10 The traveller should not be outofpocket as a result of duty travel. If the conditions in para 20 below are met, a request for ad-hoc (higher) per diem to cover reimbursement of additional hotel expenses incurred may be claimed in the Travel Claim.
20 Ad hoc (higher) per diem may be considered in situations when, due to lack of more economical accommodation, a traveller is required to use accommodation that costs significantly more than the specified room percentage (established by ICSC) of the DSA. In order to be eligible for ad hoc (higher) per diem, the following conditions must be met, and supporting documentation must be retained and attached to the Travel Claim:
21 The total hotel bills for the trip exceed the total cumulative hotel component of the per diem allowances for the trip by an amount equal to or exceeding the threshold established per office or region for a supplemental payment (e.g. US$ 50 at headquarters, see VII.5.7.20). Amounts under the threshold shall be exceptionally considered when the total period of stay is short (that is, three days or less), provided the daily excess room cost is at least 10 percent of the applicable total DSA rate.
30 For the purpose of ad-hoc (higher) per diem adjustment calculation, the hotel component portion of the per diem (as indicated on the WHO intranet per diem webpage) is used, which is different for each location. For example: Nairobi per diem $312, hotel component 63%; Hotel component to be used in calculation = 312 x 63% = $197.
40 Requests for ad hoc (higher) per diem above the standard rate must be made at least 14 working days in advance of the travel to the Comptroller at headquarters, or to the Director of Administration and Finance (DAF) in regions for approval. These requests should state the amount sought, the standard per diem and the justification, including the documented alternatives that were considered. The request must be accompanied by written approval in advance from the Project/Budget Manager concurring with the recommended higher per diem.
50 Approved ad-hoc (higher) per diem should not be included in the Travel Request. Instead, it should be claimed as an adjustment in the Travel Claim, with all supporting documents attached to the Travel Claim including the approval referred to in paragraph 40 above.
60 Occasionally the use of a higher category of hotel may be directly associated with the purpose of the travel. For example, it may be essential to stay in a particular hotel in connection with a meeting held there, and that there are no other good commercial hotel accommodation available within a reasonable distance. If available, the published "special hotels" per diem rate for the given city should be used rather than requesting an ad hoc rate (see section VII.5.1.50).
70 The fact that a hotel reservation has been made by a third-party meeting organizer such as a government agency, or a meeting is being held in a specific hotel, does not in itself justify additional reimbursement, as alternative lodging within the approved per diem rate must be considered first.
80 WHO travellers are expected to plan and book hotel accommodation in advance. This is especially the case during periods of intense demand. Late requests for ad hoc per diem because "no other hotel accommodation is available", will not be considered without documented evidence that preplanning was not possible. Failure to seek approval at least 14 working days prior to travel may result in the traveller only receiving the standard per diem rates irrespective of higher hotel rates incurred.
