New Partner Travel Orientation

1. New Partner Travel Orientation AIHA Travel Policy and Procedures

2. The Planning Process Here are the steps we’ll take together as we plan for your trip: • You’ll tell us about yourself: • We’ll ask you to fill out a Personal Data & Travel Preferences form that asks for information about your travel preferences and for use in our reporting process. Please fill this form out and return it to AIHA as soon as you're able so that we can start looking for itineraries. You’ll Get Vaccinated: • Check out http://wwwnc.cdc.gov/travel to see if you’ve got the right vaccinations for travel. We reimburse vaccinations recommended by the CDC for the country you’re visiting. You’ll Make Sure You Have a Passport and Visa for Travel: • Please reach out to us with any questions about obtaining a passport or visa. We’ll Arrange Your Flights, Hotel, and Ground Transport: • AIHA will use your forms to arrange flights and hotels. We’ll cover our flight purchase policy later in this presentation. If you require any accommodations please let us know. Please retain all original boarding passes while on travel. • We’ll Give You a Per Diem: • AIHA will provide you with a per diem to cover meals and incidental expenses like laundry, phone, and tips. We will provide you with additional funds upon your return, after we’ve received your original boarding passes. • We’ll Reimburse You • Upon your return, you’ll give AIHA your original boarding passes and other documentation, so that we can provide you with additional funds.

3. AIHA TRAVEL is dictated by aiha’s travel policy • The AIHA Travel Policy covers all aspects of travel conducted while on AIHA business. • The Travel Policy represents the set of rules established from our travel experiences around the globe and dictated by our funders. • All travel decisions are informed by the AIHA travel policy, and all exceptions to the policy must be approved by the CEO or Director of Operations. • Approval of an exception to this policy does not necessarily authorize the expenditure of US Government funds for the travel.

4. Behind the scenes: Approvals • Before AIHA begins planning your itinerary, we obtain permission for travel from our funders and our organization: Funder Approval: • AIHA will complete a formal process of obtaining permission for your trip from the project’s funder, which can sometimes take time. AIHA Travel Authorization: • Your Program Coordinator will obtain formal permission to spend AIHA funds on your travel from a member of AIHA leadership. Proof of Travel: • When you’ve completed your travel, AIHA will ask for the ticket stubs from your flight and certain receipts.

5. A note on passports • Many airlines will not allow passengers to travel internationally without at least 6 months between their date of departure and the passport’s expiration date and at least four blank pages at the end of the passport (2 for visas and 2 for USG use). Please check to see if your passport fulfills these requirements. If you have any questions about your passport or visa or need help with either, please contact AIHA as soon as possible.

6. AiRLine Tickets • AIHA purchases standard and humanitarian commercial airline tickets through its travel agent, Safe Harbors Travel. • US Government-funded travel requires adherence to the provisions of the US Fly America Act. Notably, the Act requires that travelers use US Flag Carriers or approved Open Skies Carriers when entering or leaving the US. • Purchase of a Premium Economy Fare is allowed for any flight between different continents, but AIHA will not pay for Premium Economy for travel within a single continent. • Any upgrades except those specifically outlined above are not reimbursable.

7. Rest Day • When determining what days you’d like to travel, please note that, whenever possible, AIHA recommends that you arrange departure to allow arrival at the destination the day before commencing duty. • AIHA can also authorize a layover of up to 24 hours for travelers whose one-way air travel is 14 or more hours from the scheduled time of departure to scheduled time of arrival at the final destination.

8. Side trips • AIHA offers travelers the opportunity to stay at their destination for additional days or to take a side trip before or after their work with AIHA. • If either of these options are taken, AIHA will request an estimate of the price difference between the most economical ticket required for the trip objectives and the ticket with changes from Safe Harbors Travel. • The traveler must pay any difference to either AIHA or Safe Harbors Travel before the ticket is purchased.

9. Baggage • AIHA will pay for up to 2 checked bags weighing 50 lbs. • Excess baggage/weight fees resulting from transporting AIHA project-related items can be reimbursed, but advance notification to AIHA is required. • In case baggage is misplaced or lost, airlines will reimburse travelers for the time their baggage is misplaced and for lost baggage. Claims can be made with AIHA for such baggage with proof that claims to airlines were denied.

10. Lodging • AIHA will arrange for accommodations and a ride from the airport to the hotel for travelers in advance of departure. • All lodging reimbursements should be supported with an itemized receipt and will be based upon actual costs incurred up to the USG maximum lodging rate allowed for the given location, unless lodging is pre-paid by AIHA prior to departure. • Extra-late checkouts may be granted at an additional fee if a traveler has a late night flight departure. These situations are usually taken into account when AIHA is arranging accommodations for the traveler. If a late checkout has not been pre-arranged, it can be reimbursed with the appropriate documentation.

11. Lodging & Per Diem/Meals and Incidental Expenses (M&IE) • Before travelers leave for a trip, AIHA provides them with 75% of the total per diem rate determined by the US Government. • AIHA follows US Government rules pertaining to Per Diem and lodging rates, including a reduced rate for the first and last day of any trip. • AIHA utilizes rates established by the GSA for domestic travel: http://www.gsa.gov/portal/content/104877 • AIHA utilizes rates established by the US State Department for international travel: http://aoprals.state.gov/web920/per_diem.asp • When the traveler returns, he or she will provide documentation to AIHA, and will receive in return the final 25% of per diem, along with any additional expenses. • Traveler Per Diems cover things like meals and laundry. Other expenses can be reimbursed with receipts.

12. NotReimbursable • Personal entertainment like movies, books, or airline club fees • Babysitting, house-sitting, pet-sitting or kennel fees • Personal grooming • Over the counter or prescription medicines not recommended by CDC for travel to your destination • Privately arranged travel insurance. AIHA insures travelers through CHUBB • Personal cell phone costs not otherwise mentioned • Personal travel costs unrelated to required AIHA work including taxis to dinner or weekend side trips Included in Per Diem(no receipts needed) Reimbursable(receipts needed) Vaccinations recommended for travel to your destination by the CDC Passport photos and visa expenses required for AIHA travel purposes Ground transportation used for AIHA purposes Mileage to and from airport Telephone and internet expenses when used for AIHA business Up to 2 pieces of checked luggage for international flights One 10-minute personal phone call a day Traveler’s checks and currency exchange fees • Meals, snacks, beverages • Gratuities • Laundry, dry cleaning • Valet services • Airport trolley rental and baggage help • Sundries like toothpaste, shampoo or bug spray

13. Reimbursement for per diem and expenses For reimbursement, mail the following to AIHA within 15 days of your arrival home: • Original boarding passes from all flights; • Receipts for reimbursable expenses; • A completed travel expense voucher. We’ll give you a travel voucher with some items filled out already. • If a meal is provided and paid for using AIHA or USG funds, it should be reported in the Travel Voucher.

14. Emergency Services and Travel Insurance • We have both emergency services and travel insurance that cover all individuals who are traveling from one country to another on AIHA business. International SOS provides assistance with medical and other emergencies, coordinating with AIHA’s business travel insurance company, CHUBB.  • Anyone traveling between countries on AIHA business can call International SOS for pre-trip safety information and in case of an emergency, whether in need of directions, a doctor, medication, or anything else. Travelers can also go to internationalsos.com for pre-travel advice about the communities they will be visiting. ISOS also has an app for iPhone or Android.

15. Questions? Aisha Ahmad, Travel Coordinator aahmad@aiha.com 202-719-1129