10 Travel Claims must be submitted within 30 days of completion of duty travel or statutory travel. Staff members must attach copies of hotel bills along with their boarding passes when submitting Travel Claims.
20 For claims without copies of hotel bills, the per diem rate will be reduced to 50% and advance payment recoveries made accordingly.
30 Receipts must also be attached for supplemental expenses approved in the Travel Authorization or Travel Claim. Additional amounts in the claim filed after travel will be paid after approval.
40 A Travel Report must be submitted by staff members after any duty travel. A travel claim may be submitted only after an approved travel report has been registered in the system. Non-compliance will result in travel advance recovery.
50 Expenses for individual trips against blanket (i.e. open) Travel Requests for within country travel should be accumulated and submitted in a single Travel Claim within 30 days of the travel end date.
51 The exact (actual) itinerary finally travelled as well as the actual travel dates spent at each location should be entered in the Travel Claim against the blanket Travel Request, with all supporting documents attached to the Travel Claim.
52 If annual leave took place during the time range of the blanket Travel Request, per diem deduction should be included on the Travel Claim.
60 All expenses related to a specific duty travel must be included in the original Travel Claim. Once the Travel Claim has been settled or approved, no further expenses for the same duty travel will be reimbursed.
61 Retroactive Travel Claims are not authorized for duty travel, except for processing refunds of overpayments.
70 Under no circumstances, can a Travel Claim be submitted more than 90 days after travel end date.
80 All Travel Claims for staff duty travel must be approved by the staff member’s supervisor.
90 Staff members cannot perform supervisor approval for their own Travel Claim. Instead Travel Request should be reassigned to another staff with appropriate approver rights in GSM.
