International Travel Rules and Benefits
International Travel Rules and Benefits for PERC Employees
- Daily Subsistence Allowance (DSA)
- Travel Day & Working Day: Employees will receive a daily allowance of USD 50 per travel day and each working day while abroad.
- Return Day: For the return day, employees will receive 45% of the standard daily allowance, equating to USD 22.50.
Please note that the DSA is a per diem payment provided to employees or travelers to cover their expenses while traveling for work or official duties. DSA typically covers:
- Meals: This includes food and beverages, usually for breakfast, lunch, and dinner.
- Local transportation: Minor transportation costs within the destination, such as taxis, buses, or trains etc.
- Incidental expenses: Miscellaneous costs like laundry, SIM card/internet, or minor office supplies that may arise during the trip.
DSA does not cover:
- Accommodation costs.
- Major transportation (e.g., flights or long-distance train travel).
- Specific work-related expenses (e.g., conference fees, materials, or equipment).
- Visa Fees
PERC will cover the visa fee for official travel purposes only. Any other costs associated with the visa process, such as travel or document preparation etc, must be covered by the employee or traveler.
- Transportation
- Taxi Fare (Nepal):
- To and From Home to Airport (Nepal): Taxi fare from the employee’s home to the international airport in Nepal will be reimbursed based on actual cost. This can be submitted with a bill or a screenshot of the travel cost shown in apps like Indrive, Pathao, or other available services.
- Taxi Fare (Abroad):
- To and From Hotel to Airport (Abroad): Taxi fare from the hotel to the airport abroad will be reimbursed based on actual cost (with a bill).
- Taxi Fare Limit Abroad: If the taxi fare exceeds USD 25 for a one-way trip, the employee must explore other transportation options, such as trains or shuttle services, to and from the airport and hotel. This should be explored by the employee prior to travel. If these options are unavailable, the employee must notify their supervisor immediately via Viber, WhatsApp, or email. The office will not cover expensive taxi services such as limousines or other high-cost vehicles.
- Train or Shuttle Option: If a train or public shuttle service is available within the hotel perimeter and is cheaper than regular taxis, employees are required to use these services instead of taxis.
- Local Travel (Abroad): This is covered by the DSA, but in certain cases, if a significant amount of the DSA is spent by the employee or traveler, the related costs will be reimbursed. However, this will be assessed on a case-by-case basis rather than being available to all employees or travelers.
- Hotel to Venue: Transportation from the hotel to the meeting, conference, or workshop venue abroad will be reimbursed based on actual cost (with a bill). If it is not possible to get a bill, the expense must be documented separately for reimbursement.
- Walking Distance: If the venue is within a 5-10 minute walking distance from the hotel, the employee is expected to walk, and local transportation will not be reimbursed. If the employee is unable to walk, this rule does not apply, and alternative transportation will be considered.
- Bill Requirement: All taxi fares must be supported by official receipts unless otherwise stated.
- Accommodation
- Office-Selected Accommodation: PERC will handle the booking and payment for hotels, motels, B&Bs, or apartments for employees traveling abroad. The office will make decisions on the most appropriate and cost-effective accommodation.
- Exceptional Cases: In exceptional circumstances, the employee may be allowed to book their own accommodation. This must be done in coordination with their supervisor and the finance officer. Prior approval is required, and costs must be within reasonable limits.
- Vaccination and Health Requirements
- Vaccination Responsibility: It is the responsibility of the employee to ensure they are properly vaccinated, including COVID-19 and any other required vaccinations for the destination country. Employees are required to bear the cost of these vaccinations.
- Travel Insurance
- Office-Covered Insurance: The office will bear the cost of travel insurance for the duration of the official activity period abroad. The coverage provided by the travel insurance is the only support that will be extended to the employee.
- Uninsured Medical and Other Expenses: Any expenses resulting from accidents, illness (e.g., fever), or other incidents not covered by the travel insurance will not be borne by PERC. The employee is responsible for covering these costs.
- Travel Advances and Reimbursement Process
- Travel Advances: Employees may request a travel advance to cover anticipated expenses such as DSA and transportation. This advance should be requested at least one week before the travel date, in writing, and approved by the finance officer and supervisor. If advances are not claimed due to various reasons, employees can claim the expenses after the trip.
- Reimbursement Process: All claims for reimbursement (e.g., taxi fares, hotel bills, boarding pass, etc.) must be submitted within 14 days of the employee’s return. Original receipts must be provided for all claimed expenses. Failure to submit receipts may result in denial of reimbursement.
- Expense Report: Employees are required to submit an expense report detailing their spending, including any amount covered by the travel advance, using the provided format.
- Technical Report: Employees must also submit a report for each day of participation in meetings, workshops, training, or conferences, summarizing the sessions attended and key learnings. Relevant links and pictures should be included.
- Code of Conduct While Traveling
- Professional Behavior: Employees are expected to uphold PERC’s code of conduct and act in a professional manner during their travel. This includes proper behavior in public spaces, at meetings, and during work-related events.
- Dress Code: Employees should adhere to an appropriate dress code during meetings, conferences, and other official duties while abroad.
- Cultural Sensitivity: Employees are encouraged to be mindful of and respect local customs and cultures while traveling internationally.
- Collaboration Opportunities: Employees are encouraged to represent PERC during their trip and explore potential collaborations with other experts and organizations. Any progress made should be reported to their supervisor.
- Communication and Reporting
- Pre-Travel Reporting: Employees should notify their supervisor of their travel plans, including itinerary, flight details, and contact information while abroad. Any changes to the approved plan must also be reported to the supervisor.
- Daily Check-ins: During the trip, employees may be required to provide brief daily check-ins with their supervisor, especially when attending conferences or meetings.
- Post-Travel Reporting and Presentations: After returning, employees must submit a technical report summarizing their activities and key outcomes from meetings or conferences attended. A presentation may also be required to inform the PERC team about the learnings.
- Per Diem for Personal Days
- Personal Days: Employees are not entitled to DSA or reimbursement for any personal days taken before, during, or after the business trip. DSA and travel expenses apply only to official business days as approved by the office.
- Combining Personal Travel: If employees wish to extend their stay abroad for personal travel after completing official duties, they must bear any additional costs (e.g., accommodation, food, local transport) beyond the approved work period. Such plans must be approved in advance by the supervisor.
- Emergency Protocol
- Emergency Contact Information: Employees must provide emergency contact details of a family member. In case of an emergency, such as illness, injury, or political unrest, employees should contact their supervisor and the local embassy/consulate.
- Office Support: In case of emergencies during the trip, PERC will provide support in coordination with the employees and relevant authorities (such as embassies or insurance providers).
- Spousal/Family Member Travel
- Expenses related to an employee’s spouse/family member are considered personal expenses and are not reimbursable. Where spouse/family member accompanies the PERC traveler, PERC cannot be held responsible for them, and they should ensure they have sufficient insurance etc.
Note: All the aforementioned information is subject to change based on the availability of funds and resources at PERC. PERC reserves the right to alter the benefits and policies as needed.