TRAVEL & EXPENSE PROCEDURES

The Travel & Expense Procedures (Version 3.0), effective February 24, 2022, provides detailed operational guidance for FSD Africa staff, Board members, and consultants regarding the authorization and reimbursement of business-related expenses. The document outlines strict requirements for documentation, spending caps for meals, rules for travel classes, and specific protocols for travel during the Covid-19 pandemic and carbon footprint management.

• Expense claims must be authorized by specific roles depending on the claimant: direct line managers for employees, and the CFO or Director Corporate Services (DCS) for Board members and the CEO. Claims will not be authorized if they lack detailed receipts or supporting documents, or if they violate the Travel & Expense or Credit Card policies.
• Staff must submit expense claims within 10 working days of returning from travel to receive reimbursement, unless the DCS or CFO approves an exceptional circumstance. Reimbursements can be made in KES, USD, or GBP, using exchange rates from oanda.com or xe.com on the date the claim is prepared.
• FSD Africa sets daily caps for business food and drink reimbursement: £20 for breakfast, £30 for lunch, and £40 for evening meals. Tips are reimbursable up to 10% of the meal's value. Alcohol is generally not reimbursed unless it is for hosting third parties for business benefit or approved by the senior person present at the Board/director level.
• The company provides limited reimbursement for telephone and transport: mobile calls and data roaming are capped at GBP 30 per journey/country visit (unless exceptional reasons exist), and a flat rate of GBP 20 is provided for public transport smart cards per country visit. Personal car mileage is not reimbursed.
• Premium economy or business class travel is not the default and is generally only requested for flights into or out of Africa that aggregate to more than five hours in duration. Approval is unlikely for daytime flights or conference attendance.
• Under Covid-19 guidance, all personnel must be fully vaccinated before business travel. Staff are advised to avoid visiting the office for at least 10 days after returning from any travel. Personnel are not obliged to travel if they are uncomfortable doing so.
• FSD Africa aims for an individual carbon footprint of less than 0.5t per month and intends to offset CO2 emissions at approximately GBP 10 per tonne. The document provides a table of CO2 tonnes for round-trips from Nairobi to various destinations, such as London (2.2 tonnes Economy) and Dallas (4.7 tonnes Economy).

APA

FSD Africa (2022). TRAVEL & EXPENSE PROCEDURES. https://fsdafrica.org/wp-content/uploads/2022/04/22-04-04-Travel-Expense-Procedures.pdf

Chicago

FSD Africa. TRAVEL & EXPENSE PROCEDURES. 2022. https://fsdafrica.org/wp-content/uploads/2022/04/22-04-04-Travel-Expense-Procedures.pdf.

Wikipedia

{{cite report |author=FSD Africa |title=TRAVEL & EXPENSE PROCEDURES |date=24 February 2022 |url=https://fsdafrica.org/wp-content/uploads/2022/04/22-04-04-Travel-Expense-Procedures.pdf |access-date=17 August 2026 |via=Climate Insights Directory}}

BibTeX

@techreport{fsdafrica2022travel, author = {{FSD Africa}}, title = {{TRAVEL \& EXPENSE PROCEDURES}}, institution = {FSD Africa}, year = {2022}, month = feb, url = {https://fsdafrica.org/wp-content/uploads/2022/04/22-04-04-Travel-Expense-Procedures.pdf}, urldate = {2026-08-17}, note = {Indexed by Climate Insights Directory} }