Guidelines for Travel and Subsistence Allowances in Relation to the Change Management Initiative 2008

Class of air ticket provided for travelers

All tickets are via the most direct route:

a) Consultants: Economy class fare for flying time up to 8 hours.

b) Travelers other than consultants: Business class fare, unless travel is within North America, or trip is wholly within the country of origin (domestic travel).

Purchase of Tickets

(a) The traveler should contact the CGIAR Secretariat (Iman Hassan: ihassan@worldbank.org) to make their travel arrangements.

(b) The World Bank travel policy requires that wherever possible, tickets are purchased through the American Express Office (AMEX).

(c) However, if traveler chooses to purchase own ticket (only for travel originating outside the Washington Metro area) the following conditions apply:

• Cost of the ticket can’t be greater than a fare provided by AMEX. This should be cleared by the CGIAR Secretariat prior to purchasing the ticket.
• The CGIAR Secretariat is not responsible for any financial loss on a non-refundable ticket purchased by a traveler.
• Ticket stubs, boarding passes and/or invoice must be sent to the CGIAR Secretariat for reimbursement of the actual cost or at the cost offered by AMEX, which ever is lower.

(d) Travel arrangements through the CGIAR Secretariat/AMEX can take up to 5 business days

(e) Reimbursement of travel expenses can take up to 7-10 business days.

Travel Allowance

a) The allowance is to cover the following:

• Cost of hotel nights plus taxes. Extra personal nights not related to CGIAR business and/or use of hotel facilities (such as gym) is not covered.
• Per Diem (meals, tips and valet) paid for each night’s stay in the destination city, is determined based on World Bank travel per diem rates.
• Cost of transportation to and from the airport.
• Additional expenses such as visa charges are covered upon submission of an invoice.

b) Travelers are advised to use hotels recommended by the CGIAR Secretariat to obtain the World Bank rates.

c) The allowance is electronically transferred directly into the traveler's bank account. Please click here for the electronic transfer form to provide the relevant Bank information.

Send the completed form by fax to: + 1 (202) 473-8110 or email to: ihassan@worldbank.org

• Travelers are covered for travel insurance if their airline ticket is issued by the World Bank’s designated agent, i.e. AMEX

If you have any queries, please contact Iman Hassan: ihassan@worldbank.org