FINANCIAL / ADMINISTRATIVE INSTRUCTION 9 (FAI 9) OSCE OFFICIAL TRAVEL MANAGEMENT. 1 of 28

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1 FINANCIAL / ADMINISTRATIVE INSTRUCTION 9 (FAI 9) OSCE OFFICIAL TRAVEL MANAGEMENT 1 of 28

2 Table of contents FAI 9 OSCE OFFICIAL TRAVEL MANAGEMENT 1 PURPOSE TECHNICAL FOCAL POINT EFFECTIVE DATE AND APPLICABILITY SCOPE DEFINITION OF OFFICIAL TRAVEL ENVIRONMENTAL SUSTAINABILITY OVERALL RESPONSIBILITIES FUND MANAGERS CHIEF OF FUND ADMINISTRATION TRAVEL MANAGEMENT UNIT OF THE SECRETARIAT TRAVEL MANAGEMENT OF OTHER EXECUTIVE STRUCTURES DUAL APPROVAL AUTHORITIES PROGRAMMATIC APPROVAL ADMINISTRATIVE APPROVAL TRAVEL OF HEADS OF INSTITUTION, PERSONAL REPRESENTATIVES AND SPECIAL REPRESENTATIVES TRAVEL POLICY TRAVEL EXPENSES ROUTE, MODE AND STANDARD OF TRANSPORTATION TRAVEL BY AIR Class of travel Entitlement for excess baggage on travel by air: Risk Management with Commercial Passenger Air Travel DISRUPTION OF TRAVEL SERVICES TRAVEL BY TRAIN TRAVEL BY SEA TRAVEL BY BUS TRAVEL BY CAR PURCHASE OF TICKETS AUTHORIZATION ADVANCE PLANNING AND PURCHASE REQUIREMENT AIRFARE SOLICITATION AFTER HOURS ITINERARY VARIATIONS EXCEPTION REQUESTS DAILY SUBSISTENCE ALLOWANCE Payment of DSA Overnight travel Same calendar day travel Airline Ancillary fee policy BLA Boarding and Lodging Allowance TERMINAL EXPENSES MISCELLANEOUS TRAVEL EXPENSES TRAVEL ADVANCES ENTITLEMENT TRAVEL THE TRAVEL PROCESS DECISION AND REQUIREMENT TO TRAVEL POST TRAVEL REBATES FROM TRAVEL AGENTS & AIRLINES of 28

3 1 PURPOSE The Financial/Administrative Instruction (FAI) for Official Travel Management (FAI 9) provides the OSCE s Fund Managers (FMs) and Programme Managers (PMs) and Chiefs of Fund Administration (CFAs) with policies and procedures for the management of official travel. 2 TECHNICAL FOCAL POINT The technical focal point (focal point) for the travel management business processes in this FAI is the Travel Officer at the Secretariat (Travel Officer). The focal point is responsible for: Monitoring its proper application throughout the OSCE; Regular review and updating of this FAI; Ensuring this FAI is consistent with the Financial Regulations, the Financial Rules and with the other FAIs; Providing common interpretations and clarifications in its application; Providing assistance on related technical issues; and Advising the D/DMF of any required adjustments and revisions. 3 EFFECTIVE DATE AND APPLICABILITY This FAI is effective from 15 February, 2013 and replaces all previous OSCE instructions, directives and guidelines that were issued in the context of travel management. This FAI will be regularly reviewed to ensure transparent, effective and cost-efficient travel management processes that are responsive to changing business needs and requirements of the OSCE and to new technological developments. 4 SCOPE FAI 9 applies to all official travel undertaken by OSCE Officials, Members of Delegations, Audit Committee Members, External Auditors, Daily staff and interns, Experts/Consultants under Special Service Agreements (SSA) and OSCE conference participants 1 utilising OSCE funds irrespective of source. FAI 9 is part of the OSCE s Common Regulatory Management System (CRMS) and is governed by the OSCE s Financial Regulations and Financial Rules. 4.1 DEFINITION OF OFFICIAL TRAVEL The term Official Travel refers to the following categories of travel as defined under Staff rule : Travel on official business Travel upon initial appointment/assignment Travel upon separation (repatriation) Travel upon change of duty station Travel for home leave Education grant travel Travel authorized for medical reasons In other appropriate cases, when, in the opinion of the Secretary General there are compelling reasons for such travel including security reasons. In addition, as defined under Staff rule , fixed term international mission members, including heads off mission, continuously serving at duty stations designated as hazardous or hardship duty stations, shall accrue one day of rest and recuperation leave for every month of service. Within the definition of official travel, the categories of Repatriation, Home Leave, Education Grant Travel and Rest and Recuperation Leave may be referred to collectively as Entitlement Travel FAI 9 does not apply to medical evacuation travel which is governed by separate arrangements covered in Appendix 11 of the Staff Regulations and Staff Rules. 1 All participants in conferences travelling on OSCE funds should be asked to sign the Liability Release Form (Annex V), prior to commencement of travel. 3 of 28

4 5 ENVIRONMENTAL SUSTAINABILITY Travel is responsible for a large portion of the OSCE s climate footprint. At the same time, travel is an essential means by which the OSCE delivers its mandate, and often cannot be avoided. The OSCE recognizes sustainable travel as a process whereby the OSCE meets its needs for services and works in an ecologically sound manner. Two main approaches to the greening of the OSCE in the travel area are: Travel Less and Travel More Efficiently. The OSCE s travel policy gives preference to the least carbon intensive routes and mode of travel. Train travel helps lower potential carbon emissions. Telephone, video and on-line conferences should be considered where feasible in order to reduce the need for individual travel. In principle, staff should only travel when there is no other viable business alternative that supports the objective. This represents the most effective route to reducing costs, environmental impact and personal impact. When travel is necessary, staff should assess their different journey options and give consideration to following factors: cost; convenience and carbon footprint. Assessing the right mode of transport for the journey is important. Rail travel should be the default option when the journey by train is less than 4 hours. To the extent reasonable, PMs and CFAs are encouraged to emphasize sustainability in the selection of travel services by taking the above considerations into account. 6 OVERALL RESPONSIBILITIES 6.1 FUND MANAGERS According to the OSCE s Financial Regulations and Rules Fund Managers or, under their delegated authority, Programme Managers are responsible for the effective and efficient use of OSCE funds for official travel within the framework of programme implementation. 6.2 CHIEF OF FUND ADMINISTRATION CFAs are responsible for ensuring that all official travel is in compliance with the Common Regulatory Management System (CRMS) of the OSCE. 6.3 TRAVEL MANAGEMENT UNIT OF THE SECRETARIAT Under the delegated authority of the Director of the Department of Management and Finance, the Secretariat Travel Management Unit (TMU) is responsible for: Providing policy guidelines, setting up standards and assisting Executive Structures in all official travel management related issues Monitoring the application of this FAI throughout the Organization The production of management and ad hoc reports on travel related issues Management of the Corporate Window Contract for the provision of travel services 6.4 TRAVEL MANAGEMENT OF OTHER EXECUTIVE STRUCTURES Administrative management of travel within an Executive Structure may be undertaken by staff nominated by the CFA. 7 DUAL APPROVAL AUTHORITIES In accordance with FAI 1 Delegation of Approval Authority the OSCE applies a dual approach for the approval, where the programmatic and administrative approvals together create a management decision, making travel management the joint responsibility of PMs and the CFAs and their approving staff. 7.1 PROGRAMMATIC APPROVAL The Programmatic approval is carried out by FMs or, under their delegated authority, by PMs. With a Programmatic approval FMs and PMs agree that travel is required for achieving a respective Programme objective and Output. FMs and PMs are hence responsible for the effective use of OSCE s Programme travel. Under each Programme, they: Approve budget plans for their respective Programme which contains, inter alia, detailed travel requirements. Initiate and approve the Official Travel Authorization (OTA) (Annex I) which shall transparently reflect the Purpose and Justification for travel. Reference to programme outcomes, where applicable, shall also be outlined. In cases where the PM is also the traveller, the OTA shall be approved by the Supervisor of the PM. 4 of 28

5 7.2 ADMINISTRATIVE APPROVAL The Administrative approval is carried out by CFAs or, according to respective approval levels, under delegated authority to assigned administrative approving staff. With each administrative approval, the CFA confirms that all actions are in compliance with the CRMS and result in best value for money. CFAs are hence responsible for the efficient use of OSCE s Programme resources. For each Programme, the CFA will confirm compliance with FAI TRAVEL OF HEADS OF INSTITUTION, PERSONAL REPRESENTATIVES AND SPECIAL REPRESENTATIVES The Chairman in Office, in consultation with the Secretary General shall direct approval modalities in respect of travels of the Heads of Institution, Personal Representatives and Special Representatives. 8 TRAVEL POLICY 8.1 TRAVEL EXPENSES Travel expenses to be paid or reimbursed by the OSCE shall comprise of: Cost of transportation by the approved route, mode and standard Daily Subsistence Allowance (DSA) Approved incidentals exceeding 10% of the full DSA Terminal expenses Excess baggage expense Necessary miscellaneous expenses, within the limits and under the conditions set forth in this FAI. In case of approved incidentals as defined in section 13 of this FAI, reimbursement applies only to the portion of incurred incidentals that exceeds 10% of the applicable DSA. The cost of transportation (air, train, bus, non-osce official vehicle or sea) shall follow the normal purchase request/purchase order procedure within IRMA. This includes cases of authorized reimbursements to travellers. DSA payments shall be processed as advances to authorized travellers (Object code 1432 for Staff Payments and 1431 for Supplier Payments), and shall be recorded as expenditures when the advance is cleared upon settlement of the Travel Expense Claim Form (Annex II). In case of operational advances, refer to FAI 5 Income and Cash Management In case of sponsored participants, a Supplier form (Annex III) and a Liability Form (Annex VI) will require completion. The Supplier Form shall be sent to the Procurement Unit. The signed Liability Form shall be kept by the respective department. Payment of terminal expenses, excess baggage and miscellaneous expenses shall be normally treated as direct payments upon settlement of the Travel Expense Claim Form. In cases of authorized excess baggage, the costs shall follow the normal PR/PO procedure within IRMA. A Travel Expense Claim Form supported by the original OTA documentation and related evidence of travel such as original boarding passes and/or original hotel bills shall be submitted upon return not later than 30 days after completion of travel. In case the original proof of travel is not included with the Travel Expense Claim, the PMs signature is required. For any additional reimbursement (air ticket costs or incidental costs reimbursement) in addition to PM approval, the original bills, invoices, receipts should be submitted. Failure to submit a claim form will result in recovery of travel advance funds and other administrative measures, as appropriate. OSCE Officials who are authorized by FM or PM to travel may receive, in accordance with Staff Regulations and Staff Rule (b), from third parties accommodation, travel and DSA generally in line with those payable by the OSCE. In such cases the cost of transportation and DSA that may be otherwise payable by the OSCE shall be reduced in accordance with the provisions of sections 8.1 and 11.1 of this FAI. For the purpose of FAI 9 the term third party covers government, including the seconding country, intergovernmental organization, nongovernmental organization or any other private source. 5 of 28

6 The various categories of travel expenses and object codes are listed below: Category Description Category Number Tickets Object Code DSA Object code Terminal Allowance Object code Local Transport Obejct code Travel on Official Business (as per 4.1) Travel upon change of Duty Station Conferences/Capacity Building - Tickets for non-osce Officials Consultancy and Sub-Contracting SSA Irma Training Travel Induction Course Travel Staff Training Travel (participating in training only) Recruitment Travel Initial Appointment Travel International Contracted Initial Appointment Travel International Seconded Repatriation Travel International Contracted Repatriation Travel International Seconded Home Leave Travel International Contracted Home Leave Travel International Seconded Education Grant Travel Rest and Recuperation Travel International Contracted Rest and Recuperation Travel International Seconded Implementing Partners/Non-Capacity Building Travel Implementing Partners/Capacity Building Travel Implementing Partners/Capacity Building Government Travel Implementing Partners/Capacity Builiding NGO Travel The object codes above are the only authorized codes to be used for travel related expenses. 8.2 ROUTE, MODE AND STANDARD OF TRANSPORTATION Travel shall be by the most direct and economical route subject to the purposes and objectives of the travel, the duty period involved and the safety of the traveller. 8.3 TRAVEL BY AIR Class of travel In case of all OSCE officials, Heads of Institutions and Heads of Missions, travel by air shall be by economy class using the most direct and economical route applicable to all categories of official travel. However, travel by air may be by business class or equivalent under the following circumstances and only when the category of official travel is "Travel on official business" as follows: The traveller is the Secretary General or, The scheduled travel time is 7 hours or more in one single flight, measured using the carrier s scheduled departure and arrival time. Business class travel shall not apply when the sum of two or more scheduled connecting flights are in excess of 7 hours, excluding waiting periods. PMs and FMs may select to downgrade the class of travel in case of budget constraints. In case of all other categories of travel as defined in section 4.1 of this FAI, travel shall be in economy class regardless of travel duration. The same applies in case of travel related to interview travel and travel for training. Expert/Consultants with Special Service Agreements in accordance with Staff Instruction 23, conference participants, daily staff and interns shall travel in economy class regardless of travel time Entitlement for excess baggage on travel by air: In case of Excess baggage for travel by air, refer to Staff Rule In case of unaccompanied baggage, refer to Staff Rule of 28

7 8.3.3 Risk Management with Commercial Passenger Air Travel The International Civil Aviation Organization (ICAO) has established a framework of requirements for governing international air travel. All States have responsibility to regulate Civil Aviation within their own air space and for implementing the minimum standards established by ICAO. All air operators must comply with the regulations specified by the State. However, there are still wide variations in the application of standards of operation. In a world of varying standards of operator safety and overall regulatory control, it is important to adopt procedures that endeavour to reduce the risks associated with commercial air travel The OSCE subscribes to a commercially available airline scoring system devised by Flight Safe Consultants Ltd. which employs a non-judgemental and fully quantified process for determining the relative risk of commercial passenger airlines based on the past accident record and other factors related to underlying safety levels. Based on the resultant total scores, airlines are assigned one of four categories as follows: Category A: Use without restriction Category B: Use if operationally essential and a Category A carrier is not available within a reasonable time frame Category C: Not to be used without the advice of the Travel Officer and the Head of Security Management at the Secretariat Category D: Not to be used unless in exceptional life-threatening situations. Prior approval is required by the FM. In respect to Category C a) It will be the responsibility of the CFA to identify Category C airlines when an OTA for travel is submitted b) The traveller must be made aware of the risk and if the choice is to travel regardless, then the traveller will hold the responsibility for such decision. c) The advice given by the Travel Officer and the Head of Security Management at the Secretariat will always be that an alternative means of transport be found or to explore alternative means of achieving the aim which necessitated the journey in the first place (e.g. video conference). The Secretariat TMU will provide CFAs with updates of the Flight-Safe Airline Safety Categories as necessary. 8.4 DISRUPTION OF TRAVEL SERVICES In case of disruption of travel services, OSCE staff may face substantial difficulties in returning to the duty station from their leave or duty travel. Understanding that the resulting absence from work has been unforeseeable and results from force majeure factors, and recognizing that OSCE officials are exercising their best efforts to reschedule travel arrangements and report to the duty station soonest, the Secretary General has approved to consider: resulting absence during leave - as Special Leave with Pay resulting absence during duty travel as continuation of duty travel. In order to have these absences processed accordingly, the OSCE Official would have to submit to the respective Personnel/Administration Office a confirmation of their initial and rescheduled flights or other means of transportation. 8.5 TRAVEL BY TRAIN When travel by train is authorized for official business, the standard shall be first class (single sleeper where applicable), provided that the cost of travel does not exceed that of air travel at the standard to which the OSCE official would be ordinarily entitled. Expert/Consultants with Special Service Agreements in accordance with Staff Instruction 23, conference participants and interns shall travel in second class. 8.6 TRAVEL BY SEA Travel by sea may be authorized provided that the cost of travel does not exceed that of air travel at the standard to which the OSCE official would be ordinarily entitled. 8.7 TRAVEL BY BUS Travel by bus may be authorized provided that the cost of travel does not exceed that of air travel at the standard to which the OSCE official would be ordinarily entitled. 7 of 28

8 8.8 TRAVEL BY CAR FAI 9 OSCE OFFICIAL TRAVEL MANAGEMENT There are four options for travel by car as follows: Travel by OSCE vehicle for travel on official business - Refer to PFAI 7 on Asset Management of Goods and Services Travel by OSCE vehicle for private use - Refer to PFAI 7 on Asset Management of Goods and Services. Use of OSCE vehicle is not applicable in case of entitlement travel. Travel by Rental car for official business - to be approved in advance by the respective Personnel/Administration office. Travel by private vehicle for travel on official business and entitlement travel, provided that the cost of travel by car does not exceed that of air at the standard to which the OSCE official would be ordinarily entitled. Travel by private vehicle shall be approved in advance by the respective Personnel/Administration office upon receipt of the Liability release form Annex VII. In the case of travel by private vehicle for official travel, the rate of reimbursement shall be 20 Euro cents per kilometre and it shall not exceed the cost of air travel at the standard to which the OSCE official would be ordinarily entitled. This amount is designed to cover all vehicle travel costs including toll fees, parking and fuel costs. Reimbursement will apply only to the authorized traveller being the vehicle owner in case of all categories of official travel as defined in section 4.1, including for entitlement travel. Authorized officials travelling in the same vehicle as passengers will not be reimbursed. In the case of authorized use of private vehicles for official business, it is the responsibility of the traveller to ensure that he/she has the adequate insurance to cover damage and loss relating to the vehicle or any property belonging to third parties, or injury to the driver or any third person, arising as a result of the use of the private vehicle. Neither the OSCE nor any of its officials shall be liable for any loss, damage, injury or death that may be sustained as a result of the use of private vehicles. Annex VII - Declaration relating to liability and insurance when using a private vehicle for official travel shall be attached to the approved travel authorization. As defined in section 8.1, the cost of transportation shall follow the normal purchase request/purchase order procedure within Irma. 9 PURCHASE OF TICKETS 9.1 AUTHORIZATION The overall purpose is to purchase travel related services through one single supplier for all Executive Structures. The OSCE through its authorized supplier shall hence provide all transport tickets. Any travel purchased outside the Corporate Window Contract will require an exception report, unless ticketing cannot be provided by the authorized travel supplier. In such case, the CFA may authorize purchase outside the Corporate Window Contract, such as in case of internet fares after clearance has been obtained from the Secretariat TMU by . Supporting documentation in case of purchases outside the Corporate Window Contract is required to support the case and shall include confirmation from the authorized travel supplier that such services could not be provided. 9.2 ADVANCE PLANNING AND PURCHASE REQUIREMENT The process of arranging travel and booking reservations is fundamental to travel expense management since it will determine the actual cost to the organization for air travel, lodging and ground transportation. Advance travel planning is the key factor that will determine optimal pricing and reduce travel costs. PMs are responsible for the timely submission of the OTA to allow the organization to take advantage of the lowest price tickets. 8 of 28

9 Good Travel Management planning will result in lower airfare tickets. FMs and PMs are responsible for the efficient use of OSCE S Programme resources and hence are required to apply the following guidelines: In case of all categories of official travel, except in case of entitlement travel: Air travel should be arranged at least 14 days in advance of the proposed departure date Length of stay at the destination should be given due consideration as short stays (1-2 days) at destination may result in higher travel costs Cases of multiple travellers to the same destination and event should be minimized. In case of entitlement travel: Air travel should be arranged a minimum of 6 weeks from the departure date, in line with Staff Circular 01/2012. CFAs may reject requests for travel not conforming to the established parameters set forth. Regular reports on travel activities shall be provided by DMF/Mission Support Services to FMs on a quarterly basis. These reports will highlight the effectiveness and efficiency of ticket purchase by Funds. 9.3 AIRFARE SOLICITATION It should be noted that in case of OSCE officials, the entitlement for official travel shall be based on travel originating from the respective duty station. The only exception would be when the OSCE official has approved annual leave and is required to interrupt such leave to initiate duty travel. In such case, depending on the nature and urgency of duty travel, the OSCE official shall be required to either return to the duty station or travel from the annual leave destination, whichever is more cost efficient, In order to ensure that all possible offers are considered, the authorized travel supplier shall be obliged to use the following time window parameters: The authorized travel supplier will provide the first option based on the specific requested travel departure times. The authorized travel supplier will provide two existing additional options that are plus or minus 2 hours of requested departure/arrival time The official entitlement will become the option that offers the lowest fare based on the most direct service. Should the departure times of the lowest fare option established not allow the traveller to finalize his duties, it should be documented accordingly and supported with the meeting agenda. When the requested route or itinerary exceeds that which the traveller is entitled to in accordance with the provisions of the travel policy, the difference shall be borne by the traveller. Should there be operational reasons for which the lowest airfare as determined by the contracted travel supplier is not acceptable by the traveller, an exception request (Annex IV) with the appropriate justification signed by the FM shall be submitted. Officials coordinating travels may not authorize the contracted travel supplier to purchase any tickets in absence of the approved exception request. Personal preferences or choice of air carriers for reasons of personal airline memberships shall not result in any additional expenses to the organization. When after ticketing, changes to the original route are necessary for official operational reasons and additional funds need to be incurred, prior to approving changes to the original ticket, the OSCE Official shall amend the original OTA supporting the requested change of route and any additional expenditure. If a traveller is authorized to purchase his own ticket, he/she shall strictly follow the provisions of this FAI regarding Route, Mode and Standard of Transportation. The cost of the ticket shall be reimbursed to the traveller upon presentation of the electronic ticket and invoice receipts. The amount reimbursed shall not exceed that which has been established by the OSCE in accordance with the provisions of the travel policy and which would have been authorized had the OSCE provided the ticket. The traveller shall also receive, when applicable, the Daily Subsistence Allowance (DSA) corresponding to the authorized duration of travel. Any excess cost shall be borne by the OSCE official. 9.4 AFTER HOURS ITINERARY VARIATIONS In the event official changes to the official original route are necessary outside of normal working hours, the traveller shall contact the authorized travel supplier s after-hours emergency service. In case of additional costs, prior to incurring such costs, the traveller shall immediately seek approval from his/her authorizing officer. Upon approval to proceed with the 9 of 28

10 authorized change/re-routing, the traveller shall bear the costs associated with the reissuance of tickets. Upon return from duty travel, the traveller shall submit a travel expense form which shall be certified by the authorizing officer. It is the traveller s responsibility to arrive at the airport on time. Any additional costs associated with lack of appropriate planning resulting in missed flights will not be reimbursed. In case of missed connections, if the connection was missed by a force majeure other than delay in the traffic due to poor planning, the OSCE official has the obligation to liaise with the TMU and/or the authorized travel supplier s after-hours emergency service for advice and alternative options prior to incurring any additional costs. 10 EXCEPTION REQUESTS An exception (Annex IV) request will be required in the following instances: Higher class of travel Higher fare than as established by this FAI Use of unauthorized travel supplier within the conditions of section DAILY SUBSISTENCE ALLOWANCE The Daily Subsistence Allowance (DSA) rates shall be based on the rates published monthly by the International Civil Service Commission and approved by the Permanent Council. The DSA rate consists of two components as follows: lodging to cover the cost for overnight accommodations non-lodging to cover the cost of meals and incidental expenses The ICSC establishes the percentage components of the full DSA that apply to lodging and non-lodging expenses. The basis for incidental expenses as defined in section 13 of this FAI shall be 10% of the full DSA rate applicable to the entire period of duty. The traveller will be entitled to reimbursement of the amount that exceeds the above established 10% threshold upon presentation of supporting documentation in original form. 100% of the DSA may be provided as an advance when the category of travel is either travel on official business or travel for training.. The DSA shall constitute the total contribution of the OSCE towards lodging and meals and incidental expenses and therefore, subject to section 8.1 and section 13, no additional expenses will be reimbursed. When a spouse and/or dependent children of OSCE officials are authorized to travel at the OSCE s expense, the OSCE official shall be paid an additional daily subsistence allowance in respect of each family member at half the rate applicable to the OSCE official. When a spouse and/or dependent children of OSCE Officials are authorized to travel at the third party s expense, the OSCE official shall not receive any additional daily subsistence allowance in respect of each family member. The standard DSA rate shall be increased by 40% in the case of the Secretary General. In the event that more than one DSA rate is published for any given city, this increase shall be applied to the lowest published DSA rate The standard DSA rate may be reduced for travel lasting longer than 60 days in accordance with the applicable DSA Circular. 10 of 28

11 11.1 Payment of DSA The DSA shall be paid as follows: DSA shall be paid for each authorized overnight stay. The table below illustrates additional application of DSA depending on the nature of travel. Overnight Stay AUTHORIZED OVERNIGHT STAY FOR TRAVEL ON OFFICIAL BUSINESS Application Entitlement 100 % DSA Lodging provided by the OSCE or any other third party (including the air carrier in case of a forced overnight) Lodging and at least two meals (lunch and dinner) is provided by the OSCE or any other third party (including the air carrier in case of a forced overnight) Only two meals (lunch and dinner) are provided by the OSCE or any other third party One meal (lunch or dinner) provided by the OSCE or any other third party in case of travel begins and ends the same calendar day and the journey is in excess of 10 hours Layovers in connecting cities beyond 3 hours Lodging pre-arranged, prepaid or billed by the organization The non-lodging component of the applicable DSA rate as established in accordance with the monthly published DSA. 10% of the full DSA rate to cover for incidentals The lodging component of DSA plus 10% of the applicable DSA for incidentals The non-lodging component of the applicable DSA for incidentals Reimbursement of actual expenses such as meals, beverages (nonalcoholic), required day room stays, all upon presentation of invoices, not to exceed the established non-lodging component of DSA of the corresponding connecting city The Programme Manager or his/her designated representative may authorize payment of DSA at a reduced rate, up to the maximum applicable non-lodging component The OSCE official may be required to perform official duties while on leave The Programme Manager or his/her designated representative may authorize payment of DSA at a reduced rate Travel of Experts, Consultants under Special Service Agreements (SSA) and conference participants Hotel costs exceeding the normal lodging component of DSA Hotels with higher DSA rates established The Programme Manager or his/her designated representative may authorize payment of DSA at a reduced rate Reimbursement will only apply with confirmation that either: (i) a less expensive hotel was not available, (ii) the OSCE official was required to stay at the same hotel as the Secretary General, (iii) the OSCE official was required to stay at a hotel where the conference takes place, (iv) the OSCE official was required to stay at a hotel due to a security related matter which has been confirmed by Security Management. Submission of the hotel receipts and approval from the Programme Manager is required. Reimbursement will only apply with confirmation that either: (i) a less expensive hotel was not available, (ii) the OSCE official was required to stay at the same hotel as the Secretary General, (iii) the OSCE official was required to stay at a hotel where the conference takes place, (iv) the OSCE official was required to stay at a hotel due to a security related matter which has been confirmed by Security Management. Submission of the hotel receipts and approval from the Programme Manager is required. Hotels with higher DSA rates established where the Mission has negotiated a lower rate which is less than the established higher lodging component In certain cases, if the mission or any other organization has a special hotel rate arrangement with a hotel for which a higher DSA rate is established, and the special negotiated rate covers the normal lodging component, the normal DSA rate will apply. Submission of hotel receipts and approval from the Programme Manager is required. If applicable, any difference in lodging component between the negotiated rate and the normal DSA rate will be reimbursed. 11 of 28

12 Overnight travel FAI 9 OSCE OFFICIAL TRAVEL MANAGEMENT Definition/Application Overnight Travel Entitlement Travel begins before midnight and ends after midnight. No hotel stay involved Arrival at destination after midnight and early check-in upon arrival at the hotel requiring previous night stay rate Non-lodging component of DSA at place of departure, place of connecting city, or place of destination whichever is least costly In case of night charges applicable to the previous night, reimbursement of actual cost of stay upon presentation of hotel receipt Same calendar day travel Same calendar day travel DSA Definition/Application Entitlement Travel begins and ends the same calendar day and the journey is The non-lodging component of DSA at destination, or the highest DSA in excess of 10 hours and no meal is provided destination in case more than one duty station is visited. Travel begins and ends the same calendar day and the journey is 10% of DSA at destination for incidentals in under 10 hours Notes: Applicable to air or train travel - The Journey is measured from the operator's scheduled departure time at the operator's air terminal or train station to the operator's scheduled arrival time at the operator's air terminal or train station Notes: Applicable to travel by car - The journey shall be the actual driving time from the official point of departure to the official destination and back to the point of return Not applicalbe in case of in-country travel where the CFA may establish rates that are consistent with reasonable local costs. Any other cases not covered above shall be consulted with the Secretariat TMU Airline Ancillary fee policy Airline revenue from non-ticket sources, which is called ancillary revenue, has become an important financial component for many carriers and is being adopted by all types of airlines throughout the world. Ancillary revenue has been defined as, Revenue beyond the sale of tickets that are generated by direct sales to passengers, or indirectly as a part of the travel experience. Ancillary revenue has been further defined to include the following services that when excluded with the provision of tickets will be considered for reimbursement in case of official travel and with the appropriate submission of payment receipts: first checked bag with personal effects, when not granted by the carrier at no cost one piece of carry on, when not granted by the carrier at no cost 11.3 BLA Boarding and Lodging Allowance In case of Boarding and Lodging Allowance, refer to Staff Rule TERMINAL EXPENSES For all official travel other than by car, terminal expenses shall be paid at rates determined by the Secretary General (Annex V ). Terminal expenses are paid in respect of each inward or outward journey and shall include all expenditure for transportation to or from the airport or other point of arrival or departure, including transport of baggage and other incidental charges. No terminal expenses shall be paid where: Transportation is officially provided at no cost to the traveller. It is the traveller s responsibility to verify with the receiving mission whether transportation is provided In respect of an intermediate stop which does not involve leaving the terminal. The rates determined by the Secretary General (Annex V) shall constitute the maximum reimbursement for terminal expenses related costs. Higher reimbursement of terminals may be considered in case of non-duty station travel where the use of a taxi addresses aspects of safety and security, as confirmed by the PM or Security Management. 13 MISCELLANEOUS TRAVEL EXPENSES Necessary additional expenses may be reimbursed by the OSCE after completion of travel, provided that the necessity and nature of the expenses are satisfactorily explained, supported by proper original receipts and certified by the PM. Such expenses shall normally be limited to travel related expenses including: 12 of 28

13 Telephone, fax and internet charges for official business Storage of luggage or property used for official business Authorized ground transportation costs for official business other than those provided in Annex V Consular Visas and any additional arrival and departure taxes Required/recommended vaccination Ancillary fees as per section 11.2 Costs relating to safety and security of staff, as confirmed by the PM or Security Management. In case of any other necessary additional expenses, upon presentation of original supporting documentation, the traveller will be entitled to reimbursement of the amount that exceeds the established incidental threshold which is 10% of the full DSA rate applicable to the entire period of duty. In case of conference participants, no additional miscellaneous expenses can be claimed. 14 TRAVEL ADVANCES For travel on official business, the OSCE will provide an advance to the OSCE Official of 100% of the estimated reimbursable DSA. The advance may be paid according to the provisions of FAI 5. If the corresponding claim is not presented within the limit prescribed in section 8.1, the travel advance shall be deducted from the OSCE Official's next salary or Board and Lodging Allowance payment. If the total of reimbursable travel expenses is less than the amount advanced, the balance due to the OSCE shall be refunded by the OSCE Official following approval of the Travel Expense Claim. Whenever possible, the corresponding amount shall be deducted from the OSCE Official s next salary or BLA payment. If the total of reimbursable travel expenses is more than the amount advanced, the balance due to the OSCE Official shall be refunded by the OSCE following approval of the Travel Expense Claim. 15 ENTITLEMENT TRAVEL In case of Entitlement travel (home leave, travel upon separation and rest and recuperation), the process in place governing the issuance of tickets for official travel remains in place. OSCE Officials may however opt to purchase their own tickets in which case reimbursement shall be based on actual costs, up to the amount the OSCE would have paid if tickets had been provided. In case of Entitlement travel, bookings shall be made at the latest 6 weeks prior to departure date. Entitled OSCE officials are encouraged to plan earlier when possible, particularly during peak travel times, in order to benefit from the availability of better flight options. 16 THE TRAVEL PROCESS 16.1 DECISION AND REQUIREMENT TO TRAVEL It is the responsibility of the PM to undertake the programmatic action to initiate the travel process. He/she will identify that travel is required in order to achieve a Programme objective and output and will be responsible for approving the appropriate number or travellers attending the event, the date, duration, type of travel and total associated entitlement costs. It is the responsibility of the CFA or his/her designated staff to undertake the administrative action to implement the travel plans identified within the OTA which has been initiated by the PM or his/her delegated staff and forwarded to the respective authorized travel supplier. This involves: Confirmation and booking of travel arrangements with travel agent for air/train tickets, hotel/car reservations, consular visas and security clearance if appropriate. Liaison with traveller to ensure they receive appropriate travel details and documentation Payment of entitlements to traveller Ensuring that visa and/or security issues pertinent to the travel are properly addressed Ensuring that all administrative details are properly recorded within IRMA The OTA should be completed by the traveller and submitted to the CFA or his/her designated staff (Travel Office). The Travel Office will then establish the full cost of travel and submit this information to the PM for approval and allocation of 13 of 28

14 account code. Once the PM has approved the OTA the appropriate administrative action will be undertaken by the Travel and Finance Offices. It is recognised that travel arrangements will sometimes require amending. It is the responsibility of the traveller to ensure that these are notified to the CFA at the earliest opportunity to allow these to be properly accommodated within the administrative process POST TRAVEL As noted and defined in Section 8.1, the traveller will, upon return and no later than thirty (30) days after completion of travel, submit a Travel Expense Claim that is supported by the OTA and which includes related evidence of travel. Failure to submit such claim will result in recovery of travel advance funds and other administrative measures, as appropriate. Where additional expenses not foreseen in the original approved OTA occurred, the travel claim shall be submitted to the PM for approval. Adjustments (increase or decrease) will be arranged directly by bank transfer or deduction to/from the traveller s salary. PMs are encouraged to require evidence of the staff member s active participation to achieve the desired outcome from travel such as: agenda and trip report paper presented at a conference notes of a meeting feedback from a training event an audit or evaluation report PMs are required to ensure that adequate evidence is retained to support the expenditure REBATES FROM TRAVEL AGENTS & AIRLINES In some cases, contracts with travel agents and airlines may contain a provision for periodic rebates to the OSCE. Such rebates shall normally be credited to miscellaneous income. Where anticipated rebates were deducted from the original budget proposal, the rebates shall be credited to expenditure. In addition, in case of any corporate air miles scheme where the OSCE earns miles that can exchanged for tickets or upgrades, the points earned and ticket usage shall apply to official travel, and should be duly logged and documented in Annex VIII in order to ensure transparency. 14 of 28

15 EXECUTIVE STRUCTURE OFFICIAL TRAVEL REQUEST / AUTHORIZATION DATE 17/12/12 Part I-To be completed by the Traveller-for the purposes of requesting reservations & airfare quotations - to be sent electronically 1. NAME OF TRAVELLER (s): Last, first 2. NAME OF DEPENDANTS TRAVELLING (s): Last, first 3. Children Date of Birth 4. Contact No or 5. Traveller is: 6. Purpose of Travel: 7. Transport by: In case of Expert/Consultants, refer to SI Detailed Purpose/Justificaiton for Official Business Travel w ith reference to Programme outcome, w here applicable: 9. FUND NAME The Secretariat 10. PROGRAMME DEPT ARVL 12. Excess Bagg & 11. OFFICIAL Travel Itinerary: ORIGIN CITY DATE DESTINATION TIME TIME Personal Effects City Weight 13. Remarks: 14. ADVANCE REQUEST: 15. CURRENCY EUR 16.FOP 17. LODGING PROVIDED: If Bank Transfer requested, please provide to Accounts 18. Duty stations w here hotel(s) are provided: Part II - To be completed by Travel Management Unit (TMU) 19. OTA NBR 20. PURCHASE REQUISITION 21. PURCHASE ORDER 22c. J 22d. J 22. ESTIMATED TRAVEL COSTS 22a. DSA 22.b Nbr of DSA Total Terminal Number of Total Sub-Totals Rate DSA % Overnights Allow ance Terminals Terminals 22e. Place of Origin: f. Destination FROM TO 00-Jan Jan % Jan Jan Jan Jan Jan Jan Jan Jan Jan Jan Jan Jan h.Approx Costs Baggage & Pers. Effects: 22g. Estimated Total Ticket Costs per traveller 22i. Estimated Total Local Transport Costs 22j. Estimated hotel costs 22k. TOTAL TRAVEL RELATED COSTS Part III - To be completed and signed by Programme Manager ( Human Resources for Entitlement Travel) In relation to expenses, refer to Staff Regulations - Article II: Duties, Obligations & Privileges, Rule 2.05 Reimbursement of Financial Losses, Rule 5.07 Recovery of Undue Payments, (a) Claims for Past Entitlements & Administrative Instruction IX section 4 - Travel Policy. To cover all aspects of security, it is the traveller's responsibility to inform the receiving Field Operation in advance of all travel related details. 23. Charge Account Code 24. Project# Task # Award # Ticket/DSA Date : Signature: Programme Mgr/Deleg Authority Approval / or Human Resources Part IV- To be completed by Treasury and signed by the Traveller Name of Supervisor if not same as Progr. Mgr in case travel is paid by other (Mission or Institution) Total DSA Advance: Advance Received by Traveller: Date: Date: 0 Traveller's Name in print and Signature 15 of 28

16 16 of 28

17 Organization for Security and Co-operation in Europe Annex III SUPPLIER ENTRY/CHANGE FORM Type: Employee Supplier Implementing partner Addition Amendment1 Inactivation Supplier Name (EXACTLY as it will appear on the invoice or the offer) Organisation: Person: Mr. /Ms. Family Name: First name: Oracle Supplier Number (if applicable) Address Details (Mandatory Fields) Country Street No. City Tel (including country and area code) Bank Details (Mandatory Fields) Account Holder: Bank Name: Street Name Post Code(if applicable) Address Fax (including country and area code) Bank Address: IBAN: Account Number: SWIFT/BIC Code: Bank Code(Sort Code): Correspondent Bank Details (If applicable) Bank Name: Bank Address: Account Number: SWIFT/BIC Code: Shipping and Invoicing Details (Mandatory Fields) Ship to Location Bill to Location Payment Details (Mandatory Fields) Terms Currency Contact Information (Mandatory Fields) Mr. /Ms. Surname First Name Tel (including country and area code) Address Requested by: NAME TITLE SIGNATURE Approved by:.. NAME TITLE 1 Amendments to suppliers can only be done in case of minor spelling mistakes in supplier name and other corrections such as shipping and invoice details, address details, bank details, payment details and contact information. For Supplier name change please refer to the Supplier Merge procedure (PRO08020) 17 of 28

18 ANNEX IV REQUEST FORM FOR EXCEPTION TO THE FINANCE AND ADMINISTRATIVE REGULATORY FRAMEWORK (For the Secretariat) Main Programme: Programme Manager: Main Programme Manager : (Name, signature and date) PR No (if applicable): PO No (if applicable): PR amount (if applicable) EUR: PO amount (if applicable) EUR: (Name, signature and date) The relevant Regulation, Rule or Instruction, including the paragraph number, for all exceptions covered in this request:. Brief description of the case and requested exception: Focal point comments: Legal comments (If applicable): D/DMF (or Senior Legal Advisor for requests relating to AI 1): Given the justifications above, approval of the requested exception is: Recommended: (Signature and date) date) The Secretary General: The requested exception is: Not recommended: (Signature and Approved: (Signature and date) date) Not approved: (Signature and 18 of 28

19 ANNEX IV REQUEST FORM FOR EXCEPTION TO THE FINANCE AND ADMINISTRATIVE REGULATORY FRAMEWORK (For Field Operations and Institutions) Executive Structure: Programme Manager: (Name, signature and date) PR No (if applicable): PO No (if applicable): Main Programme Manager : (Name, signature and date) PR amount (if applicable) EUR: PO amount (if applicable) EUR: The relevant Regulation, Rule or Instruction, including the paragraph number, for all exceptions covered in this request: Brief description of the case and requested exception: CFA explanation of the options that were considered: (Name, signature and date) Head of Mission / Head of Institution views: (Name, signature and date) Focal point comments: Legal comments (If applicable): D/DMF (or Senior Legal Advisor for requests relating to AI 1): Given the justifications above, approval of the requested exception is: Recommended: Not recommended: (Signature and date) (Signature and date) The Secretary General: The requested exception is: Approved: (Signature and date) date) Not approved: (Signature and 19 of 28

20 ANNEX V Terminal Allowance Rates for Official Travel The Terminal Allowance Rates for official travel are as follows: Travel by Air, sea or train EURO for OSCE officials and other persons travelling at the expense of the OSCE, except eligible dependants. EURO for each eligible dependant. Costs of transportation exceeding the above shall not be reimbursed except when the arrival time is after closure of public transport and/or the use of a taxi addresses aspects of safety and security. No terminal allowance is payable for official travel by car or when transportation is officially provided from or to the point of arrival or departure. For enquiries contact the Travel Management Unit. 20 of 28

21 Organization for Security and Co-operation in Europe ANNEX VI LIABILITY RELEASE FORM I, the undersigned, recognize that my participation in the event, named below, does not create an employment relationship between the OSCE and myself. The costs for my travel to, and participation in, the event are covered by the OSCE solely for my convenience and benefit. I accept all conditions of travel and further: a) release the OSCE and all of its officials, agents and consultants/experts from liability for loss, damage, injury, illness or death that may be sustained by me during such travel, and/or participation in the event, named below; b) agree for myself as well as for my dependants, heirs and estate to hold harmless the OSCE and its officials agents and consultants/experts from any claims or actions on account of any such loss, damage, injury, illness or death; c) agree to submit receipts and other relevant supporting documentation, evidencing that the funds have been used for the purpose for which they have been provided; d) agree to reimburse the OSCE any funds paid in advance should I not be able to travel as originally planned. Name of event Name of participant Date(s) of event Signature of participant Venue of event Date of Signature 21 of 28

22 Vorläufige OSZE-Finanz-/Verwaltungsanweisung Neun ANHANG VI Organisation für Sicherheit und Zusammenarbeit in Europa HAFTUNGSFREISTELLUNG Ich, der/die Unterzeichnete, erkenne an, dass meine Teilnahme an der unten genannten Veranstaltung zwischen der OSZE und mir kein Beschäftigungsverhältnis begründet. Die Kosten für meine Anreise und für meine Teilnahme an der Veranstaltung trägt die OSZE ausschließlich zu meinem Nutzen und Vorteil. Ich akzeptiere alle Reisebedingungen und erkläre ferner, dass ich a) die OSZE und alle ihre Bediensteten, Beauftragten und Berater/Experten von der Haftung für alle Fälle von Verlust, Schaden, Verletzung, Krankheit oder Tod, die ich während dieser Reise bzw. während der Teilnahme an der unten genannten Veranstaltung erleiden könnte, entbinde; b) für mich sowie für meine Angehörigen, meine Erben und meinen Nachlass zustimme, gegenüber der OSZE und ihren Bediensteten, Beauftragten und Beratern/Experten keinerlei Forderungen oder Klagen aufgrund aller derartigen Fälle von Verlust, Schaden, Verletzung, Krankheit oder Tod zu erheben; c) zustimme, Rechnungen und andere zweckdienliche Belege vorzulegen, aus denen hervorgeht, dass die Mittel bestimmungsgemäß verwendet wurden; d) zustimme, der OSZE für den Fall, dass ich nicht in der Lage bin, die Reise wie ursprünglich geplant anzutreten, alle im Voraus ausbezahlten Mittel zu erstatten. Bezeichnung der Veranstaltung Name des Teilnehmers Datum (Daten) der Veranstaltung Unterschrift des Teilnehmers Ort der Veranstaltung Datum der Unterschrift 22 of 28

23 Instruction financière/administrative provisoire No 9 de l OSCE ANNEXE VI Organisation pour la sécurité et la coopération en Europe FORMULAIRE DE DÉCHARGE DE RESPONSABILITÉ Je soussigné reconnais que ma participation à l activité susmentionnée ne crée pas de relation d emploi entre l OSCE et moi-même. Mes frais de déplacement et de participation à l activité sont pris en charge par l OSCE uniquement pour ma convenance et commodité. J accepte toutes les conditions de voyage et : a) décharge l OSCE et tous ses représentants, agents et consultants/experts de toute responsabilité pour les pertes, dommages, blessures ou maladies que je pourrais subir ou en cas de décès au cours du voyage et/ou de la participation à l activité susmentionnée ; b) accepte, pour moi-même ainsi que pour les personnes à ma charge, mes héritiers et mes ayants droit, de renoncer à toute réclamation ou action à l égard de l OSCE et de ses représentants, agents et consultants/experts à la suite de ces pertes, dommages, blessures, maladies ou en cas de décès ; c) accepte de présenter les reçus et autres justificatifs prouvant que les fonds ont été utilisés dans le but pour lequel ils ont été fournis ; d) accepte de rembourser à l OSCE tous les fonds payés à l avance dans le cas où je ne serais pas en mesure de voyager comme initialement prévu. Nom de l activité Nom du participant Date(s) de l activité Signature du participant Lieu de l activité Date de signature 23 of 28

24 Istruzione finanziaria/amministrativa provvisoria dell OSCE Nove ANNESSO VI Organizzazione per la sicurezza e la cooperazione in Europa MODULO DI ESCLUSIONE DI RESPONSABILITÀ Io sottoscritto riconosco che la mia partecipazione all evento sotto menzionato non crea un rapporto di impiego tra l OSCE e me medesimo. Le spese di viaggio e di partecipazione all evento sono sostenute dall OSCE esclusivamente per mia convenienza e beneficio. Accetto tutte le condizioni di viaggio e altresì: a) sollevo l OSCE e tutti i suoi funzionari, agenti e consulenti/esperti da responsabilità inerenti a perdite, danneggiamenti, infortuni, malattie o decesso che potrebbero occorrermi nel corso di tale viaggio e/o partecipazione all evento sotto menzionato; b) acconsento a tenere indenne l OSCE e i suoi funzionari, agenti e consulenti/esperti da qualsiasi richiesta di risarcimento o azione di rivalsa da parte mia, di miei familiari a carico, di eredi o aventi diritto in relazione a qualsiasi delle predette perdite, danneggiamenti, infortuni, malattie o decesso; c) acconsento a presentare ricevute e altre pertinenti documentazioni giustificative comprovante che i fondi sono stati utilizzati allo scopo per il quale sono stati accordati; d) acconsento a rimborsare all OSCE qualsiasi somma anticipata qualora io sia impossibilitato a effettuare il viaggio come originalmente pianificato. Nome dell evento Nome del partecipante Data (date) dell evento Firma del partecipante Luogo dell evento Data della firma 24 of 28

25 Предварительная финансовая/административная инструкция ОБСЕ девять Приложение VI Организация по безопасности и сотрудничеству в Европе ФОРМА ДЛЯ ОСВОБОЖДЕНИЯ ОТ ОТВЕТСТВЕННОСТИ Я, нижеподписавшийся, признаю, что мое участие в мероприятии, названном ниже, не создает трудовых отношений между мной и ОБСЕ. Расходы, связанные с моей поездкой на мероприятие и участием в нем, покрываются ОБСЕ исключительно в моих интересах и для моего блага. Я принимаю все условия поездки и, кроме того: a) освобождаю ОБСЕ и всех ее должностных лиц, представителей и консультантов/экспертов от ответственности за ущерб и убытки, которые я могу понести, телесные повреждения, которые я могу получить, мою болезнь или смерть во время такой поездки и/или участия в мероприятии, названном ниже; b) соглашаюсь от своего имени, а также от имени своих иждивенцев, наследников и правопреемника обезопасить ОБСЕ и ее должностных лиц, представителей и консультантов/экспертов от возможных претензий или действий в связи с такими убытками, ущербом, телесными повреждениями, болезнью или смертью; c) соглашаюсь представить квитанции и другую соответствующую вспомогательную документацию, свидетельствующие о том, что средства были использованы для той цели, для которой они были выделены; d) соглашаюсь возместить ОБСЕ все заранее выплаченные средства, если я не смогу осуществить первоначально запланированную поездку. Название мероприятия Имя участника Дата(ы) мероприятия Подпись участника Место проведения мероприятия Дата подписи 25 of 28

26 Instrucción administrativa y financiera provisional Nº 9 de la OSCE ANEXO VI Organización para la Seguridad y la Cooperación en Europa FORMULARIO DE EXONERACIÓN DE RESPONSABILIDAD Yo, el abajo firmante, reconozco que mi participación en el acto mencionado debajo no crea una relación de contrato de empleo entre la OSCE y mi persona. Los gastos correspondientes a mi desplazamiento al acto y mi participación en el mismo son sufragados por la OSCE exclusivamente para mi comodidad y provecho. Acepto todas las condiciones de viaje y, además: a) libero de responsabilidad a la OSCE y a todos sus funcionarios, agentes y asesores/expertos por pérdidas, daños, lesiones, enfermedad o muerte que pudieran ocurrirme durante dicho viaje y/o participación en el acto mencionado debajo; b) acepto en mi nombre y en el de mis familiares a cargo, herederos y administradores del patrimonio que la OSCE y sus funcionarios, agentes y asesores/expertos queden exentos de responsabilidad ante cualquier reclamación o acciones emprendidas por motivo de cualesquiera tales pérdidas, daños, lesiones, enfermedad o muerte; c) acepto en presentar recibos y demás documentos comprobantes correspondientes que demuestren que la suma de dinero se ha utilizado para la finalidad para la cual se ha proporcionado; d) acepto en reembolsar a la OSCE toda suma de dinero que se me hubiera adelantado en caso de que no pueda viajar como lo había previsto inicialmente. Denominación del acto Nombre del participante Fecha(s) del acto Firma del participante Lugar del acto Fecha de la firma 26 of 28

27 ANNEX VII DECLARATION Relating to liability and insurance Use of private vehicle for official travel To: Department of Human Resources I,, born on insert name nationality: assigned to OSCE Mission.. herewith declare that I have requested to use my private vehicle for my official travel upon appointment to the duty station where I am assigned, and that I am aware that I am subject to the relevant provisions of OSCE Financial/Administrative Instruction Nine on OSCE Official Travel Management. I declare that I have taken out an adequate insurance to cover damage and loss relating to the vehicle, to persons, including any passengers transported, and to property belonging to me and to third party, arising as a result of the use of my private vehicle. I recognize that neither the OSCE nor any of its officials are liable for any loss, damage, injury or death that may be sustained as a result of the use of my private vehicle, and I undertake to hold harmless the OSCE and its officials from any claims on account of any such loss, damage, injury or death. Read and understood: Date and place Signature of Staff/Mission Member Information concerning the vehicle used and the insurance coverage Make Model: Registration No.: Insurance Policy No.: 27 of 28

28 ANNEX VIII OSCE STAR ALLIANCE REDEMPTION FORM 28 of 28

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