This policy establishes clear guidelines for all official travel undertaken on behalf of the organization. It aims to ensure that travel is necessary, cost-effective, and aligned with the organization’s mission. It also defines procedures for requesting, approving, and reimbursing travel-related expenses.
This policy applies to all employees, volunteers, consultants, and board members traveling for official purposes, including training, conferences, meetings, field visits, and other organizational activities.
a. Pre-Approval:
- All travel must receive prior approval from the traveler’s immediate supervisor or department head.
- International or high-cost travel also requires approval from the Executive Director or Finance Department.
b. Travel Request Form:
- Travelers must submit a Travel Request Form detailing the travel purpose, expected outcomes, dates, destination, and estimated costs.
- Approval must be obtained before making any travel bookings.
4. Travel Expenses and Reimbursement
a. Eligible Expenses:
Reimbursable expenses include:
- Air, rail, bus, or car rental transportation
- Lodging
- Meals and incidental expenses
- Conference or event registration fees
- Local transportation (taxi, ride-share, public transit)
- Other approved expenses such as visa fees, airport taxes, and baggage fees
b. Ineligible Expenses:
The following are not reimbursable:
- Personal entertainment or recreational activities
- Alcoholic beverages
- Fines, penalties, or traffic violations
- Costs for personal or guest-related activities
- Unapproved upgrades to travel class or lodging
c. Receipts and Documentation:
- Original receipts are required for all expenses and must include the date, location, and description.
- If a receipt is unavailable (e.g., local transit), a written explanation must be submitted.
- A detailed Travel Expense Report, with all receipts attached, must be filed within 15 days of completing travel.
a. Air Travel:
- Travelers must book the lowest available economy fare that meets their travel needs.
- Advance booking is required to obtain competitive rates.
b. Ground Transportation:
- Use of public transit, ride-sharing services, taxis, or rental cars is permitted.
- If renting a car, select an economy, compact, or standard model unless a larger vehicle is justified.
- Personal vehicle use is reimbursed at the organization’s approved mileage rate, which includes fuel and maintenance.
c. Rail and Bus Travel:
- Train or bus travel is encouraged for shorter or cost-effective routes.
a. Hotels:
- Travelers should select safe, reasonably priced hotels located near the meeting or worksite.
- The standard hotel cost limit is INR 3,500 per night (plus taxes); any exceptions require prior approval.
b. Shared Accommodation:
- When practical, employees are encouraged to share accommodations to reduce costs.
a. Meal Allowance:
- A daily allowance of INR 1,000 covers meals and incidental expenses such as tips and laundry.
b. Hosted Meals:
- When meals are provided by a host, conference, or event, the allowance will not apply for those meals.
a. Coverage:
- All official travelers must have adequate insurance covering medical emergencies, accidents, cancellations, and loss of belongings.
- The organization will provide or reimburse insurance premiums for international travel.
b. Emergencies:
- In case of accidents, illness, or unforeseen events, travelers must contact their supervisor or the organization’s emergency contact immediately.
9. Sustainability and Environmental Responsibility
- The organization encourages environmentally responsible travel practices, such as choosing public transport or trains over air travel for short distances.
- Travelers should minimize their environmental impact by using eco-friendly accommodation and reducing waste.
- International travelers must obtain all recommended vaccinations and medications.
- Travelers must adhere to government travel advisories and avoid high-risk areas. Travel may be postponed or canceled in case of significant safety concerns.
- Maintaining communication with the organization during travel is required for personal safety.
- All travelers must adhere to this policy. Misuse of funds or failure to comply may result in disciplinary action.
- Intentional violations may require reimbursement of unapproved expenses and further disciplinary measures.
This policy will be reviewed annually by the Finance Department and senior management. Revisions may be made to reflect organizational or legal changes and evolving best practices.
By following this Travel Policy, The HEAL Foundation ensures that all official travel is conducted responsibly, economically, and in alignment with its mission and ethical standards.