IB Asia Pacific IB Educator Travel and Expenses Policy
(Last revised December 2011)
CONTENTS
- Purpose
- Air Travel Procedures
- Flight Changes/Cancellations
- Booking class and Flexibility
- Arrival and departure
- Ground Travel Procedures
- Car Rental
- Travel by Personally Owned Car
- Accommodation
- Meals
- Safety/medical
- Visas/passports
- Reimbursement of Expenses
- Appendices
Purpose
The purpose of this policy is to ensure that travel and accommodation arrangements for any person travelling on behalf of International Baccalaureate (IB) Asia Pacific, are within prescribed limits and in keeping with the mission and objectives of the organization.
It also seeks to ensure fair and equitable treatment of IB educators by defining procedures for authorized travel and guidelines for expense reimbursement.
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Travel Request Form 2012 [more+] |
Air Travel Procedures
Booking process
- The IB educators travelling will need to complete their personal information and submit the form to Travel Management Company (TMC) designated by the regional office. Details of the current TMC are stated in Appendix I.
- Before their first booking through the TMC, travelers will need to complete a personal profile so that their details (eg passport number, name) are accurate and on file to ease future bookings.
- IB educators are responsible for notifying any changes to their details to the IB Asia Pacific office and the TMC.
- For the safety of travellers, and for our record keeping, it is mandatory for all air travel for IB assignments is booked through the TMC designated by the regional office. However, there will be an exception to the booking process for site visitors on school visits to schools on the old authorization process. The IB Asia Pacific regional office will advise IB educators in such cases.
- IB educators on an assignment for an IB provider workshop will need to discuss their travel details directly with the Provider.
- For any travel arrangements for IB assignment not done through the designated TMC, IB educators must obtain prior written approval from the regional office.
- Travellers should contact the TMC within two weeks of receiving a confirmation for an IB assignment from the regional office.
- Travel should be booked (but not issued) within the time frames below unless under exceptional circumstances.
- Domestic: at least 30 days prior to start date of IB assignment
- International: at least 60 days prior to start date of IB assignment
- For Regional workshops the IB educator will receive initial notification of the assignment (MEMO 1) and then further confirmation that the workshop is viable and will run once the minimum number of participants (10) have enrolled (MEMO 2). IB educators assigned to regional workshops should wait for MEMO 2 (confirmation) before finalizing arrangements with the TMC and having the ticket issued. Travellers can also see the enrolment on their workshops via REGIS.
- The TMC will be able to issue the ticket once the traveller and IB Asia Pacific office have approved the itinerary.
If an IB educator elects to travel with a family member or companion, all additional costs incurred, including travel, accommodation and meals, will be at the IB educator’s expense. - If the IB educator travelling combines a personal flight with an IB approved flight, the IB will absorb no more than the cost of the least expensive flight between the traveller’s home and the airport closest to the assigned visit.
Flight Changes/Cancellations
- In the case of an emergency, it is essential to contact the TMC before the scheduled time of departure. TMC and the IB Asia Pacific regional office must be notified should travel be canceled directly with the airline.
- Change fees and cancellation charges will not be covered by IB Asia Pacific unless in the case of pre-approved valid reasons for changes/cancellations.
- Unused tickets remain the property of IB and will be used for future IB Asia Pacific related travel only. Unused tickets must be reported to TMC immediately.
- IB Asia Pacific is unable to reimburse any fees or expenses for family member or partner.
Booking class and Flexibility
- All air travel will be in economy class.
- The TMC will suggest the lowest cost ticket available that offers a reasonable routing. Number and length of in-airport stopovers (i.e. flight changes) will be balanced to consider traveler comfort and cost.
- Travellers are allowed to travel with a specific airline to meet personal preferences or air mile demands, provided there is no appreciable difference in price, route or timing. The IB will pay the difference if it represents no more than 10% of the cost of the quoted fare. Upgrades will not be reimbursed.
- The difference in price for travel stopovers which are not necessary for IB business will not be reimbursed.
- Excess baggage fees will not be reimbursed unless approved by the IB staff/budget owner in advance.
Arrival and departure
- Target Arrival Day
- IB educators should plan to arrive in time for any scheduled meetings part of and prior to the IB activity.
- For solo workshop leaders and site visitors this will mean arriving by early afternoon of the day before the first working day of the IB activity scheduled to commence in the morning.
- IB educators should plan to arrive by the morning of the day if the IB assignment is scheduled to commence in the afternoon on the same day.
- IB educators must seek prior approval from the regional office for unusual circumstances.
- Target Departure Day
- IB educators should plan to depart after the completion of an IB assignment including any scheduled meetings part of and/or after the IB assignment.
- On the day of IB assignment conclusion if there is a flight available. For regional workshops the flights should typically leave from 7pm onwards to allow for a 4pm workshop finish and travel/check-in time allowance.
- If there are no flights available, on the following morning after the conclusion of the IB assignment.
- A traveller who extends a stay beyond the above target dates will be responsible for all additional expenses.
- Early arrival and late departure based on flight length will be approved on a case by case basis and must be approved by the IB Asia Pacific regional office.
Ground Travel Procedures
- The IB will reimburse the cost of ground transportation between home, airport, and hotel/host schools.
- Airport shuttles or trains should be taken in preference to long-distance taxis to and from an airport where available and cost effective.
Car Rental
- IB educators who have been authorized to rent a car for an IB Asia Pacific assignment, please note the following important information:
- Car rental should only be used when less expensive or convenient transportation is not available. The standard vehicle for car hire is mid-range. When you rent a car for an IB assignment, you are required to purchase both the Liability Damage Waiver (LDW) and Collision Damage Waiver (CDW) insurance if available. IB Asia Pacific will reimburse you on your expense claim for this additional coverage. IB will not cover the cost of any parking violations, speeding and/or other traffic fines.
Travel by Personally Owned Car
- Personally owned vehicles should only be used for short journeys of less than 500 kms round trip where this constitutes the most economical means of transportation or where no viable public transportation is available. IB educators using personal vehicles must get prior written approval from the regional office, and also hold a valid driver’s license. Travellers who use their own vehicles for authorized IB assignments are entitled to claim the mileage costs from the IB, at the appropriate current mileage rate. Additional charges for parking, bridge and other tolls while on an IB assignment are eligible for reimbursement. Original receipts must be provided in order to receive reimbursement. Travelers are required to ensure they have both Liability Damage Waiver (LDW) and Collision Damage Waiver (CDW) insurance if available. The IB is not responsible for general wear and tear and/or any damage to personal vehicles incurred while on an IB assignment.
Accommodation
- Hotel accommodation will either be booked and paid for by the IB Asia Pacific regional office (for regional workshops), by the host school (school visits and in-school workshops), or by the Provider (IB Provider workshops). A single room with a private bath in a moderately priced business class hotel* is the IB Asia Pacific regional office standard.
- Hotel rooms will normally be guaranteed for late arrival. ‘No show’ charges will be the responsibility of the traveller, should they fail to cancel the reservation prior to the designated times specified on their itinerary.
- Incidental expenses are to be paid for at check-out.
Meals
- The IB will reimburse evening meal expenses while on an IB assignment within the daily limits of USD 40 per day. This factors in the provision of breakfast as part of the hotel package and that lunches/refreshments are provided during the activity (e.g. workshop) However, there will be an exception to this for site visitors on school visits to schools on the old authorization process and workshop leaders who deliver IB Provider workshop. The IB Asia Pacific regional office will advise IB educators in such cases.
- IB providers will reimburse evening meal expenses while on an IB provider workshop assignment within the daily limits of at least USD 40 per day.
Safety/medical
- The IB Asia Pacific will provide standard travel/medical insurance. If the IB educator purchases such insurance on their own, the IB Asia Pacific will reimburse the amount equivalent to the cost of standard travel/medical insurance provided by the IB Asia Pacific. Details of the standard insurance coverage are available from the TMC.
- Travellers are expected to inform themselves on safety and health conditions in destination countries.
- Those who travel internationally for IB Asia Pacific on personal insurance must ensure that they have adequate international travel/medical insurance which covers flight cancellations and emergency medical treatment overseas.
- The IB Asia Pacific will not reimburse for any vaccinations included in the official recommendations for the IB educator’s country of residence. The IB Asia Pacific will however reimburse for vaccinations required for travel to the destination country which are outside the official recommendations for their country of residence.
- The TMC will update travelers on travel warnings at the destination.
Visas/passports
- Travellers are responsible for ensuring they have a valid passport (for at least six months). Passport expenses by IB educators will not be reimbursed by the IB Asia Pacific.
- Travellers are responsible for obtaining all appropriate travel visas with sufficient time in order to participate in the IB Asia Pacific assignment.
- TMC must be contacted for assistance with obtaining visas. The visa fees associated with an IB assignment will be covered through the TMC.
- The IB Asia Pacific will not reimburse late visa fees applicable due to delay in submitting visa application by the IB educator.
Reimbursement of Expenses
- Expense claim forms should be completed, signed and submitted to the IB Asia Pacific regional office within (15) fifteen days of travel completion. To ensure timely reimbursement, please note the following procedures:
- All required fields of the expense form must be completed electronically.
- Original receipts or proof of purchase are required for all expenses. Please paste receipts (side by side) on letter size paper (do not bundle receipts) and number the receipts to correspond with the numbers on the expense claim form.
- Dates and prices must appear on all receipts and be legible. Please submit an explanation in the case of a receipt not being available (eg taxi fares in some countries).
- Expense claim forms require personal signature.
- Any reimbursement made to IB educators will be made to a designated bank account opened in the name of the educator, or a joint account that includes his/her name.
Appendices
Appendix I - Details of the Travel management company designated by the IB Asia Pacific office
FCm Travel Solutions Singapore Pte. Ltd
Emergency Assistance: +65 9712 4547
Point of contacts for IBEN travel arrangement:
- Mr. Rusli Putrajaya Lie (Account Manager)
rusli.lie@sg.fcm.travel
- Ms Tamara Boralessa
Tamara.Boralessa@flightcentre.com.sg
Appendix II - List of non-reimbursable expense
The following list is provided as a guide of non-reimbursable expenses and is not necessarily all-inclusive:
- Airport Car Parking if it exceeds reasonable taxi rates
- Mini Bar or other Bar Bills
- Internet Connection Charges
- Meals taken in place of meals already provided by the IB
- Additional taxi fares (other than to and from the airport and hotel/home)
- Mailing/courier cost for return of IB property
- Movies, hotel room movies, pay television fees, magazines etc.
- Personal articles or personal care costs such as toiletries, laundry, hair dryers, tobacco etc.
- Traffic/ parking violations
- Spouse/companion travel/meal expenses
*A typical business hotel includes facilities such as a working area (desk) in the room, internet availability, restaurant/room-service, and breakfast included)
