DRAFT TRAVEL POLICY FOR PAKISTAN CAPACITY DEVELOPMENT SERVICES (CDS) CONTRACT TASK ORDER (TO) 2: FINANCIAL AND MANAGEMENT SUPPORT SERVICES TO KPRP, FIP AND MSP-KP (FMSS-KP)

72039118D00002/Task Order No. 72039120F00008. The policy aims to provide detailed procedures for official travel, including methods, terms of traveling, and outstation residence, applicable TA/DA rates, and reimbursement of travel expenses incurred during these visits. All employees and consultants are required to read and comply with the policy and procedures. Management is responsible for updating the travel policy in line with changing circumstances, considering budget constraints and reasonableness of expenses, ensuring the safety and security of the traveler to the maximum possible extent, and considering alternatives to travel, such as teleconferencing. Employees are responsible for ensuring optimal application of the policy, obtaining appropriate approvals as and when required, acting responsibly, exercising discreet judgment with respect to expenses covered by the policy, reporting all expenses and advances in a prompt and accurate manner, and repaying unused amounts due promptly. Travel begins at the time when the traveler leaves their residence, office, or any other point of departure and ends when they return to any of the said points. Travel costs include expenses for transportation and related items incurred by employees in travel status on official business of the Program. Travel costs are allowable when they are directly linked to the performance of work directly related to the Program and are incurred in the normal course of business of the Program. Travel authorization/approval is required for all travels, which must be attributable to functions essential for achieving the objectives of the Program and cannot be performed by other means. All travels require formal pre-authorization of the immediate supervisor and subsequent approval of the Project Director (PD)/Program Manager (PM). Travel shall be approved at least five working days in advance for domestic travel and twenty working days in case of international travel. The choice of transportation shall be based on efficient use of employees' time and least cost to the Program. Air travel is only permissible when the inter-city distance via motorway is more than 500 km. Employees shall make reservations through the Program immediately after travel is authorized. Air reservations shall be made at least 5 working days in advance of travel date in case of domestic travel while 14 working days in case of international travel. Ground travel mode shall be selected based on cost-effectiveness and safety. Common modes of ground travel include official vehicle, bus, car rental, personal vehicle, and rail. The use of rental car must be justified as an official need and not as a matter of personal convenience. Car rental facility shall be availed for inter-city travel after prior approval from the immediate supervisor and PD/PM. Travelers are expected to negotiate minimum rates with car rental providers. Insurance cost shall not be reimbursed. Driver of the rented vehicle must hold a valid driver's license. Driver/car details and tracker link (if available) should be shared with the Administration Section. Employees may use their personal vehicle for official travel purposes if it is less expensive than other modes of ground transportation or is timelier than taking public transportation. Use of personal vehicle shall be pre-authorized by the PD/PM. Employees so authorized shall travel at their own risk, shall be responsible for making arrangements regarding insurance, and shall not claim against the Program in respect of any damage or injury caused during travel. Amount equivalent to Daewoo premium fare from the city of travel to the city of destination shall be paid against the use of personal vehicle. Travel by rail is allowed in Air-Conditioned class. Reimbursement shall be made only against actual receipts/invoices. Program encourages the use of Taxi/Cab for intra-city travel and recommends using registered/authentic taxi services (if available) like Careem or Uber. In absence of registered taxi services, employees may use ordinary taxis and negotiate minimum possible rates. When taxis are used, they should be shared to the maximum extent possible by employees traveling together. Taxi payment shall be based on actual expense and shall be reimbursed against receipts; when receipt cannot be obtained, a justification statement signed by the traveler (senior most employee in case of two or more travelers) shall be required. A direct travel route shall be used for all official travels. However, when rerouting is required during a trip, travelers should contact the Program and request the change.