10 When travel has been approved (approved Travel Request), the Organization's official travel agents will issue the travel tickets.
20 Travel arrangements may also be booked through an Online Booking Tool or an Online Booking Platform as per local arrangements.
30 Providing that a Travel Request exists for the trip, and in order to facilitate the purchase of the lowest air or train fares and avoid the payment of travel agent processing fees for low cost tickets, travellers may self-purchase their tickets when ticket costs do not exceed US$500. Travellers should verify with their local Travel Unit that the airline under consideration is in "Unrestricted" status.
31 Travellers self-purchasing their tickets should adhere to all aspects of the WHO Travel Policy, including the mandatory Security Clearance and the obligation to travel via the most economical route, as indicated in chapter VII. 2.1.
32 When ticket costs exceed US$ 500, travellers require an authorization in advance from the Travel Unit (Headquarters) or from the Administrative Services Officer (at Regional and Country Offices) to self-purchase their tickets. Authorization will only be provided if the Organization's official travel agents cannot obtain a ticket on the same route at similar or lower costs, including official travel agent processing fees.
33 If a private deviation is included in the self-purchased ticket, even when purchased with bonus miles, the authorization from the Travel Unit (Headquarters) or from the Administrative Services Officer (at Regional and Country Offices) is always required (irrespective of ticket amount) in order to determine the WHO liability for the official portion of the itinerary.
34 The authorization obtained from the Headquarters Travel Unit or from the Administrative Services Officer (at Regional and Country Offices) will include a maximum permissible amount for ticket purchase, however, actual ticket costs, if lower, will be refunded.
35 The reimbursement of self-purchased tickets will be made on the presentation of proof of purchase showing the price paid and evidence of the actual payment by the traveller (such as invoice, receipt, credit card statement, etc.), and proof of travel (such as used ticket stubs, immigration stamp in passport, etc.) to be attached on Travel Claim.
40 Refunds for tickets provided by the Organization are under no circumstances made to the traveller and should be processed immediately by WHO official travel agent. Should a part of any air ticket remain unused, the relevant portion must be returned to the Organization's travel agent for refund.
50 Travellers and travel arrangers are responsible to inform travel agent any time when a trip is cancelled.
60 The Travel Request initiator is responsible to cancel the Travel Request when the travel is cancelled. If the Travel Request cannot be cancelled because the advance has already been paid to the traveller, or when cancellation takes place after Travel Request may be cancelled in GSM, a negative Travel Claim must be processed in order to cancel the transaction.
70 Any refund received from an airline as a result of the rerouting of air tickets or the downgrading of the class of travel, or unused excess baggage, is the property of WHO and must be returned to the Organization's travel agent for refund.
80 On official travel paid by WHO, any deviation in itinerary linked to other parties commitments will not be borne by WHO.
90 No reimbursement is made when the traveller uses bonus mileage credits for official travel, irrespective of how such credits have been earned.
