This section outlines travel policies and procedures for international and in-country travel and related meals and incidental expenses payments.

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1 10. TRAVEL Cntents 10. Travel Rles and Respnsibilities Internatinal Travel A Air Travel Standards B Air Travel Arrangements C Travel Dcumentatin D Travel Supprt E Travel with Private Cmpanins Cuntry Office Dmestic/Reginal Travel... 6 This sectin utlines travel plicies and prcedures fr internatinal and in-cuntry travel and related meals and incidental expenses payments. HQ Travel Lead: Treasurer t the Bard 10.1 ROLES AND RESPONSIBILITIES University f Washingtn (UW): Set minimum travel plicy standards. Make all US travel reservatins. Infrm travelers t the United States f travel dcumentatin requirements. Assist in nn-us travel, when requested. UW-Kenya Cuntry Office: Implement minimum travel plicy standards. Make all dmestic and nn-us travel reservatins. Infrm nn-us travelers f travel dcumentatin requirements. Develp and implement dmestic travel standards. Develp and implement a cuntry ffice meal and incidental standards. UW-KENYA and Prject ffice staff: Adhere t travel plicy. Submit travel requests and related dcumentatin INTERNATIONAL TRAVEL The Fly America Act requires that all air travel t and frm the United States financed by US gvernment funds be made n US flag carriers t the extent service by such carriers is available. The PI s Department is respnsible fr bking and payment f internatinal flights fr UW-KENYA staff, eligible dependents (as part f relcatin packages), and cnsultants relcating and traveling n fficial UW-KENYA business. UW-KENYA des nt arrange travel fr family members pting t travel with an emplyee A AIR TRAVEL STANDARDS The fllwing standards are bligatry, whether bking air travel via headquarters r using a lcal travel agency. COACH CLASS VERSUS BUSINESS CLASS UW-Kenya Travel Plicy, versin 1.0 1

2 UW-KENYA bks cach class reservatins with the mst cst-effective carrier and ruting f the itinerary. Exceptins t cach class bkings can be made when internatinal itineraries are in excess f 14-hurs duratin (nt including layvers in the United States and cnnectin time) AND merit cnsideratin due t medical and/r critical timing issues. The 14-hur standard is nt sufficient justificatin fr an upgrade frm cach t business class. Tw apprvals are required befre the headquarters Travel Office can prcure the business class ticket: Pre-apprval- Prject Budget Manager Final apprval and authrizatin Prject Principal Investigatr (UW based) UW-KENYA staff shuld submit an n Authrizatin fr Air Travel Upgrade t the Prject PI fr final authrizatin. Requests fr business class travel because f staff medical cnditins must have dcumentatin attached frm the staff s medical prvider indicating the need fr business class travel. A time frame f the medical cnditin is required (with a maximum f ne year), but explanatin f the medical cnditin is unnecessary. ACCOMMODATING TRAVELER PREFERENCES UW-KENYA emplyees and cnsultants are liable fr csts assciated with itinerary changes made at his/her discretin after UW-KENYA bking. The traveler is respnsible fr csts incurred by extended layvers and/r trip ruting made at her/his cnvenience. The traveler is respnsible fr paying in advance fr any prtin f a fare related t persnal travel. FREQUENT FLYER MILEAGE Frequent flyer mileage accrued while traveling n fficial UW-KENYA business is a persnal resurce f the traveler. A traveler s persnal frequent flyer status n a given airline des nt justify selectin f that carrier ver anther mre cst-effective ptin. REFUNDABLE AND NON- REFUNDABLE TICKETS UW-KENYA is subject t UW travel plicies and thus bligated t purchase refundable cntract air tickets. UW-KENYA can purchase nnrefundable tickets fr air travel when the cst differential is significant AND the itinerary is firm. PAYMENT All airfare bked via the preapprved travel agency (Christphersn Business Travel) is charged t the respective Prject/ Office budget B AIR TRAVEL ARRANGEMENTS TRAVEL TO AND FROM A NON-UNITED S TATES D ESTINATION Befre beginning travel arrangements t a nn-us destinatin, UW-Kenya staff shuld fill ut Travel Request Frm and submit it t their Supervisrs and Kenyan based Prject P.I fr apprval. TRAVEL TO AND FROM THE U NITED S TATES The PI s Department is respnsible fr crdinating air travel fr all UW-KENYA staff and cnsultants departing frm r traveling t the United States. The Travel Crdinatr f the PI s department will wrk with staff t arrange travel and pay fr the airfare via the departmental CTA Card. T begin travel arrangements, the Prject Budget Manager and P.I must be ed with details f the planned travel fr apprval. The apprval given n shuld then be sent t UW-Kenya Travel Plicy, versin 1.0 2

3 the Prject Accunting Crdinatr at UW-Kenya. The same is t be used as part f flight payment dcumentatin and in advancing any travel related funds. The traveler submits cmpleted frms t the Prject Budget Manager. The Budget Manager apprves and makes necessary arrangements with the preferred travel agency C TRAVEL DOCUMENTATION PASSPORT The traveler is respnsible t secure and maintain a current passprt. The cst f additinal pages in a passprt can be reimbursed if needed t cmplete travel fr UW-KENYA. A traveler will nt be reimbursed fr any passprt expenses made prir t a request fr him/her t travel. VISA Fr travel destinatins utside f the United States, the UW-Kenya staff is respnsible fr checking visa requirements, securing business related visas, and frwarding relevant dcumentatin t UW-Kenya accunting team fr payment f business related visas. Travelers are encuraged t btain visas prir t departure if there is any risk f nt being able t btain ne upn arrival. EMERGENCY CONTACT INFORMATION The UW requires emergency cntact infrmatin fr all UW-KENYA travelers ging t and frm the United States via the VDS. The cuntry ffice shuld cllect emergency cntact infrmatin fr all emplyees traveling n UW-KENYA business. CUSTOMS LETTERS T help ensure that UW-wned equipment is nt seized in custms, travelers are required t carry an riginal cpy f a custms letter, dcumenting UW-KENYA wnership f equipment purchased by the UW. Equipment that requires a custms letter includes: laptps and LCDs; equipment that des nt require a custms letter includes: cell phnes, Tris, and Blackberries. Travelers transprting large quantities f materials r supplies such as sftware, lab supplies and training manuals may carry a letter n UW-KENYA letterhead, stating hw the materials will be used and the cash value D TRAVEL SUPPORT Sme f the fllwing standards fr prvisin f travel supprt may be superseded by cuntry ffice per diem and ldging plicies. TRAVEL MEDICINE Travelers t destinatins utside the United States shuld visit a travel medicine facility at least 6 weeks prir t departure t secure recmmended immunizatins, prphylaxis, and TB baseline. COUNTRY OFFICE MEAL AND INCIDENTAL EXPENSES RATES AND LODGING EXPENSES The UW-Kenya has set-up Kshs.2,000 as the bare minimum daily meals and incidental expenses rates fr dmestic travel. Any amunt abve this shuld be apprved by the Prject P.I. Any amunt abve Kshs.2,000 per day is taxable under the Incme Tax ACT. UW-Kenya rates must be within US gvernment limits and cmparable t US gvernment partner rates. Meals and incidental expenses reimbursement mitigates actual csts f wrk UW-Kenya Travel Plicy, versin 1.0 3

4 related travel and is nt intended t augment travelers incme. Cuntry ffice shuld infrm the Prject Budget Managers f any change in cuntry ffice meals and incidental expenses rates t ensure that rates are crrectly referenced in travel-related dcumentatin managed ut f the UW. INTERNATIONAL MEALS AND INCIDENTAL EXPENSES UW-KENYA utilizes US Department f State meals and incidental expenses rates t cmpensate staff and cnsultants traveling n fficial UW-KENYA business. The meals and incidental expenses rate is intended t cver breakfast, lunch, and dinner and incidental expenses. Meals and incidental expenses rates are determined by lcatin and can vary by city within a single cuntry. The US gvernment rates detail allwable meals and incidental expenses rates and ldging csts and are available nline at UW-KENYA travelers are reimbursed at a pre-agreed rates as apprved by the Prject PIs. Travelers are bliged t reprt any meals prvided t them during the curse f a wrkrelated trip, the meals and incidental expenses reimbursement will be adjusted accrdingly. Reimbursement fr meals is calculated as a percentage f the daily rate, as fllws: breakfast (25%)/lunch (30%)/dinner (45%). MEALS AND INCIDENTAL EXPENSES WHILE IN INTERNATIONAL TRAVEL STATUS Per UW plicy, meals and incidental expenses reimbursement is prvided at the per diem rate f the destinatin the traveler will spend the subsequent night. Fr example, if an UW- KENYA emplyee is traveling t Seattle frm Nairbi, the Seattle meals and incidental expenses rate applies. If the traveler has a layver en rute, then the layver city meals and incidental expenses rate applies n the first leg f the itinerary. UW bases reimbursement n the time zne/meal schedule at the city f departure, whether in r utbund, extending that time zne schedule thrugh the entire itinerary. The fllwing UW guidelines shuld be used t calculate per diem reimbursement Travelers g int travel status when departing frm their fficial statin r residence: Befre 8 am, travelers may be reimbursed fr breakfast, lunch, and dinner. Between 8 am and 2 pm, travelers may be reimbursed fr lunch and dinner. Between 2 pm and 6 pm, travelers may be reimbursed fr dinner. Travelers may g int travel status up t three hurs befre a dmestic flight and up t fur hurs befre an internatinal flight. Travelers cme ff travel status when returned t their fficial statin r fficial residence: Befre 12 nn, travelers may be reimbursed fr breakfast. Between 12 nn and 6 pm, travelers may be reimbursed fr breakfast and lunch After 6 pm, travelers may be reimbursed fr breakfast, lunch, and dinner. LODGING UW-KENYA utilizes the US Department f State ldging csts fr traveler accmmdatin n internatinal trips. All lcal trips rates are based n Prject pre-agreed rates with their respective P.Is. The lcal rates cannt hwever be mre than the US gvernment apprved rates. The US gvernment rates are available nline at Exceptins can be made fr security reasns r exceptinal traveler needs. The UW-Kenya CEO r Prject Principal Investigatr must authrize all exceptins. Travelers are reimbursed fr accmmdatin csts upn presentatin f a paid itemized receipt. In the event that a travel advance was issued t the traveler an itemized receipt is still required in rder t recncile the advance at the end f the trip. UW-Kenya Travel Plicy, versin 1.0 4

5 LUGGAGE E XPENSES 1 In situatins where airlines charge fr all checked baggage, UW-KENYA will pay fr ne piece f persnal luggage and all checked luggage cntaining wrk materials. Luggage csts can be paid fr with persnal credit card, r cash. BUSINESS E XPENSES The UW plicy gverning freign travel allws reimbursement fr certain business-related miscellaneus expenses beynd meals and incidental expenses and ldging. Reimbursable business expenses include: buses, shuttles, taxis, wrk-related phne calls, Internet access fr wrk-related purpses, and visa fees. Receipts are required fr claimed miscellaneus expenses ver US$50. Prjects may chse t set a lwer limit. Nn-reimbursable business expenses include: Meals fr ther peple (business related r therwise); Tips fr meals, maids, prters, etc.; Vide, VCR, TV, r radi rentals; Fd in excess f the daily meal allwance; Alchl; Csts assciated with persnal entertainment, including taxis, event tickets, etc.; Fees fr travel expense-related use f ATMs and currency exchange; Medical and hspital services; and Phne charges fr persnal calls with the exceptin f a 10-minute call upn arrival at the final destinatin and ne prir t departure at the end f the trip. Travel Reimbursement Frm, which is an Excel spreadsheet, can be used by internatinal and lcal travelers t track business expenses n an nging basis. Travel Advances See Fiscal Operatins manual fr details regarding eligibility and administratin f travel advances E TRAVEL WITH PRIVATE COMPANIONS 2 Travel with private cmpanins is allwed under the fllwing guidelines and with prir apprval frm the Prject P.I. UW-KENYA/UW accepts n respnsibility fr the safety r security f cmpanins traveling with the UW-KENYA affiliate. N UW-KENYA resurces (e.g. time, funds, staffing) can be used t make arrangements fr cmpanins r t pay fr any prtin f the cmpanin s travel-related csts. The designated traveling cmpanin(s) is/are respnsible fr their wn travel dcuments (e.g. visas) and medical care (e.g. pre-trip immunizatins). The traveling cmpanin(s) must nt interfere with the UW-KENYA affiliate s wrk activities f the wrk activities f thers at the lcal site. Cmpanins may nt travel in any UW-KENYA vehicle. The nly exceptin will be where fr peratinal cnvenience and staff safety, accmpanying cmpanin(s) can ride in UW-KENYA vehicles t and frm the airprt upn arrival and departure frm the cuntry. This is the nly exceptin t this plicy and it must be apprved by the prject PI prir t travel. On the ccasin when a cmpanin will be traveling with the emplyee, cnsultant, student, r ther UW-KENYA affiliate, an needs t be sent t the prject PI (r designee) t btain authrizatin prir t the engagement f shrt-term, UW-KENYA spnsred travel. 1 Updated 7 th July, Updated 7 th July, 2017 UW-Kenya Travel Plicy, versin 1.0 5

6 10.3 COUNTRY OFFICE DOMESTIC/REGIONAL TRAVEL Cuntry ffice may bk travel thrugh lcal travel agencies fr travel that des nt include US destinatins. These csts need t be charged t the right Prject Office budgets per guidance frm the PI and the Budget Manager(s). Standards fr train travel (if apprpriate) shuld be develped by the cuntry ffice and be cmparable t air travel. UW-Kenya Travel Plicy, versin 1.0 6

Shuttles are scheduled ONLY when there is a reservation. Without reservations we DO NOT travel.

Custmer Agreement / Cmpany Plicies Shuttles are scheduled ONLY when there is a reservatin. Withut reservatins we DO NOT travel. (Excluding Hlidays) Reservatins must be prepaid with a credit card. Please