Travel Policy

1. Purpose

The Travel Policy of Samoon Foundation provides guidelines for official travel undertaken by employees, volunteers, and representatives of the organization. The aim is to ensure that travel is cost-effective, safe, and efficient, while supporting the smooth implementation of projects and activities.

2. Scope

This policy applies to:

- All employees, volunteers, consultants, and board members of Samoon Foundation when traveling for official duties.

- Travel undertaken within India and internationally (if required for projects, training, or representation).

3. General Principles

- Work-Related Travel Only: Travel expenses will be reimbursed only if the travel is directly related to official duties or approved project work.

- Cost-Effectiveness: Staff are expected to choose the most economical and reasonable mode of travel without compromising safety or efficiency.

- Prior Approval: All official travel must be approved in advance by the designated authority (e.g., Project Manager, CEO, or Board as per delegation of powers).

4. Covered Expenses

Samoon Foundation will cover reasonable and necessary expenses related to:

- Transportation: Train, bus, taxi, air travel, or other modes, as approved. Local travel at the project site is also reimbursable.

- Accommodation: Hotel or guest house expenses, based on reasonable and budget-friendly options.

- Meals: Daily food expenses during official travel.

- Miscellaneous Expenses: Communication, tolls, parking, or other minor project-related expenses.

5. Reimbursement Process

- Staff must submit a Travel Expense Report within 7 working days of return from travel.

- All expenses must be supported with original bills/receipts wherever possible.

- In exceptional cases where receipts are not available (e.g., small local transport), expenses may be reimbursed based on self-declaration with supervisor approval.

- Advance funds for travel may be requested in writing and must be settled with proper documentation after the trip.

6. Safety & Conduct During Travel

- Staff are expected to conduct themselves professionally and maintain the reputation of Samoon Foundation during travel.

- Safety guidelines must be followed, particularly when traveling to remote or high-risk areas.

- Consumption of alcohol or any prohibited substances during official travel is strictly not allowed.

7. Non-Reimbursable Expenses

The following will not be covered under this policy:

- Personal travel or sightseeing unrelated to official duties.

- Personal purchases, entertainment, or luxury services.

- Fines, penalties, or charges arising from personal negligence.

8. Violations & Misuse

- Any attempt to claim false expenses, inflate bills, or misuse travel funds will be treated as financial misconduct.

- If any staff member is found misusing travel funds, strict disciplinary action including termination and recovery of funds will be enforced.

9. Policy Review

This policy will be reviewed annually to ensure cost-effectiveness, compliance with donor requirements, and alignment with organizational needs.