenses for participants attending meetings organized by the Crop Trust and held in Bonn, Germany. A Staff Member who is organizing a meeting to be hosted by the Crop Trust in Bonn should contact the Travel and Meetings Assistant as soon as possible and provide all necessary information about the planned meeting (number of participants, duration of meeting, likely travel needs, etc.). The Staff Member shall give the Travel and Meetings Assistant all details on the participants (full names, itineraries and travel dates) in order to obtain price quotes, and complete the Travel Request form and the Meetings Request Form (MR) (Annexes 2 and 8). The Staff Member shall also inform the Travel and Meetings Assistant of the nationalities of the meeting participants and obtain information on visa requirements for travelling to Bonn, Germany. Information on visa requirements must be provided to participants sufficiently in advance to allow them to obtain the necessary visas. As necessary, the Staff Member should provide letters of invitation to assist with visa issuance. The Travel and Meetings Assistant can assist in visa processing by submitting letters of support to the German Federal Ministry of Foreign Affairs. This office has advised that such letters should be provided at least four to six weeks in advance of travel Air travel All flights for participants, irrespective of length, should be in economy class. Justifications for upgraded economy class airfare (for example for medical reasons or due to excessively long flights) may be submitted to the Executive Director for approval. Page 29 of 44

30 5.1.2 Train travel Where train travel is required, second-class tickets with seat reservations are authorized. Justifications for first class seating with seat reservations may be submitted to the Executive Director for approval DSA for meetings in Bonn, Germany Hotels: Special group rates in hotels that are conveniently located either close to the Crop Trust offices or to public transportation should be identified by Travel and Meetings Assistant in consultation with the Organization s Travel Provider and through independent research. The actual cost of the hotel should be utilized for calculating the accommodation cost for the TA. DSA: The daily allowance will be calculated according to the special and reduced rates calculation specified in Article Terminal expenses (costs travel to and from the airport/train station): Participants should be encouraged to take the most economical means of transportation from the airport or train station to the Crop Trust offices or hotel. Participants should be provided in advance with information on the means of transport to be used and the estimated costs. Where possible, arrangements should be made with drivers or taxis to collect more than one participant. These rates shall also be used when calculating for weekends. The amounts specified above are guidelines and may be modified according to specific logistic arrangements for each meeting. Any deviations from the above rates should be noted on the TA. 5.2 Meetings hosted by the Crop Trust in other locations This section contains guidelines for cost-coverage relating to travel, DSA and incidental expenses for participants attending meetings organized by the Crop Trust and held in locations other than Bonn, Germany. A Staff Member who is organizing a meeting to be hosted by the Crop Trust in a location other than Bonn, Germany should contact the Travel and Meetings Assistant as soon as possible and provide all necessary information about the planned meeting (number of participants, duration of meeting, likely travel needs, etc.). The Staff Member shall give the Travel and Meetings Assistant all details on the participants (full names, itineraries and travel dates) in order to obtain price quotes, complete the Travel Request form and Meetings Request form (Annexes 2 and 8). The Staff Member shall also inform the Travel and Meetings Assistant of the nationalities of the meeting participants and obtain information on visa requirements for travelling to the country of the meeting venue. Information on visa requirements must be provided to participants sufficiently in advance to allow them to obtain the necessary visas. As necessary, the Staff Member should provide letters of invitation to participants to assist with visa issuance. Page 30 of 44

31 5.2.1 Air travel All flights for participants, irrespective of length, should be in economy class. Justifications for upgraded economy class airfare (for example for medical reasons or due to excessively long flights) may be submitted to the Executive Director for approval Train travel Where train travel is required, second-class tickets with seat reservations are authorized. Justifications for first class seating with seat reservations may be submitted to the Executive Director for approval DSA for meetings held outside of Bonn, Germany Hotels: Where possible, special group rates in hotels that are conveniently located either close to the meeting venue or to public transportation should be identified by Travel and Meetings Assistant together with the Staff Member concerned. The actual cost of the hotel should be reported on the TA. DSA: The daily allowance will be calculated according to the special and reduced rates calculation specified in Article These rates shall also be applied for weekends. Terminal expenses (costs of travel to and from the airport/train station): Participants should be encouraged to take the most economical means of transportation both at the point of departure to the airport or train station and from the airport or train station to the meeting venue or hotel and return. Participants should be provided in advance with information on the means of transport to be used and estimated cost. Where possible, arrangements should be made with drivers or taxis to collect more than one participant. If appropriate and cost-effective, arrangements for bus rental may be considered. Reimbursement for each journey to or from the airport of arrival/ departure is USD These rates should also be calculated for weekends. The amounts specified above are guidelines and may be modified according to specific logistic arrangements for each meeting. 5.3 Insurance for meeting participants Participants travelling for Crop Trust meetings must provide adequate evidence of personal insurance coverage. Letters of invitation to participants must specify that they must have appropriate travel and emergency medical insurance and that the Crop Trust cannot take responsibility for any expense resulting from lack of adequate personal insurance coverage. Page 31 of 44

32 6. NON-STAFF TRAVEL 6.1 Application The Crop Trust considers non-staff travellers persons who are travelling on behalf of, or at the request of the Crop Trust but not employed by the Crop Trust, with the exception of members of the Executive Board. 6.2 Entitlements Non-Staff Travellers are entitled to the following: Cost of transportation (economy fare will normally be applied regardless of length of travel; mode of travel must be in accordance with the appropriate guidelines set out in this TPPM); DSA (covering accommodation and per diem which should be calculated in accordance with the appropriate guidelines as set forth in this TPPM); Costs for local transportation costs to/from airport(s); Reimbursement of reasonable additional expenditures such as telephone calls, Internet, strictly related to official business and supported by receipts. Reimbursement of fees charged for visas and necessary inoculations and vaccinations. Non-Staff Travellers are not entitled to any Travel Advance payments. 6.3 Authorization Travel of Non-Staff Members must be authorized through preparation of a TR. When the Organization is planning travel for a Non-Staff Traveller a Staff Member in the Unit concerned should send a TR to the Travel and Meetings Assistant. The Travel and Meetings Assistant will obtain itineraries and price quotes, complete the TR form and obtain the required signatures. The TR must be signed by the Organizer, Budget Holder and the Travel and Meetings Assistant. It must be authorized by the Budget Holder, the Finance Manager and by the Corporate Operations Manager (in case of HR Travel only) 6.4 Procedure for ticket purchase The Organization normally purchases the transportation ticket for a Non-Staff Traveller. If a Non-Staff Member wishes to buy his/her own ticket, he/she will be requested to submit a cost estimate for pre-approval. In such cases, reimbursement will be made upon receipt of invoice with a copy of the paid receipt. The Organization will reimburse the actual amount of the transportation ticket up to the amount authorized on the TA. Page 32 of 44

33 A non-staff traveller is required to submit a TEC and should do so by submitting all required receipts to the Unit organizing the travel who will assist in preparing the TEC. In cases where a Non-Staff Traveller incurs reasonable unforeseen expenditures that were incurred in direct relation to the Duty Travel (outside of the allowances provided for meals and incidentals as described above) he/she must submit itemize the costs incurred with a justification and provide copies of receipts as supporting documentation. 6.5 Honorarium As indicated in the Contracts Policies and Procedures Manual, In cases where an individual is being requested by the Trust to provide expertise in direct connection with travel being undertaken for the Trust (and for which they are not employed under a Consultancy contract), the traveller may be paid an Honorarium through the TR form. See the Contracts Policies and Procedures Manual for more information. 7. TRAVEL REPORTS All Staff Members (including Complementary Staff and Consultants) undertaking Duty Travel on behalf of the Crop Trust must prepare and submit a travel report to their Unit through their supervisor within 60 days of completion of travel. A travel report template is attached in Annex 9. Page 33 of 44

34 ANNEX 1 TRAVEL PROVIDER CONTACT DETAILS Travel Provider contact details Full Name of company: WESTTOURS-Reisen GmbH Full address: Adenaueralle 76 City, State ZIP: Bonn Opening hours: Contacts: Monday Friday 08:00 hrs 17:00 hrs Marion Schroeder Telephone: Ilijana Scherling Telephone: Franziska Schmitz Telephone: Fax: Emergency Hotline: 24-hour emergency phone for air ticket changes/cancellations: +49 (0) Page 34 of 44

35 ANNEX 2 TRAVEL REQUEST FORM TRAVEL'REQUEST' Travel'Authorization'Nr: T14 Traveller:''''''''''''''' MR! MRS! FALSE #### FALSE FALSE Family'Name:' First'Name(s): Only'for'Non:Staff Phone Address Purpose'of'Travel:' Benefit'to'the'Organization: Staff% Non1Staff% Proposed'Itinerary: FWD: *FWD1first%working%day%at%destination LDW: *%LWD1last%working%day%at%destination Unit Account Donor Project Activity Sub:Activity Budget'Year Travel'days From (City,%Country) To (City,%Country) Departure (Proposed%Date,% dd/mm/yy) Arrival (Proposed%Date,% dd/mm/yy) Unit (Select%Unit) Notes/'request'for'private'travel'portion: Specify%here%any%special%arrangements%regarding%cost1coverage.%Also%note%here%any%plans%for%unofficial%travel/stopovers%or%annual%leave%days%(where%entitled%by%contract)%to%be%taken%in% conjunction%with%duty%travel. From (City,%Country) To (City,%Country) From (Proposed%Date,% dd/mm/yy) Until (Proposed%Date,% dd/mm/yy) Number'of'Personal'Days (all%unofficial%travel%days) Additional'Travel'Information Would'you'like'the'Travel'Office'to'reserve'your'hotel?' *Please%specify%the%dates%if%not%all%days%to%be%booked%as%per%itinerary Would'you'like'the'Travel'Office'to'book'a'car? *If%Yes%please%specify%how%many%days%for%rental Would'you'like'the'Travel'Office'to'book'a'train'ticket? *If%Yes%please%specify%the%Arrival%and%Destination%points Will'you'be'applying'for'a'Visa? *Specify%country/ies: Inoculations/vaccinations'required:' *%If%yes,%specify: Will'Trip'Be'Reimbursed'by'Another'Organization? NO% NO% NO% NO% NO% NO% YES! YES! YES! YES! YES! YES! *Partially! *If%Yes,%provide%details%regarding%agreement%(Name%of%Organization,%Items%to%be%Funded%by%Org,%etc.)%in%the%box%below Advance'request No% If%Yes,%please%provide%a%jusTfictaion%for%the%need%of%an%advance%below.% % Page 35 of 44

36 TRAVEL'REQUEST Travel Authorization Nr: T14 Funding: PROPOSED'FUNDING'SOURCE (budget) Curr Amount,' Local'Currency Amount,'USD A.'FARE'ESTIMATE: Airfare/Ticket EUR Private'Portion:%(if%applicable) EUR Train/Mileage EUR Private'Portion:'(if%applicable) EUR TOTAL'Estimate'Amount: EUR B.'ESTIMATE'OF'ALLOWANCES Daily'Rate'(DSA/PerDiem,'USD): Nights DSA/Per%Diem%rate,%%%* Total,%DSA/Per%Diem (*%Notes%for%deducted%DSA%Rate%): Special'Allowances'' (e.g.%honorarium) Accomodation (if%known) Additional'Travel'Cost (e.g.%taxi) EUR EUR EUR (*%Notes%to%additional%travel%cost%): TOTAL'estimated'allowances: $'0 TOTAL'ESTIMATED'COSTS'(A+B) Approvals UN'Rate'of'Exchange Curency EUR Rate Originator 14.%Okt%14 Dagny%Poser Supervisor' 14.%Okt%14 Budget'Holder(s) 14.%Okt%14 Finance'Manager 14.%Okt%14 Janet%Muir Budget'Code(s) Notes'regarding'nonKapproval: To#be#completed#by#Supervisor#/#'unit'#head#and#Finance#Manager Specify%any%reasons%for%non4approval%or%suggestions%for%modifications%to%proposed%travel: For'Finance'Use' only: Page 36 of 44

37 ANNEX 3 TRAVEL ADVANCE FORM TRAVEL'ADVANCE'REQUEST Travel Authorization Nr: (Authorized Request to Travel form to be attached) T14 Traveller'Name: ' Staff:'''''''''''''''''''Non0Staff: TOTAL'estimated'allowances: USD', Amount'of'advance'requested: Do'you'have'any'outstanding travel'advances? Yes:'''''''''''''(if'yes,travel'advance'required'special'approval) No: Currency:' Payment'Method: EUR''''''''''''USD''''''''''''Other'''''''(specify) Cash'''''''''''Bank'Transfer'''''''''(if'bank'transfer,please'provide'details'below) For'Bank'Transfer Bank'Instructions: Name'of'Account'Holder: Account'Number: Bank'Name: Bank'Address: Sort'Code/ABA/Bankleizahl: IBAN: BIS/SWIFT: Amount'Received: Date'paid: Finance'Manager For'Cash'Payment Amount'Received: Date'paid: Signature'of'Recipent: Note:'(please'specify'why'travel'advance'is'required) According'to'Travel'Policy: 50% of the applicable DSA rate to be paid in advance in cases where the request for the advance is approved No'travel'advance'shall'be'made'where'a'previous'advance'has'not'been'accounted'for'unless'the'Director'of'Finance'decides'that circumstances'justify'an'exception,'e.g.,'should'the'staff'member'initiate'another'journey'prior'to'expiration'of'the'time limit'for'submission'of'the' Travel'Expense'Claim"'(TEC) Approval/s Finance'Direcor/'Finance'Manager 14.'Okt'14 Page 37 of 44

38 ANNEX 4 TRAVEL AUTHORIZATION FORM TRAVEL'AUTHORIZATION'FORM Travel Authorization Nr: (Authorized "Trave Request" form to be attached) Traveller Title: MR! MRS! FALSE FALSE FALSE FALSE Family Name Staff! Non-Staff! First Name(s) For Non-Staff Phone Address Purpose of Travel T14 Revision Full Itinerary: (All Official Includes Private Portion ) City Country Arrival ETA Departure ETD Class* Flight Nr/Train/Km Budget Code DSA** DSA % Nr of Days Total USD * C- business class// Y- economy class// A- premium economy class TOTAL'DAS/Per'Diem,'USD $0,00 ROE ** Notes for reduced DSA: Airfare/Ticket Train/Mileage Ticket to be issued by Travel Provider! Ticket to be issued by Travel Provider! Ticket to be purchased by Trust Credit card! Ticket to be purchased by Trust Credit card! Ticket to be purchased by Traveller (reimbursed)! Route Cur Amount, LC ROE Amount, USD Ticket to be purchased by Traveller (reimbursed)! Route Cur Amount, LC ROE Amount, USD TOTAL'AirFare/Ticket,'USD $0,00 TOTAL'Train/Mileage,'USD $0,00 Notes/ request for private travel portion: Note here any unofficial travel/stopovers or annual leave days (where entitled by contract) to be taken in conjunction with Duty Travel. Accommodation: City Hotel Arrival Date Departure Date No. Nights Cur Amount, LC ROE Amount, USD TOTAL'Accomodation,'USD $0,00 Page%1 Page 38 of 44

39 TRAVEL'AUTHORIZATION'FORM Travel Authorization Nr: (Authorized "Trave Request" form to be attached) T14 A. FARE Subtotal $ - BudgetCode % Amount Airfare/Ticket $ - - $ - Private Portion - $ - - $ - Subtotal $ - BudgetCode % Amount Train/Mileage $ - - $ - Private Portion - $ - - $ - A. TOTAL FARE BudgetCode Subtotal $ - $ - $ - $ - $ - B. ALLOWANCES DSA/Per Diem - Subtotal $ BudgetCode Miscellaneous - Subtotal $ - BudgetCode Accomodation - Subtotal $ BudgetCode Honorarium - Subtotal $ - BudgetCode B. TOTAL ALLOWANCES BudgetCode Subtotal $ - $ - $ - $ - $ - C. TOTAL BudgetCode Total $ - $ - $ - $ - $ - Page 39 of 44

40 ANNEX 5 TRAVEL EXPENSE CLAIM TRAVEL'EXPENSE'CLAIM Travel'Nr. T14 Traveler' Revision Purpose of Travel: 0 Arrival Dates DSA / Per Diem Accommodation Expenses Miscellaneous Expenses City, Country Budget Code Departure DSA / Per Diem $ DSA / Per Diem % Number Total DSA / Per of Days Diem Local Currency Dollar Conversion Type of Expense Local Currency Dollar Conversion TOTAL PER DIEM, USD $0,00 TOTAL, USD $0,00 TOTAL MISC EXPENSE, USD $0,00 *)paid)by)trust)via))invoice Per Diem $0,00 Settlement'Instructions: Accomodation $0,00 Miscellaneous $0,00 Total Amount Claimed $0,00 Advance Received $0,00 Private Portion deductable $0,00 Amount Due Traveller, USD $0,00 Prepared)by: Dagny)Poser Date: Claimant)Signature: ) Date: (I#certify#that#the#above#details#are#correct) UN'Excange'Rates Currency ROE Budget)Holder(s): Date: EUR Approved/Checked)by: David)Westphal Date: Comments: Notes Please)attach)original)receipts)for)all)accommodation)and)miscellaneous)expenses,)plus)ticket)stubs IMPORTANT:)Note)that)the)travel)claim)should)be)submitted)withing)3)month)after)the)travel)took)place. Page 40 of 44

41 ANNEX 6 EXPENSE STATEMENT FORM EXPENSE STATEMENT FORM I confirm that I was unable to obtain receipts for the following: TYPE OF EXPENSE WHERE AMOUNT incl currency But confirm that these have been paid by me: Signed: Date: Page 41 of 44

42 ANNEX 7 MEAL STATEMENT FORM Meal Statement Form Travel Authorization Nr: T14 Traveller Name: Do you have eligible dependants residing with you at your official duty station? Yes$ No$ Private Stay (please indicate if your stay was privat) Date Please specify what has been provided and comments you may think are important (dd/mm/yy) Accomodation Breakfast Lunch Dinner Comments I confirm that the above statement is correct. Signed: Date: Please fill in the above according to your travel days and provide information on your accommodation and meals. This is also required for the days where no meals where included. Notice to traveller: All receipts for transportation and excess baggage, used air transportation stubs and any unused transportation tickets and excess baggage coupons (MCO's) must be returned to the Crop Trust. Page 42 of 44

43 ANNEX 8 MEETING REQUEST FORM MEETING'REQUEST'FORM Name'of'event/'meeting Number'of'participants Place'(city,'country) FALSE FALSE FALSE FALSE Purpose'of'Meeting:' (Please,indicate,purpose,of,the,travel,here) Benefit'to'the'Organization: (Please,indicate,the,benefit,to,the,Organization,here) Budget'Code Unit Account Donor Project Activity SubNActivity Meeting'date/s starting,day: starting,time: finish,day: finish,time: Meeting'Room Theatre UPshape Classroom big,meeting,room, small,meeting,room Equipment'required Description select Skype, Go,to,Meeting,conference,call Go,to,Meeting,phone,call Microphones LCD,,screen Sharing,Screen WIFI,&,internet,access White,board Note,pads,&,pens Flipchart,with,markers Others: comments Meals/'coffee'break time coffee/tea soft,drinks snacks AM,break PM,break Lunch Dinner Reception Others/,Comments Additional'Information Page 43 of 44

44 ANNEX 9 TRAVEL REPORT TEMPLATE TRAVEL REPORT TEMPLATE Staff Member: Dates visited: Destination(s) and Institute(s) visited: Purpose of Travel 1. Background 2. Activities Undertaken and Outcomes 3. Follow up Action of experiences. Page 44 of 44