NEW PARTNER TRAVEL ORIENTATION

AIHA Travel Policy and Procedures

AIHA TRAVEL POLICY: SCOPE

The AIHA Travel Policy sets forth all regulations and essential procedures governing all domestic and international travel and transportation financed by AIHA.

AIHA TRAVEL POLICY

This policy applies to all employees, contractors, sub-recipients (or partners) for which AIHA is making travel arrangements, program participants and other individuals traveling on AIHA-sponsored trips and/or exchanges.

This policy should also provide guidance for:AIHA sub-recipients financing AIHA-sponsored trips through an AIHA-issued subgrants (partner is making all their own travel arrangements)

EXCEPTIONS TO THE POLICY

Exceptions to this policy cannot not be made without the written approval of AIHA’s Executive Director based on a written justification.

Approval of an exception to this policy does not necessarily authorize the expenditure of US Government funds for the travel.

AIRLINE TICKETS

• AIHA purchases standard rate commercial airline tickets through its travel agent, Omega World Travels.

• For USG-funded travel to/from the US, AIHA is required to adhere to the provisions of the “Fly America Act” and travel using US Flag Carriers.

AIRLINE TICKETS“Comfort Plus” seats:

• Another type of economy class that is allowed for all international flights that are inter-continental – e.g. US to Europe, Europe to Africa, US to Africa and vise-versa.

• Not allowed for inter-Africa and inter-Europe or within the US.

• Traveler can submit receipts for Comfort Plus seats via their Travel Voucher.

Premium Class Air Fare/Upgrades:

• Any upgrades except those specifically provided for in the Comfort Plus airfare are not reimbursable.

REST DAY

• Whenever possible, the traveler should arrange departure to allow arrival at the destination the day before commencing duty.

• AIHA can also authorize a “rest period” layover for travelers whose one-way air travel is 14+ hours from the scheduled time of departure to scheduled time of arrival at the final destination.

TRAVEL DOCUMENTS & BAGGAGE Passports and Visas

Send completed application documents to AIHA well in advance of travel. Airline tickets will not be booked until visas are procured.

Baggage

• 2 checked bags weighing 50 lbs.

• Excess baggage/weight fees resulting from transporting AIHA project-related materials and/or equipment can be reimbursed but advance notification to AIHA is required.

TRAVEL EXPENSES• Each traveler will be issued a Travel Advance, which are funds provided prior to a trip to minimize out-of-pocket expenses.

• Includes meals and incidental expenses (M&IE), lodging or any other anticipated travel expenses.

• 75% of M&IE and other expenses, and 100% of lodging expenses are advanced to the traveler unless lodging is pre-paid by AIHA prior to departure.

• After a traveler returns from a trip, they must complete a Travel Voucher, accounting all allowable business travel expenses to reconcile their Travel Advance. It must be accompanied by boarding passes for proof of travel, receipts and supporting documentation and is submitted within 10 business days after a traveler returns.

LODGING & PER DIEM/MEALS AND INCIDENTAL EXPENSES (M&IE)

• For domestic travel, AIHA utilizes the M&IE rates established by the GSA

• For international travel, AIHA utilizes the M&IE rates established by the US State Department; http://aoprals.state.gov/web920/per_diem.asp

PER DIEM/MEALS AND INCIDENTAL EXPENSE (M&IE)• Receipts for personal meals (this does not include business meetings) during travel are not required as the traveler will be reimbursed using the maximum allowable M&IE rate.

• If a meal is provided and paid for using AIHA or USG funds, then it should be reported in the Travel Voucher. Those meals will be deducted, using the rates established by the US State Department.

PER DIEM/MEALS AND INCIDENTAL EXPENSES (M&IE)Incidental expenses include:

• Toothpaste • Shampoo • Laundry • Tips and fees for services, e.g., for waiters, baggage handlers, etc.

Baggage handler tips required for the sole purpose of handling excess baggage that AIHA has requested the traveler to carry for official reasons, may be itemized separately for reimbursement.

LODGING

• AIHA will arrange for accommodations for the traveler in advance of departure.

• All lodging reimbursements should be supported with an itemized receipt and will be based upon actual costs incurred up to the maximum lodging rate allowed for the given location, UNLESS lodging is pre-paid by AIHA prior to departure.

• Extra-late checkouts may be granted at an additional fee if a traveler has a late night flight departure. These situations are usually taken into account when AIHA is arranging accommodations for the traveler. If a late checkout has not been pre-arranged, it can be reimbursed with the appropriate documentation.

OTHER

• Registration via the Smart Traveler Enrollment Program (STEP); https://step.state.gov/step/

• CDC Vaccinations; http://wwwnc.cdc.gov/travel

• Travel Insurance

TRAVEL NOTIFICATION

Award provisions and/or sponsor regulations may also require prior notification –and sometimes, approval or clearance from donor agencies (e.g. HRSA, USG Mission, CDC) – of overseas travel.

The following traveler information will be required from sub-recipients/partners:

• Name, title, specialization/expertise

• Dates of travel

• Scope of work and how relates to the project workplan or other contractual agreements

• Justification for the duration of the travel

TRAVEL FORMS

Personal Data Form/Passport

Travel Authorization (TA)

Travel Voucher/Expense Form

Trip Report (A3)

TRAVEL FORMS

Authorization of Travel: Travel Authorization (TA) forms must be completed by partners and approved by your AIHA program contact. AIHA encourages a minimum notice of three weeks (but prefers 4-6 weeks notice) for processing TAs and performing other travel related services, such as obtaining visas, issuing airline tickets, and preparing travel advances.

Travel Reporting and Accounting: •The traveler must complete and submit a Travel Voucher, AIHA’s documentation for travel expenses, within 10 business days from returning from a trip.•A Trip Report (A3 Report) must also be completed within 10 business days and submitted to AIHA’s program contact.

Travel Authorization (TA) form identifies the purpose of the travel and the nature of the business benefit to be derived as a result must be completed during the trip planning process by the sub-recipient/partner.

AIHA←→PARTNER WORKFLOW

Workplan Development: Trips/exchanges for each quarter are outlined in the approved partnership workplan

Travel Notification: Partners inform and confirm expected travel for each quarter, at least 2 weeks before the start of the quarter. AIHA submits all travel requests to its donor on a quarterly basis. AIHA may come back to partners for more detailed information about a specific trip, if required.

Trip Planning: Partners and AIHA collaborate on trip planning, i.e. travel dates, agenda, SOW, logistics.

Travel Authorization: Once finalized, the Travel Authorization form is sent to AIHA for approval, along with the PDF and passport cover/face page.

AIHA←→PARTNER WORKFLOW

Once the trip is approved, AIHA will begin working on logistics.• Program Staff is responsible for overall management of all program-related activities, exchanges, budget issues• Travel Coordinator is responsible for logistics and will coordinate with the appropriate field staff person to make sure logistics and arrangements are in place on the receiving end

Program Staff sends all trip details/background to the Travel Coordinator

Travel Coordinator contacts traveler to begin working on logistics. Final trip details and travel advance are sent to the traveler with a cc: to the partnership coordinator (if requested) the week of travel.

Trip Report and Travel Voucher: Submitted when traveler returns.

QUESTIONS?