This section contains information on travel authorization for:

• Employees
• Non-employees
• Groups

Employee Travel Authorization

Employees should use a Google Form to submit travel requests for official international travel only (official travel within your home country does not require official approval unless it relates to Group travel (see below), where a purchase order number is necessary). Your line manager will receive an email notifying him or her about the request. Once he or she approves or denies it, you and invoices@ will receive an automated message about the decision. 

Non-Employee Travel Authorization

Non-employees include Management Board Directors, award recipients, and AG members.

For non-employees traveling on IHTSDO SNOMED International business, the submission of a completed Travel Authorization Form (available from the shared Google Drive folder) as per the IHTSDO SNOMED International Travel Policy may be necessary. Please submit the form to the budget holder, copying the invoices@snomed.org.  

If the travel is part of a Group travel event (see below), then the Management Team member in charge of the group travel must get the group travel event authorized first so that the Purchase Order number can be listed on the non-employee Travel Authorization Form.

Group Travel Authorization

Authorization is required from both the CEO and the Executive Lead for Finance & Corporate Services 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:

1. Any team meetings where travel or hotel costs are involved;
2. Any conference attendance and travel;
3. Any meetings with Member countries.

For these approvals, please fill out the Group Travel Approval Form by going here: https://drive.google.com/a/ihtsdo.org/templates?type=spreadsheets, and selecting the Group Travel Approval Form template and submitting it when complete (instructions are on the form itself).

The group travel form does not remove the requirement for individuals to submit individual travel approval forms. Group travel permission must be sought first, before employees or non-employees request permission for individual travel. The Executive Lead for Finance & Corporate Services will issue a Purchase Order number for each Group Travel request, which must be quoted by individuals on individual travel requests 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.

A Process Diagram on how the group travel/individual travel process works is below.