1 SUMMARY OF UN TRAVEL POLICY I - TRAVEL ENTITLEMENT 1- Travel by air UN TRAVEL POLICY SUMMARY - The Maximum entitlement is computed on the most economical rate appropriate via a direct route, in the applicable standard of accommodation authorized, following the United Nations rules and regulations. - All reservations must be made on the UN travel policy rules, by using special fares below: Travels in economy class (Y class) are calculated on following rates: APEX, Super-PEX, PEX fares, Excursion, market fares, negotiated fares, corporate rates, local selling fares, through fares, point to point fares, cross tickets Travel in business class (C class) are computed on: Published business class fares, market fares, negotiated fares, corporate rates, local selling, point to point business class fares - A travel entitlement does not imply to purchase a ticket in full economy / business class. - Issuance of expensive one way ticket should be limited to a strict minimum. - Each segment flight (in the itinerary) determines if the staff member is entitled to business class (C cl) or economy class only (Y cl). - Children / Infant are authorized to have a seat. Therefore infant fares are not applicable on UN negotiated rates for official travel. - Youth or student fares wherever applicable are taken into consideration, when they determine the least costly fares. Standard of accommodation based on the duration of travel: Staff members at ASG/USG level, human rights members of committee, and human rights experts, special rapporteurs, ILC members (High level, up to D2) Type of booking class authorized for official mission on: Appointment, Reasignment, separation travel, Home Leave, Family Visit travel. Less than 9 hours = Y class More than 9 hours = C class Except the Education Grant travel shall be always booked in Y cl at the lowest fare applicable using the youth / student fares. Staff member and their eligible family members, experts, consultants below ASG level (Grade P et G).
2 Type of booking class allowed for official travel: Flight over 9 hours Flight under 9 hours Appointment travel C class Y class Reasignment travel C class Y class Separation travel C class Y class Home Leave travel Y class Y class Family Visit travel Y class Y class Education Grant travel Y class Y class Travel by 1rst class requires the exceptional approval from the Under-Secretary-General for administration and Management UNHQ prior to departure. 2 - Travel by rail - Travel by rail is authorized in 1rst class with appropriate seat / sleeper reservation. - If the travel by rail is requested for personal convenience, the overall travel expenses must not exceed the airfare. Therefore the maximum entitlement is determined on the basis of airfare, and also on the travel time. 3 - Travel by private automobile, taxi, car hire - Travel by private automobile or car hire, for personal convenience is not authorized. Consequently it is at traveller s own risk. - The use of private car for official business is subject to prior approval from the administration. - A traveller is not supposed to claim taxi expenses for travelling between the residence and the place of duty. The DSA is supposed to cover such transportation costs. - Taxi rides between airport and other places are covered by terminal expenses. - Car rental are only reimbursed when prior approval has been obtained. 4 - Private deviation - Reminder: the maximum travel expenses is computed on the basis of the most economical air fare, by a direct route, at the appropriate standard and rate. - When staff members travel for their personal comfort, by a particular route, choosing their means of transport, and standard of accommodation (booking class, Y or C cl), they must not overspend the maximum authorized. - If the standard of accommodation used is lower than the standard authorized, the costing must be calculated on the lower standard. For example: the passenger wants to travel with a member of his family on mission and wishes to travel together in the same booking class, in Y cl, from GVA to BKK, the maximum costing will be based in economy class at the lowest fare applicable. - The extra cost for of any private deviation from the authorized itinerary and standard of accommodation must be paid by the passenger (PSGR) prior to departure.
3 - If a journey is interrupted for private convenience, less or more than 24h, such stopover shall not overspend the maximum entitlement, including as well the airport taxes amount. Therefore, in this case, the PSGR must pay the difference for the airport taxes computed on the most direct itinerary, and on the private stop or stopover (more than 24h). 5 - Meeting participants - Travel of meeting participants is based on the most direct route and least costly fare independent of the duration of flying time. - No rest stopovers or paid travel time is granted. - In order to compensate the travel time, terminal expenses or other miscellaneous expenses, one additional day DSA at the rate of the meeting location shall be paid. II - REST PERIODS AND AUTHORIZED STOPOVERS - For travel by air, staff members are entitled to rest periods before starting their duties. Official travels - If the schedule time for the journey is 0h 06h no rest periods authorized. 06h 10h PSGR is not supposed to start duty within 12h after arrival at destination. 10h 16h PSGER will not be required to commence duty within 24h after arrival. 16h and more PSGR can have a stopover en route. If the final stage exceeds 6h, the traveller is not supposed to start duty within 12h after arrival. If the last flight is more than 6h a rest period maximum 24h is allowed Home Leave, Family Visit travel & Education Grant travel Flying time 0h 10h no rest period authorized 10h and more 1 day stopover for rest purposes authorized travelling on home leave with children under 12 years old. No stopover is granted for family visit travel & education grant travel III - TRAVEL TIME Official travel - When staff member travel by air, using the fastest means of transport, or sometimes air travel is not feasible, actual travel time spent during a normal working day is not charged against annual leave. Neither annual leave is charged when Stopovers are authorized for rest purposes for travel by air For unavoidable stopovers, which can not be reasonably regarded as rest stopover.
4 On Home Leave, Family Visit travel - Staff members are granted a fixed amount of travel time not chargeable to annual leave 1 day for each journey flight - 10h 2 days for each journey 10h 16h 3 days for each journey 16h and more IV - TERMINAL EXPENSES - Reimbursement for each journey to or from the airport to other point of arrival / departure is USD and USD for each family member. Except for New York USD and USD for each family member. V - CALCULATION OF DSA ALLOWANCE - A full day s allowance at the appropriate rate is paid for the day on which travel is begun, and no allowance is paid for the day on which travel is ended. - Travel less than 10h, and no overnight stay away from the residence = no DSA paid. - 40% of DSA is paid for a journey = 10h or + 10h The rate applicable is paid for the area of destination, except for the last leg of a return travel, the DSA is based on the rate applicable to the last authorized place (where the traveller spent the night). - UN officials at a rank equivalent to assistant Secretary General or above shall be paid DSA at the rate promulgated by the ICSC (International Civil Service Commission) + 40% - UN Officials at a rank equivalent to the director level shall be paid DSA + 15 % - No DSA is paid for home leave travel, family visit travel or education grant - When accommodation and/or meals are provide by the UN, by a Government, by a related institution, the rate of the DSA shall be paid as follow: 50% if accommodation is provided 70% if meals are provided 20% if accommodation and meals are provided VII - TRAVEL ADVANCES IMIS Travel Requests - A traveller should only receive one advance per travel unless it is clearly mentioned that it refers to an increase in the amount due to an extension of the travel dates. - Minimum amount approved USD Travel advances shall be rounded to the nearest USD 20.00, and nearest for EUR. - Traveller cheques through the travel agency are available in CHF, USD EUR. - Payment of travel advance within 5 working days prior to authorized date of departure. - Exceptionally travel advances may be authorized in cash for certain countries, where staff members encounter difficulties honouring traveller cheques. (Service provided by UBS UN Branch.) Such an exceptional request shall be addressed in writing at least 2 working days before departure to the Chief FRMS indicating the amount requested, the denominations to be provided and the date and specific time when the cash is to be collected by the traveller.
5 - No travel advance is delivered through the travel agency, when the mission is in GVA. Administrative officers shall instruct the cashier s office to pay DSA in CHF by cheque. VIII - ACCOMPANIED AIR EXCESS BAGGAGE ENTITLEMENTS - A special advance for accompanied air excess baggage charges may be requested by the traveller prior to departure on the travel authorization except for repatriation travel. - Any approved excess baggage assessed and charged by the airline prior to boarding is reimbursable upon presentation of receipt attached to the travel claim. IX - PURCHASE OF TICKETS - The receipt of an approval travel authorization does not give the right to purchase tickets by staff members. - The authorization for travellers to purchase their own tickets should only be given by substantive officers after consultation with the Travel unit. - Tickets purchased with air mile are reimbursable only up to the face value shown on the ticket normally limited to airport taxes mentioned on the ticket stub. X - REFUND APPLICATION FOR UNUSED TRAVEL DOCUMENTS ISSUED BY THE TRAVEL AGENCY - The Travel Unit is in charge of claiming refund for unused tickets issued in GVA and abroad. - Secretaries should forward unused tickets to the Travel Unit with a copy of the travel authorization. - Residual value of partially unused ticket is computed by the Travel Unit. - The travel agency shall refund unused or partially tickets within 30 days for tickets issued from GVA and 60 days issued from abroad. XI - SPECIALS INSTRUCTIONS Travel by more 30 Staff member on a single aircraft: - Following the Malicious Acts Insurance policy, no more than 30 staff members are allowed to travel on the same aircraft. - The security clearance procedure shall not exceed the limit of 30 PSGR on any one flight. Ticket deadline control: - Traveller should avoid requesting the TA in last minute, and should prepare it well in advance in order to make sure that tickets can be issued at the lowest fare applicable prior to the deadline. - Travel agent shall mention in the itinerary remarks a ticketing deadline, the specific conditions of the fare (cancellation fees, rebooking fees before and after departure).
6 - The travel agent is responsible for the issuance of the ticket once the travel authorization is in hand. However the ticket can not be issued without the green light of the PSGER in order to avoid cancellations fees. Procedure for special 24h service: - A certain number of person in charge of United Nations staff members, are entitled to order tickets through the American Express 24h Service for emergency missions outside office hours. - A travel authorization / request must be issued, and Amex as well as the Travel Unit informed by substantive offices without delay on the next working day. XII - LUMP-SUM PAYMENT - Staff members have the option to make their own travel arrangements and receive a lump-sum payment. Only applicable for travel by air and related entitlements on Home Leave Family Visit travel, Education Grant travel. - The lump-sum is equivalent to 75% of the cost of the full economy class fare. - It is based on the cheapest fare from GVA to the final destination with the less expensive carrier and the most direct route. - For children and students = the lump-sum amount is equivalent to 75% of the Child / youth / student fare - The payment of the lump-sum will cover all types of entitlements including surface travel inside the country of destination. No right to be entitled to rest stopovers, terminal expenses, insurance coverage, accompanied excess baggage, and unaccompanied shipment. Once the lump-sum option chose, it is not any more possible to revert to the normal entitlement. Free tickets air mile do not meet the conditions of the lump-sum rules, the staff member who is requesting lump-sum, must provide to the organization an invoice of tickets purchased. How to do get the lump-sum: Staff members shall inform their human resources of their planned itinerary at least 2 months before departure. Shall request information on the lump-sum amount to the Travel Unit & Fill the Home leave, Family Visit request form (PT.165), or Education Grant request form (PT.66). Once staff member advised of the amount of the lump-sum, he has 10 days to give his agreement to accept the lump-sump. If the agreement notice is not received within that time the lump-sum option will be not granted. The lump-sum amount is certified by the Travel Unit. Last stage, the certifying officer will issue a travel authorization (IMIS-generated) indicating that the staff member has opted for a lump-sum payment, and will prepare also a PT.165 form lump-sum travel funds. - 2 Weeks after the return, staff member will be required to certify on the form that travel took place, and to attach travel documents, as passenger receipt, boarding passes, immigration stamps on national passport
7 Failure to provide such travel documents, the lump-sum amount will be automatically deducted on the member staff s salary. XIII - INSURANCE COVERAGE - The UN is responsible for a staff member only when he/she is on official travel status. - Any deviation from an authorized itinerary / mode of transportation for personal convenience would be at the risk and responsibility of the staff member and at his/her expense. - Internationally-recruited professional and general service staff, locally-recruited staff members, experts and consultants on official mission/travel/dsa status are covered by this insurance. - The coverage begins when the staff member boards the aircraft for the last leg of the flight to the designated duty station and ceases when he alights from the flight leaving the duty station. Coverage is related only to malicious acts: Death, disability caused direct or indirectly by war, revolution, rebellion, insurrection, military or usurped power, riots, sabotage explosion of war weapons, terrorist activities, murder or assault by foreign enemies, or any attempt. XIV - SECURITY CLEARANCE PROCEDURE - All official travels to countries/duty stations where any SECURITY PHASE has been declared must obtain SECURITY CLEARANCE from the DESIGNATED OFFICIAL in the country concerned prior to departure. - The request for security clearance should include the staff member s complete NAME, TITLE and, NATIONALITY, UNLP / PASSEPORT DETAILS, AGENCY/ORGANIZATION, details of his ITINERARY (travel dates, time of arrival and departure), the PURPOSE of the mission, and copy of the traveller s SECURITY CLEARANCE CERTIFICATE. - All these details should be specified in the Security Clearance Request form, (which can be loaded on the DSS chapter Department of Safety and Security. - The Security Clearance must be requested for all the countries in Phase I or above, at least 7 days before the departure, in order to ensure sufficient time for the staff member to receive written approval. Security PHASES are classified as follows: PHASE I : Precautionary PHASE II : Restricted Movement PHASE III : Relocation PHASE IV : Emergency Operations PHASE V : Evacuation - The designated Official can approve security clearance for areas / duty station in Security Phase I, II, III, IV.
8 - For Countries in Security Phase V the designated Official will make a recommendation to UNSECOORD (United Nations Security Coordinator), who will grant, or deny the security clearance. - UN staff members travelling to countries/duty stations where NO SECURITY PHASE is in effect, must inform the Designated Official in the country concerned, of their travel dates and contact details. - Upon arrival in any country, even if the country is not in a Security Phase, and even if the trip is an annual leave or personal travel, contact must be made with the Designated Official, advising of the traveller s, itinerary and giving contact details. - The purposes of these procedures is to ensure that the Designated Official can monitor the location and the number of all personnel at the duty station, and to ensure that they are including in the Security Plan. In case of crisis or emergency, these elements enable to locate quickly a staff member everywhere in the world. NB: All areas in PHASE 3 or above are NON-FAMILY duty stations.
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