10 Travel Claims (TCs) are typically not required for non-staff travellers, including delegates to governing bodies meetings. However, claims are required when actual travel differs from authorized travel and results in either additional payments or overpayments that require recovery. For example, a negative travel claim must be filed for a non-staff member that was paid prior to a meeting but did not attend, or a claim may be filed for additional, unanticipated expenses, such as excess baggage. It is the responsibility of the office that prepared the Travel Authorization (TR) to prepare the Travel Claim (TC) for non-staff, when necessary.
20 It is the responsibility of the office that initiates or pays for non-staff travel to recover any overpayments. A travel claim(TC) reflecting an over payment to a non-staff member shall be submitted only after the refund of the overpayment is received in the form of cash or cheque and deposited with WHO. The refund can also be made through electronic payment to WHO. The Travel Claim (TC) shall create a receivable in the supplier record of the non-staff member which will be off-set by the refund deposited with WHO. Funding for travel overpayments to non-staff is restored to the program that paid for the travel only after recovery is made and WHO received the funds.
30 Non-staff are reimbursed for underpayments when the Travel Claim (TC) for the additional amount is approved. Such payments will typically be made electronically to the traveller's (i.e. supplier's) bank account.
