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Sunday, 05 February 2012

Project Participants Travel

PURPOSE:

This document establishes policy and procedures for recording and processing travel advances and settlements of all project participants travel in their country of residence and abroad

For the purpose of this policy a country of residence means the country where the project participants resides.

PROCEDURES AND POLICIES:

Authority to Approve Travel:

  1. Project Managers are responsible for approving submissions of requests for authorization of travel.
  2. Senior Specialists are responsible for ensuring requested travel is appropriate and authorized in project agreements or, if not, bringing such deviation to the attention of their Deputy Executive Director. Senior Specialists are responsible for approving all project requested travel within the traveler's country of residence.
  3. Deputy Executive Directors are responsible for approving all project requested travel outside of the traveler's country of residence.
  4. Deviations from this policy document require the advance written approval of the Executive Director.

Allowable Travel Costs:

  1. Airline Tickets. Reimbursement is limited to the cost of coach or economy class airfare by the most direct, cost-effective routing
  2. Train Tickets. Reimbursement for first class rail fare is authorized
  3. Lodging
    1. Within Country of Residence, reimbursement is limited to the lower of the actual cost or $100.00 (taxes not included) per day.
    2. Outside Country of Residence, reimbursement is limited to the lower of the actual cost or the maximum amount allowed in the U.S. Joint Travel Regulations (taxes not included). If lodging is pre-arranged for the traveler because of conference participation funded by the STCU, then the maximum amount allowed in the U.S. Joint Travel Regulations may be exceeded by up to 25% (taxes not included). In those exceptional cases where there are no accommodations available within the maximum amount allowed or accommodations are unacceptable, then the most cost-effective accommodation is authorized with prior approval of the responsible Deputy Executive Director. Maximum lodging rates outside of a country of residence may be obtained from the STCU treasurer or at http://www.state.gov/m/a/als/prdm/xxxx.
      Where "xxxx" is the year the travel will begin. For example: 2005.

    3. Lodging without receipt is not compensated.
  4. Meals and Incidental Expenses (M&IE)
    1. Within Country of Residence, the M&IE is $35.00 per day.
    2. Outside Country of Residence, the M&IE is $50.00 per day.
  5. Other Costs. Actual cost of passports, visa, or conference registration is authorized with receipt.
  6. Use of Privately Owned Vehicle. Reimbursement for the use of a privately owned vehicle to perform travel is authorized at the rate of $.15 per kilometer. Records must be kept for this activity, including destination and kilometers traveled, and odometer readings. Documents must be signed and approved by project manager.
  7. Local Travel. Reimbursement for the actual cost of local travel (taxi, bus, etc.) is authorized. Receipts must be obtained.
  8. Actual amount of the bank withdrawal fee is authorised. If it is more than 1% than that supporting documents are required.
  9. Actual amount of currency exchange expenses is authorized provided the currency has been exchanged at the STCU authorized points or at more favourable rates and must be confirmed by the receipt.
    The list of the STCU authorized exchange points may be obtained from the STCU treasurer or at http://www.stcu.int/info/travel/.
  10. For currency that has been exchanged at places other than STCU authorized points or in case the receipt is lost the STCU will use the NBU F/X Rate in effect on the day when travel advance was paid. In case when the exchange was made outside of Ukraine and the receipt (exchange rate confirmation) is not available for presenting to the STCU it is required to use the www.oanda.com rates.

Travel Advances.

Travel advances may be provided for the estimated cost of transportation, lodging, M&IE, and other costs.

Extensions of Travel for Personal Reasons.

Travelers may extend their travel for personal reasons; however, the STCU will not pay for any cost associated with such extensions.

Procedures.

  1. Obtaining Travel Approval for Travelers.
    1. Travelers should complete either STCU Form 10p (Request and Authorization for Travel and Advance Pay - Project Travel) or STCU Form 10p+transfer (Request and Authorization for Travel and Advance Pay including Bank Transfer- Project Travel) depending if a bank transfer is required. It is often the case with conference travel, that the conference organizer requires an advance wire payment. If so, the traveler should utilize STCU Form 10p+transfer. If no such transfer is required, the traveler should utilize STCU Form 10p. Upon completion of STCU Form 10p or 10p+transfer, the traveler should submit the form to his Project Manager. The Project Manager will grant approval for the travel by signing this form.
    2. The Project Manager will forward the form to the Project Coordinator who will review it and indicate approval by signing this form.
    3. If the travel is outside of the traveler's country of residence, the Project Coordinator will provide the form and his/her recommendation to the responsible Deputy Executive Director.
    4. The responsible Deputy Executive Director will, if the travel is approved, sign the form and forward it to the Administrative Department for preparation of the "Nakaz" (if advance requested is >= US$ 3000.00) and payment voucher. All documents are then forwarded to the Treasurer.
    5. The Treasurer assigns the Travel Authorization Number and determines the cost of the Travel.
    6. If the portion of the travel advance to be used outside the country of residence is less than $3,000 then the whole amount of the travel advance is paid to the traveler's personal bank account in the currency normally used for grant payments in his country of residence. (In Ukraine - UAH, in Uzbekistan, Georgia, Azerbajan and Moldova - USD).
    7. If the portion of the travel advance to be used outside the country of residence is above $3,000 then the Treasurer withdraws the whole amount of the travel advance from the local bank and provides the travel advance to the traveler and a currency license if needed (exceptions: Georgia, Uzbekistan, Azerbaijan, and Moldova where travel advances are always provided by bank transfer). In addition, the Treasurer will forward the "Nakaz" and "Zayava" to the Chief Financial Officer for approval.
    8. The traveler or the project manager on behalf of the traveler is authorized to pay by debit card for hotel reservations, conference fee payments and other items which are clearly identified on the STCU authorized travel registration form. Such payments must be confirmed by receipts (i.e. bank statement).
  2. Settlement of Travel
    1. Travelers shall submit completed STCU Form 11 (Travel Settlement Voucher) to the Treasurer not later than 7 working days after return. Receipts are required to support all expenses except for M&IE.
      The traveler must submit to the treasurer originals of the supporting documents.
    2. The amount due to the traveler will be paid to his personal bank account. The treasurer may authorize the additional settlement payment of up to $50.00 for both local travel and outside travel. Higher amounts require the approval of the Senior Specialist. In all cases when settlement is more than US$ 500.00 the additional approval of a DED is required.
    3. The amount due from the traveler will be deducted from his next grant payment.
    4. Amount due to traveler will be paid by bank transfer.
  3. Obtaining Passports, Visas, Airline/Rail Tickets and Hotel Reservations.

    Travelers are responsible for all travel arrangements (passports, visas, registrations, etc.). The STCU Travel Agent may provide assistance by issuing a form letter indicating that the travel is an official STCU travel. All Uzbek travelers are required by Uzbek law to have a letter from the STCU travel agent. In order to receive this letter please contact the STCU Travel Agent at the following e-mail address: travel.support@stcu.int. Travelers must abide by the rules and regulations of each individual embassy or consulate related to obtaining a visa. Often the rules and regulations for obtaining a visa differ widely between embassies and consulates. Thus, the STCU advises that all travelers work closely with the consular section of the embassy or consulate of the destination country to ensure satisfaction of all visa requirements.
  4. Timing
    The request for travel advance should be submitted to the Senior Specialist at the latest four weeks prior the travel for Ukrainian, Georgian, Azeri, and Moldovan Project Participants. For Uzbekistan the STCU requires that the Senior Specialist receive the travel advance request a minimum of five (5) weeks before travel begins.
    The Senior Specialist within two days should authorize the travel request and pass it to the next authority level, or if there are reasons not to do so, contact the Project Manager.
    The Deputy Director within two days should authorize the Voucher and pass it to the next authority level for travels outside the country of residence only, or if there are reasons not to do so, contact the Senior Specialist.
    The Chief Administrative Officer within two days should authorize the Voucher and pass it to the next authority level, or if there are reasons not to do so, contact the Project Manager or Senior Specialist.
    The Chief Financial Officer within two days should authorize the travel request and pass it to the next authority level, or if there are reasons not to do so, contact the Project Manager or Senior Specialist.
    The Treasurer within two days should process the travel request or travel settlement, or if there are reasons not to do so, contact the Project Manager, Project Administrator or Senior Specialist.
    The traveler within 7 working days after return should submit the Travel Settlement report to the Treasurer or other STCU authorities if the settlement requires additional approvals.

EFFECTIVITY:

This procedure is effective October 1, 2005.

Andrew A. Hood
Executive Director

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