10 WHO’s duty travel policy is to be implemented in such a way as to satisfy both the requirements of the Organization and the observance of precautionary measures instituted in different parts of the world at different times to enhance the security of staff members and others travelling for the Organization.
20 Duty travel is for the purpose of performing official WHO work at a place away from the individual’s official station or place of residence. Funds provided by WHO for such travel are intended to cover the expenses incurred, so that the traveller is not out-of-pocket because of the travel.
30 Duty travel should be avoided if the objectives can be attained through other modes of communication, such as video or teleconferencing, or web conferences. This is particularly relevant for travel between Headquarters, Regional Offices and Country Offices, where adequate videoconferencing and web conferencing facilities are available.
40 Duty travel for staff members must be registered in an annual Travel Plan, which should be prepared at the Department level in Headquarters and Regional Offices, and at the Head of WHO Office level in Country Offices, and should be updated quarterly, at least 2 weeks prior to the beginning of each quarter. Travel Plans are approved by the relevant Director/Head of WHO Office in countries, who becomes the owner of the Travel Plan. Approved Travel Plans should be shared with the office Travel Unit. Unplanned travel, not included in the Travel Plan must be justified in writing and approved by the Travel Plan owner.
50 For non-staff travellers attending a meeting (minimum 20), duty travel must be registered in a GSM Meeting Plan. The Meeting Plan must be approved by the relevant Project Manager.
60 A Travel Report must be submitted by staff members, not later than 30 days after return from any Duty Travel. A travel claim can only be submitted for staff after a Travel Report has been approved by the line supervisor. Non-compliance will result in recovery of any funds advanced to the traveller before or during the travel (see also paragraph VII.5.11).
70 Where more than 1 staff member is travelling to attend the same meeting, all staff travelling must have a specific role at the meeting.
80 Air travel will take place on safe and reliable carriers, according to international airline security rating standards, and as covered in the WHO Air Travel Policy Guidelines. (See Annex 1 in the related content section of this page).
81 As mentioned in the WHO Air Travel Policy Guidelines, UNDSS maintains an Air Operators Booking List containing a list of all air operators globally that UN and WHO staff are permitted to use. Any office wishing to use an air operator not on the UNDSS Air Operators Booking List must follow the procedures detailed in the WHO Air Travel Policy Guidelines to obtain approval from the WHO Manager with Signature Authority.
90 Adherence to the United Nations security alerts, which are continuously updated for affected areas, must be the overriding consideration when deciding to travel (see also section VII.3).
100 In order to reduce the Organization’s carbon footprint and when multiple modes of transport are available on the same route, other modes of transportation than air (train, boat, bus) should be used whenever available when travel duration on the alternative mode of transport does not exceed 4 hours.
110 Travel is not a financial entitlement to the traveller, and should the traveller wish to use a more expensive carrier, an indirect routing or to extend the official itinerary for private purposes, they may do so providing that all costs of the changes, deviation or extension are at the traveller's own expense.
120 Any time required for private travel/private deviations should be charged to annual leave if the time falls on working days. If private travel/private deviation does not fall on, or impact on, working days, annual leave should not be charged, but per diem is not payable for those days.
130 Duty travel must not be undertaken during approved home leave, unless the duty travel is totally independent from the home leave travel itinerary.
140 Staff members are encouraged to use bonus miles earned on WHO duty travel for subsequent duty travel for the Organization.
150 When normal commercial flights are not available, or when there is a clear economical advantage for the Organizations, Assitant Director General GMG (Headquarters) or Regional Director (Regional Offices) may approve in advance the use of chartering of aircraft for individual or group travel. See also para VII.1.2.80 above for additional guidance on permitted air operators.
160 For business continuity purposes, the total number of passengers travelling on official travel on behalf of WHO on any one individual flight is limited to a maximum of 30. This restriction applies to all commercial, international and domestic passenger flights, as well as to all UN chartered aircraft flights.
