OFFICIAL TRAVEL & EXPENSE POLICY

The FSD Africa Travel & Expense Policy (Version 4.0) outlines the standards for transportation, accommodation, and reimbursable expenses for all staff, board members, and consultants. It prioritises economy travel and virtual conferencing to minimise CO2 emissions and maintain operational travel costs within 2% of the overall budget. The policy allows for business class on specific long-haul flights and sets a general hotel reimbursement limit of £200 per night. It also includes safety protocols for emergencies and a commitment to monitoring the organisation's carbon footprint.

• FSD Africa aims to keep total travel and expense costs within 2% of its overall operational budgeted expenses.
• The default class for all flights is Economy, though Business class is permitted for Non-executive directors (up to 3 flights per year), Executive directors (up to 8 flights per year), and employees in JG6 and above for intercontinental flights exceeding 7 hours.
• To reduce its carbon footprint, the organisation requires that virtual conferencing alternatives be considered before any physical travel is approved.
• Hotel accommodation is generally limited to a reimbursement rate of £200 per night, exclusive of VAT, unless prior authorisation is obtained from the DCS and CFO.
• The policy prohibits the reimbursement of several specific expenses, including hotel mini-bar items (except water or soft drinks), spa treatments, and airline upgrades that fall outside of the established policy.
• For business continuity and risk management, the policy advises that no more than three members of the Board or Executive Committee should travel on the same flight.
• Prior to the March 2020 pandemic lockdown, the organisation's air travel 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} }