Page 22 - GNOC Policies and Procedures Handbook
P. 22

•  It is the responsibility of the Executive Director or Designee to make arrangements
                         for collection and delivery of travel documents from the Travel Agent to the individual(s)
                         concerned prior to the time of travel.

                       •  In the case of accommodation, the Executive Director or Designee will make the
                         booking in consultation with the traveller.  The account must be settled by the traveller
                         employee at time of Hotel/Motel checkout, unless other arrangements have been authorized
                         prior to travel.

                       •  Invoices from local travel suppliers are to be given to the Finance Officer who
                         will process these in a timely manner, ensuring that any disputed invoice(s) have been dealt with
                         appropriately and amicably.



               7  Other Travel Requirements


                   7.1  Medical

                       •  All travelling staff will undergo a thorough medical examination if they intend to be
                         overseas for more than six weeks, unless they have undergone one in the last 12 months.

                       •  It is expected that all frequent travelling staff will undergo a medical check at least
                         once every 12 months.


                   7.2  Baggage Limits
                       •  The standard luggage allowance on airline tickets will be used by the traveller for
                         personal use.

                       •  Excess baggage of an official nature will be paid for by the Office.  This includes
                         but is not limited to official documents and equipment.

                       •  Accidental loss or damage to personal baggage, clothing personal effects and
                         cash/traveller’s checks will be reimbursed by the Office.


                   7.3  Accidents while Travelling
                       •  The Executive Director must be informed immediately of any accident
                         involving the death, injury or hospitalisation of the traveller.   He or she  will then notify the
                         Secretary General.


                   7.4  Restrictions on Travel

                       •  The Organization reserves the right to withdraw approval, restrict, or cancel travel,
                         having regard to health warnings, security warnings or other factors.

                       •  The Organization will not require travel in areas where the traveller may feel or be unsafe.

                       •  Travel health and security advice will be provided by Protocol to all staff.

                       •  If the travel to a high-risk area is considered essential, a thorough risk analysis will be
                         undertaken by the traveller and the Secretary General or the President.  Steps taken to mitigate
                         the risks must be identified.




                   GNOC Office Policies & Procedures                                                     24
   17   18   19   20   21   22   23   24   25   26   27