Page 20 - GNOC Policies and Procedures Handbook

6 Responsibilities

6.1 Obtaining Travel Approval

• It is the responsibility of the staff member undertaking the travel to have that journey approved
by:

o Completing a Travel Request (Please refer Appendix F - a soft copy of this form is
available from the GNOC drop box)

o Submitting travel plan to attain approval from the Secretary General or Executive
Director.

o All completed travel plans must be submitted to the Executive Director or Secretary
General at least two weeks prior to the date of departure, unless any travel plans made
sooner can be justified in writing.

6.2 Travel Plan

• Official travel is defined as travel undertaken by an employee of the GNOC Office
utilising Office resources; conducted during working periods; and relates to the work of the
Office.

• Regardless of how travel is funded, all GNOC employees will complete a Travel Request/Plan
for official travel. The Travel Request/Plan captures all information about the trip and must be
approved by the Secretary General or Executive Director in advance of the travel.

• The Travel Plan is to be completed in full for efficient and effective processing of Per Diems,
Ticketing and Visas. Approved Travel Requests/Plans will be sent to the Executive Director
who is the repository of all approved Travel Plans.

• Staff who use Office resources without approval; or fail to disclose official travel;
or do not lodge approved request/travel plans with Executive Director will be subject to
disciplinary action, which may result in termination of employment.

• Per Diems will be calculated by the Executive Director and verified and approved by the
Secretary General. All travel funds provided will be in US dollars.

• Staff should ensure that bookings match the travel plan and that any ledger codes
quoted match those indicated on the travel plan; and are correct for charging purposes.

6.3 Travel Arrangements

• All travel arrangements and/or bookings for official travel shall be made by the Executive
Director or Program Officer (or a member of staff designated) who shall initiate and confirm
travel arrangements with preferred suppliers for the following means of travel:

o Domestic & International Air Travel
o Domestic & International Ground Travel (rentals etc)
o Domestic & International Hotel/Motel Accommodation
o Domestic Sea Travel
o It remains the responsibility of the travelling or program officer to verify and check all
bookings for accuracy.

GNOC Office Policies & Procedures 22