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Date: 20160406
Version: 3.07
© International Health Terminology Standards Development Organisation 2016. All rights reserved. SNOMED CT® was originally created by the College of American Pathologists.
Amendment History
Version | Date | Editor | Comments |
---|---|---|---|
0.01 | 20080930 | Christina Nilsson | First draft |
0.02-0.12 | CNI, Sarah Bagshaw, Jane Millar | Update/edits | |
1.0 | 20121213 | Approved by CEO JE Slot | |
1.01-1.09 | JMI, Juliet Gole Krarup, Clare Gibbs, Yohani Daruis | Updates/edits | |
2.0 | 20140130 | Approved by CEO Don Sweete | |
2.01-2.03 | 20140131 | JGK, YDA | Repaired broken reference field, updates to hyperlinks, per diem rates, km rates, reviewed by CGI and Kuldip Nijjar |
3.0 | 20150123 | DSW | Approved by CEO Don Sweete |
3.01 | 20150128 | JGK | Addition of section 2.2 and change of accommodation rate requiring advanced approval to USD 200, both based on guidance from CEO and Head of Finance |
3.02 | 20150511 | JGK | Based on CEO decision, made allowance for UK hotel accommodation rates to run up to 200 GBP without preauthorization |
3.03 | 20150512 | JGK | Changed exchange rate calculation site from Bank of Canada to Oanda.com |
3.04 | 20150512 | JGK | UK hotel rate of 200 GBP not including VAT |
3.05 | 20160104 | JGK | Updated per diem rates for 2016, references to Travel X to zExpense and links |
3.06 | 20160108 | JGK | Correction to the date on title page |
3.07 | 20160220 | JGK | Update UK per diem rate |
Approvals
Version | Date | Approver | Comments |
---|---|---|---|
1.0 | 20121213 | JES | |
2.0 | 20140130 | DSW | |
3.0 | 20150123 | DSW |
Table of Contents
1 Introduction
1.1 Background
IHTSDO aims to meet reasonable work-related expenses incurred while conducting official, authorized IHTSDO-related business. This may include air travel, road and rail transport, car hire, accommodation or other expenses. Most IHTSDO travel expenses are handled by reimbursement, meaning the authorized traveler makes his/her own arrangements, pays for travel expenses with personal funds, and then applies for reimbursement. Notable exceptions to this point include use of an IHTSDO corporate credit card (see Section 12) and issuance of a travel advance (see Section 13).
1.2 Purpose
The IHTSDO Travel Policy aims to ensure that cost-efficient travel arrangements are reimbursed in a timely manner, that individuals do not lose or make money, and that the policy and procedures are in accordance with the regulations of the Danish Taxation Authority, where relevant.
1.3 Scope
The policy is designed to cover everyone who is authorized to travel on behalf of IHTSDO, including IHTSDO staff members, Management Board Directors, contracted consultants, and other individuals with appropriate authorization.
Questions about the policy should be directed to info@ihtsdo.org.
2 Who Authorizes My Travel?
2.1 Authorization for Individual Travel
So you need to travel on IHTSDO business. Before you make your travel arrangements, you must secure travel authorization from the appropriate IHTSDO representative. Please follow instructions on the QMS for information on how to do this (contact info@ihtsdo.org if you need assistance). Please submit any travel authorization forms with your expenses unless the IHTSDO office staff is already aware that the trip has been authorized (note that authorizations through Google forms automatically send approval and denial emails to the office staff; traditional travel authorization forms on Word docs should be submitted with the expenses).
Once the travel claim processor receives your expenses and authorization, she or he will check over the expense claims and then ask the appropriate IHTSDO representative to approve the claims. The table below outlines the roles in authorizing travel and expenses:
Person Traveling | Authorizes Travel Before the Trip | Authorizes Expense Claims After the Trip |
---|---|---|
IHTSDO staff other than the CEO | Traveler's manager | CEO or delegated authority |
CEO | Management Board Chair | Management Board Chair |
Management Board Directors (based on Policy on Financial Support for Travel of Non-Employees) | Management Board Chair | Management Board Chair |
Management Board Chair | CEO | Chair of the Finance Committee |
Contracted Consultants | Traveler's manager or the CEO | CEO or delegated authority |
Other individuals conducting business on behalf of IHTSDO | Traveler's manager, the CEO, or an appointed committee | CEO or delegated authority |
2.2 Authorization for Group Travel
Authorization is required from both the CEO and the Head of Finance for group travel, whether budgeted or unbudgeted, when the collective costs of the meeting total USD 5000 or above. Examples of these types of meetings include:
- Any team meetings where travel or hotel costs are involved;
- Any conference attendance and travel;
- Any meetings with Member countries.
For these approvals, please fill out and submit the Group Travel Approval Form (instructions are on the form itself), available at: https://drive.google.com/a/ihtsdo.org/templates?type=spreadsheets
The group travel form does not remove the requirement for individuals to submit individual travel forms (see section 2.1). The Head of Finance will issue a purchase order number for each Group Travel request, which can be quoted by individuals on their individual travel request to maintain an audit trail.
Approval must be given before any contracts or travel is booked, so please request approval well in advance of the intended conference or meeting.
3 How Long After My Travel Should I Submit My Expense Claim?
IHTSDO recommends that you submit your expense claim as soon as your travel period has ended. All expenses on the corporate credit card must be submitted no later than 10 days after the statement date. Please note that IHTSDO will not accept any claims after 4 months have lapsed since your travel. Exceptions to these policies require approval by the CEO.
4 How Do I Submit My Expense Claims? Web-Based Versus Paper Submissions
IHTSDO processes travel expense claims with two different systems:
- zExpense: an online system used by IHTSDO employees or other authorized users. For instructions on how to access and use zExpense, please see the QMS, or contact invoices@ihtsdo.org.
- IHTSDO Travel Expense Form (available on the our FAQs): a spreadsheet, supplemented with receipts, used by all other authorized travelers. Normally the spreadsheet and receipts can be scanned and emailed to invoices@ihtsdo.org but travelers should maintain paper copies at least until they receive reimbursement.
5 How Do I Calculate My Travel Period?
IHTSDO will normally only reimburse costs for the days that work-related events take place and for transport to/from any such events by the most expeditious route.
5.1 Combination of official travel with personal travel
If you wish to take some personal time in conjunction with your official travel, it is at your own expense and your own risk. Please keep in mind that IHTSDO assumes no responsibility or obligation with regard to any personal leave, travel arrangements and associated costs made in conjunction with official travel. Transportation or additional stopover costs to locations you wish to visit for personal reasons in conjunction with work are at your own expense. Similarly, should you wish to spend extra days at your hotel, those extra accommodation fees are your own responsibility and you will not receive per diem for the extra time. If you travel to a destination for a personal visit prior to a work-related event and then become ill or are otherwise unable to attend the work event, you will not be entitled to claim reimbursement of those travel expenses unless the CEO agrees to make an exception to the rule.
Personal time should be identified when seeking initial authorization for travel and when submitting claims. Documentation of these costs must be provided, with evidence of the difference of the costs incurred.
5.2 Extension of travel time to reduce costs
In some cases, there may be significant savings for the organization if the time at a destination is extended beyond the scheduled work-related travel period (e.g. because flight costs may be cheaper with a Saturday night stay). In this case, extension of the scheduled travel period with associated costs may be approved by the CEO in advance of any travel arrangement being made. Please inquire with the person who has authorized your travel (see Section 2).
Please note that the traveler will be reimbursed for the costs of additional accommodation and/or other expenses only if the total expenditure is shown to be less than it would have been for the originally scheduled period. In other words, keep a copy of that original overpriced flight ticket offer to prove how much money you saved!
6 Per Diem, Meals and Related Expenses
For all authorized travelers, unless otherwise informed, per diem is provided based on the following guidelines:
6.1 Travel period less than 24 hours
Per diem does not apply if the travel period is less than 24 hours. IHTSDO will instead reimburse reasonable meal expenses based on receipts only.
6.2 Travel period more than 24 hours
Per diem is provided if the travel period is more than 24 hours. For staff members based in Denmark, in accordance with the Danish Taxation Authority, the 2016 per diem is 70 USD/24 hours. For staff members based outside of Denmark, per diem rates for meals and incidentals vary by the country of destination (all listed below in USD):
Country | Rate |
Australia | 119 |
Austria | 92 |
Belgium Brazil | 82 92 |
Canada | 109 |
Chile | 64 |
China | 93 |
Denmark | 121 |
France | 127 |
Germany | 78 |
Greece | 73 |
Hong Kong | 105 |
Hungary | 55 |
India | 92 |
Italy | 98 |
Japan | 93 |
Latvia | 65 |
Malaysia | 77 |
Netherlands | 78 |
New Zealand | 112 |
Philippines Portugal | 64 81 |
Singapore | 126 |
Sweden | 108 |
Switzerland | 152 |
United Kingdom | 163 |
United States | 98 |
For other countries not listed, please contact invoices@ihtsdo.org for rates.
For all authorized travelers, if the traveler receives meals at no cost during his/her trip (e.g. a meal on an airplane or lunch that is included in a conference fee or provided to participants in a meeting) the allowance should be reduced by the percentages set by the Danish Taxation Authority:
Meals | Reduction |
Breakfast | 15 % |
Lunch | 30 % |
Dinner | 30 % |
Total | 75 % |
If using the zExpense automated system, the calculation is done for you after you enter the number of meals you received.
The remaining 25% of the per diem allowance is intended to cover reasonable expenses such as:
- Excess luggage for personal items in case of travel over extended periods of time;
- Foreign currency commissions;
- Maps for the destination;
- Laundry or dry-cleaning; and
- Personal phone call.
The fact that these expenses are covered by per diem means that they cannot be claimed as separate line items.
6.3 Group Meals
If multiple IHTSDO-funded travelers attend the same event (e.g. a dinner), an attending IHTSDO Management Team member may agree to pay the costs of the event for the group. In such case, the Management Team member should provide IHTSDO with receipts, names of attendees, and any other relevant information. The other attendees may not claim the same expense, and their per diems should be reduced by the appropriate level (see table in Section 6.2.2 for levels). Please note that the cost of such event should generally be consistent with or lower than the amount of the per diem that would otherwise have been provided.