PHIG Policy Framework v1.2 · Policy 30 · Adopted 1 September 2026 · References: ASF Policy 25; 2 CFR 200.475 (travel costs) and Fly America Act for US-funded travel; EU MGA Art. 6.2.C (travel); EU/US per-diem references
1. Purpose and scope
To ensure that travel and expenses are necessary, economical, documented and compliant with donor rules. Applies to the Board, the Director, staff, consultants, volunteers, experts, partners and suppliers of PHIG and all platforms of its network.
2. Policy
- Travel is approved in advance by the Director (the Chair for the Director) with purpose, dates and estimated cost; online alternatives considered first.
- Economy class for flights (premium economy permitted for flights over 8 hours with Board approval), standard class rail, the lowest reasonable fare booked in good time; US-funded air travel complies with the Fly America Act and Open Skies exceptions.
- Accommodation at reasonable mid-range standard; per diems not exceeding the donor’s or the EU/UN published rates; receipts required for all expenses except per diem where lump sums are allowed.
- No reimbursement of alcohol, entertainment, fines, personal items or family travel.
- Expense claims submitted within 30 days with receipts and the approved travel request; advances settled within 15 days of return.
- Travel emissions recorded under the Environmental Sustainability Policy.
3. Procedures
- Travel request form; expense claim form; per-diem table maintained by the accountant.
Responsibilities
Director; accountant; travellers.
Review
Every two years and when donor rules change.
Part of the PHIG Policy Framework. Breaches and concerns may be reported under the Whistleblowing Procedure to info@accreditation.ge (subject “Confidential — integrity”).