Page 21 - GNOC Policies and Procedures Handbook

6.4 Visa (if required)

• All costs associated with official travel shall be borne by the GNOC Office. This includes,
but is not limited to, application fees, visas, tickets, required vaccinations, travel related
medication and departure taxes.

Costs will be charged against the programme funding the travel.

• The Executive Director or Program Officer or Designee – supported by the preferred supplier
– will in all instances advise the program officer of what destinations require
transit/business/or other visas for the proposed journey. It remains the responsibility of the
program officer or designee to familiarise themselves with the requirements for the journey,
check validity of current visas and passports.

• In addition, the Executive Director or Program Officer of designee must maintain a current
register of health precautions and travel alerts for proposed destinations.

• Where visas and passports are required prior to travel, the program officer or designee will
provide the information necessary, within prescribed times for processing.

• It is the responsibility of the Program Officer and/or Designee to make arrangements for
collection and delivery of necessary documents from the Embassies from/to the individual(s)
concerned prior to the time of travel.

6.5 Travel Acquittal or GNOC Reimbursement

• This is the sole responsibility of the staff member who undertook the travel. The staff
member must complete a Financial Acquittal Form upon completion of travel. (Please refer
Appendix G - a soft copy of this form is available from the GNOC drop box)

• All travel must be acquitted upon completion of the trip.

• The Financial Acquittal Form is to be provided and the completed and duly approved by the
Executive Director.

• Business related expenses (including the cost of taxis) incurred in the course of duty
travel are to be included in the travel acquittal and will be reimbursed on an actual and reasonable
basis.

Proof of expenditure (i.e. receipts) is required for all expense claims greater than $50 dollars.

• Hospitality expenses incurred in the course of duty travel must be approved in
advance of the expenditure being incurred.

• All documentation and receipts for travel expenditure must be lodged with the
supervisor within 10 working days of return. If this condition is not met, the supervisor, at their
discretion can advise payroll to withhold all advanced monies from the employee’s salary.

6.6 Who Makes Payments for Travel

• On approval of the Travel Plan, the Executive Director (or a member of
staff designated by his or her staff) shall organise to complete arrangements for both travel and
accommodation, in the case of air travel, by exchange of an approved travel request for air travel
tickets.

GNOC Office Policies & Procedures 23