SayPro Human Capital Travel Management Policies, Procedures, Processes, Templates, Documents, and Forms (SayProP501)
1. Purpose
The SayPro Human Capital Travel Management Policy (SayProP501) establishes guidelines for managing official travel for SayPro Human Capital, ensuring efficiency, cost-effectiveness, and compliance with financial and operational regulations.
2. Scope
This policy applies to:
- All SayPro Human Capital, Royal Directors, Officers, and Non-Executive Members required to travel for official business.
- All modes of travel, including domestic and international flights, accommodations, ground transportation, and per diem allowances.
- All travel-related expenses, including meals, lodging, and incidentals.
3. Travel Approval Process
3.1 Pre-Approval Requirements
- All official travel must be pre-approved by the relevant SayPro Royal Committee and SayPro Chief Executive Officer (CEO).
- A Travel Authorization Request (TAR) Form must be submitted at least 14 days before domestic travel and 30 days before international travel.
- Requests must include the purpose of travel, destination, estimated costs, funding source, and expected outcomes.
- For locations which are within reach of Public transport SayPro Human Capital must request for public transport
- For locations that are not easily accessible and within the city SayPro Human Capital must request emailing services such as Uber or others. The request must be done to the SayPro Chief Financial Officer 7 days before and the SayPro Chief Financial Officer must request Uber to and from the venue. The official must communicate with their relevant Chief. The chief can then liaise with SayPro Chief Financial Officer
- For Uber ensure that the requisition on the section of amount is blank. The amount will be entered after the trip is done. For return trips. Create 2 separate requisitions with black amounts.
3.2 Travel Categories
- Local Travel: Within the city or province for SayPro business.
- Domestic Travel: Between provinces or regions.
- International Travel: Outside the country for official SayPro engagements.
4. Travel Booking & Arrangements
4.1 Transportation
- SayPro-approved travel agencies must be used for all flight and accommodation bookings.
- Air Travel:
- Economy class is standard for all Human Capital.
- Business class may be approved for SayPro Chiefs and Royal Directors on flights exceeding 6 hours.
- Ground Transportation:
- Public transport or SayPro-approved rental services should be used.
- Private vehicle use requires prior approval and mileage reimbursement claims.
4.2 Accommodation
- SayPro-approved hotels should be used.
- Accommodation must be cost-effective and within the approved travel budget limits.
- Human Capital staying with relatives or friends can opt for a lodging allowance instead of hotel reimbursement.
4.3 Meal & Per Diem Allowance
- Daily meal allowances are provided as per SayPro’s Per Diem Rates Table.
- Receipts must be retained for reimbursement claims.
5. Travel Expense Management
5.1 Travel Advance & Reimbursement
- Human Capital may request travel advances for approved expenses.
- Expense claims must be submitted within 7 days of return with supporting documentation (receipts, boarding passes, hotel invoices).
- Non-approved expenses (entertainment, alcohol, luxury items) will not be reimbursed.
5.2 Expense Report Submission
- A Travel Expense Report (TER) Form must be completed after travel.
- Any unused travel funds must be refunded to SayPro within 5 days.
6. Travel Safety & Compliance
6.1 Travel Insurance
- All international travelers must have travel insurance covering medical emergencies, trip cancellations, and lost luggage.
6.2 Health & Security Guidelines
- Travelers must comply with destination country’s health requirements, including vaccinations and visas.
- SayPro reserves the right to cancel or reschedule travel based on security risks.
7. Non-Compliance & Penalties
- Unauthorized travel expenses will not be reimbursed.
- Misuse of travel funds may result in disciplinary action or legal consequences.
8. Forms & Templates
- SayPro Travel Authorization Request (TAR) Form
- SayPro Travel Expense Report (TER) Form
- SayPro Per Diem Rates Table
- SayPro Travel Advance Request Form
Approved By:
Neftaly Malatjie
Chief Executive Officer
