10 Other official business expenses incurred by the traveller in connection with the official travel may be included in the "other costs" section of the Travel Request and Travel Claim. Permissible costs are listed below. To the extent possible these costs should be anticipated prior to travel and included in the Travel Request.
11 Visa fees (when traveller has to pay additional costs) - Maximum USD100.
12 Excess baggage - Maximum USD500.
13 Conference registration fees - Maximum USD1000.
14 Business communications - Maximum USD100 (Exceptional justified costs for official purposes).
15 Transport (Other than to/from airport, and must be justified for official purposed) - Maximum USD500.
16 Car rental - Maximum USD1000 (See chapter VII.5.6.20).
17 Other - Maximum USD500 (Must be directly related to the cost of the travel being undertaken by the traveller).
20 The cost of hiring private vehicles for more extensive use during official travel, i.e. on an hourly, daily or weekly basis, is reimbursed only when specifically authorized in the Travel Authorization. However, where prior authorization has not been obtained and where subsequent circumstances require the use of a hired vehicle during an official trip, the traveller must provide full details of these circumstances in the Travel Claim, and certify that no other form of transport was available or practicable, and that the vehicle was required for official purposes only.
30 Supplemental travel expenses not in the Travel Authorization but included in the Travel Claim must be approved as appropriate and acceptable business expenses by the Project/Budget Manager and/or manager of the work plan funding the travel, through approval of the Travel Request and/or Travel Claim. Receipts for supplemental travel expenses must be obtained whenever possible and filed with the Travel Claim.
40 Funds to be handed over to third parties should not be included in the Travel Request, but should instead be requested using iSupplier (payment request) with all supporting documents.
