OFFICIAL TRAVEL & EXPENSE POLICY

The FSD Africa Official Travel & Expense Policy (Version 4.0), effective March 6, 2024, establishes the principles and rules for travel and reimbursement for all personnel, including staff, Board and Committee members, contractors, and consultants. The policy aims to balance staff welfare and security with a commitment to reducing CO2 emissions and the responsible use of public funds, specifically targeting that travel and expense costs remain within 2% of overall operational budgeted expenses.

• FSD Africa mandates that virtual conferencing alternatives must be considered before any physical travel is approved to reduce emissions and costs.
• The default class for all flights is Economy, though Business class is permitted for Executive and Non-executive directors, and for employees in JG6 and above on intercontinental flights exceeding 7 hours. All flights within Africa, all consultants' travel, and all travel for training or remote workers attending events must be Economy.
• Hotel accommodation should be safe, comfortable, mid-range business hotels, avoiding luxurious chains. The standard reimbursement limit is £200 per night (exclusive of VAT) for bed and breakfast, with higher costs requiring prior authorization from the DCS and CFO.
• The policy discourages the use of taxis for airport transfers or travel across London and other European cities, except during infrequent service hours (before 7am or after 9pm). In Kenya, the organization maintains a list of preferred car service providers.
• FSD Africa will reimburse specific business-related expenses including laundry, dry-cleaning, and fitness center access at hotels, as well as necessary vaccinations and anti-malarials. It will not reimburse mini-bar items (except water/soft drinks), spa treatments, or the natural expiration of passports.
• To mitigate business continuity risks, the policy advises that no more than three members of the Board or Executive Committee should travel together on the same flight.
• FSD Africa monitors its air travel CO2 data to reduce its carbon footprint. In the five quarters before March 2020, the organization's leadership and partners averaged 75 return trips per quarter, resulting in approximately 30 tonnes of CO2 emissions per month.

APA

FSD Africa (2024). OFFICIAL TRAVEL & EXPENSE POLICY. https://fsdafrica.org/wp-content/uploads/2025/07/24-04-10-Travel-Policy.pdf

Chicago

FSD Africa. OFFICIAL TRAVEL & EXPENSE POLICY. 2024. https://fsdafrica.org/wp-content/uploads/2025/07/24-04-10-Travel-Policy.pdf.

Wikipedia

{{cite report |author=FSD Africa |title=OFFICIAL TRAVEL & EXPENSE POLICY |date=6 March 2024 |url=https://fsdafrica.org/wp-content/uploads/2025/07/24-04-10-Travel-Policy.pdf |access-date=17 August 2026 |via=Climate Insights Directory}}

BibTeX

@techreport{fsdafrica2024official, author = {{FSD Africa}}, title = {{OFFICIAL TRAVEL \& EXPENSE POLICY}}, institution = {FSD Africa}, year = {2024}, month = mar, url = {https://fsdafrica.org/wp-content/uploads/2025/07/24-04-10-Travel-Policy.pdf}, urldate = {2026-08-17}, note = {Indexed by Climate Insights Directory} }