TRAVEL & EXPENSE PROCEDURES

The Travel & Expense Procedures (Version 3.0) establish the operational rules for claiming business expenses at FSD Africa. It mandates that all spending be "reasonable and necessary" and aligned with a "pro-poor mission." The document details specific reimbursement caps for meals, rules for alcohol and telephone usage, and the requirement for original receipts. It also includes specific protocols for travel during the Covid-19 pandemic and a carbon footprint statement aimed at reducing and offsetting CO2 emissions from business travel.

• Expense claims must be submitted promptly, with those made more than 10 working days after returning from travel generally ineligible for reimbursement unless exceptional circumstances are approved by the DCS or CFO.
• FSD Africa sets daily reimbursement caps per person for meals: £20 for breakfast, £30 for lunch, and £40 for evening meals, noting these are maximum limits rather than flat rates.
• Reimbursement for alcohol is generally prohibited, except when hosting third parties for business benefit or at the Board/director level with approval from the senior person present.
• The organization does not reimburse car mileage for personal vehicles used for business; instead, it prefers hiring a driver unless it is prohibitively expensive.
• Business travel during the Covid-19 pandemic requires personnel to be fully vaccinated, and staff are advised to avoid the office for at least 10 days after returning from any travel.
• FSD Africa aims to reduce its carbon footprint by encouraging online meetings and intends to offset CO2 emissions at approximately GBP10 per tonne through nature climate solutions.

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} }