National Travel Rules and Benefits for PERC EmployeesPer Diem and Lodging During Field Visit

Per Diem and Lodging During Field Visit

All staff members who travel within the country on official trips will receive per diem and lodging allowances as outlined below:

  1. Per Diem or Daily Subsistence Allowance (DSA)
    1. Per diem rate for field visit for all staff members on official duty is Rs. 2,000/- per day.
    2. Per diem is intended to cover all expenses except lodging, which is addressed separately below. This allowance will also be provided during weekends and holidays. However, deductions will be made from the per diem if meals are provided by the organization during the assignment/work. During residential training the same deduction will be applicable.
      • 10% will be deducted if breakfast is provided.
      • 30% will be deducted if lunch is provided.
      • 40% will be deducted if dinner is provided.
    3. The per diem or Daily Subsistence Allowance (DSA) will be calculated as follows:
      • Full per diem will be provided for the first day of travel if the journey begins before 12:00 PM and includes an overnight stay in the field. If travel begins after 12:00 PM with an overnight stay, half of the per diem will be provided. For same-day travel exceeding 6 hours (round trip), half a day’s per diem (50%) will be provided.
      • Half a per diem will be provided for the first day of travel if the staff return on the same day after spending at least 6 hours in the field. No per diem or DSA will be provided for same-day travel within the Kathmandu Valley (including Bhaktapur, Lalitpur, Kathmandu, Dhulikhel, Banepa, Nagarkot, and Thankot). However, if an overnight stay occurs in these locations, the staff will be eligible for full per diem, except on the day of return.
      • Half a per diem will be provided for the day of return when the staff members return after an overnight stay in the field.
      • Staff members must report to the office if they return from the field before 2:00 PM. If they return after 2:00 PM, they may go home.
      • Staff will be reimbursed for actual expenses incurred while traveling between their home and the airport and vice versa.

(Note: If the Taxi fare exceeds NPR 1000/- a receipt must be submitted to the office).

  • A boarding pass for both departure and arrival must be submitted to the office for each field visit.
  1. Lodging Allowance
    1. Lodging costs will be reimbursed up to the actual amount of Rs. 2,500/- per night per person, excluding applicable government taxes (VAT, tax, service charges).
    2. All lodging expenses will be reimbursed on an actual basis, up to the specified limit, and must be supported by receipts and must be submitted to the office. In special cases where the amount exceeds the specified limit, approval from the Program Manager is required.
    3. Any exaggeration or forgery of bills will result in disciplinary action, up to and including separation from PERC Nepal.
  2. Local travel during field visit
  1. If the project site is within walking distance or nearby, employees are expected to make the best use of public transportation options such as rickshaws, tuk-tuks, InDrive, and Pathao. 
  2. The organization will cover local travel expenses for long routes (between and within districts) during field visits. Staff may also be eligible for local travel costs within the Kathmandu Valley, depending on the circumstances.
  1. Travel Advances and Reimbursement Process
  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. Code of Conduct While Traveling
  1. 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.
  2. Dress Code: Employees should adhere to an appropriate dress code during meetings, conferences, and other official duties while abroad.
  3. Cultural Sensitivity: Employees are encouraged to be mindful of and respect local customs and cultures while traveling internationally.
  4. 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.
  5. Communication and Reporting
  1. 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.
  2. 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.
  3. 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.

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.

Published on

November 15, 2024

Published by

perc_admin

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