Document Code: NeftalyP501
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 15 November 2025
Review Date: 15 December 2026
Policy Owner: Neftaly Chief Human Capital Officer, NeftalyCHCR
1. Purpose
The purpose of this policy is to establish standardised guidelines for planning, approving, coordinating, and managing all travel undertaken by Neftaly Royals, Deputy Chiefs, Officers, and Human Capital. The policy ensures cost-effective travel, safety, accountability, and compliance with Neftaly Royal Governance principles.
2. Scope
This policy applies to:
- All Neftaly Human Capital (full-time, part-time, volunteers, contractors).
- All travel funded, supported, or authorized by Neftaly.
- Local, national, and international travel.
- All programs, events, partnerships, training, and operations requiring travel.
3. Policy Statement
Neftaly is committed to enabling efficient and safe travel that supports operational effectiveness, stakeholder engagement, global partnerships, and program delivery. All travel must:
- Be necessary and aligned with organizational objectives.
- Be approved through the proper Royal structures.
- Ensure safety, wellbeing, and compliance with legal requirements.
- Ensure responsible financial management and cost control.
- Follow ethical, transparent, and accountable procedures.
No travel may occur without pre-approval.
4. Definitions
Travel:
Any trip taken for official Neftaly business, including ground travel, flights, accommodation, meals, conferences, and field visits.
Travel Royal:
The Officer or Royal responsible for coordinating and approving travel logistics.
Per Diem:
Daily allowance to cover meals, local transport, or incidental expenses.
Emergency Travel:
Unplanned travel required due to urgent operational needs or unforeseen circumstances.
5. Objectives
- Ensure safe travel for all Neftaly Human Capital.
- Standardize travel planning, approval, and documentation.
- Control travel costs and ensure transparent financial management.
- Provide clear guidelines for pre-travel, during-travel, and post-travel requirements.
- Ensure accountability, reporting, and documentation.
6. Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| CEO | Final approval for international or strategic travel. |
| CHCO | Oversees travel policy, authorizes major travel, ensures compliance. |
| Royal Directors | Approve departmental travel requests and budgets. |
| Travel Officer | Books travel, manages logistics, maintains travel records. |
| Finance Royal | Releases travel funds, reviews budgets, ensures compliance. |
| Human Capital | Submits travel requests, follows the travel procedure, submits reports. |
7. Travel Management Procedures
7.1 Pre-Travel Requirements
All travel requests must include:
- Travel Request Form (TR-F1)
- Purpose and justification
- Itinerary
- Cost estimate
- Risk assessment (if applicable)
Approval sequence:
Officer → Royal Director → CHCO → CEO (for international or cross-border travel)
7.2 Booking and Logistics
The Travel Officer is responsible for:
- Transport bookings (flight, car hire, bus, etc.)
- Accommodation reservations
- Insurance arrangements
- Visa processing (if applicable)
- Per diem allocations
- Providing travel documentation
Human Capital may not make personal bookings for reimbursement unless authorized.
7.3 Safety and Compliance
Travelers must:
- Follow Neftaly OHS and Safety Guidelines (NeftalyP001)
- Comply with migration, visa, and national laws
- Avoid unsafe travel routes or restricted zones
- Follow emergency procedures
- Carry identification and Neftaly-issued travel documents
7.4 During Travel
Travelers must:
- Represent Neftaly with professionalism
- Attend scheduled activities
- Avoid misconduct, alcohol abuse, or illegal activities
- Report incidents, emergencies, or delays
- Safeguard Neftaly property (devices, files, media, etc.)
Daily communication updates may be required for long-distance or high-risk travel.
7.5 Post-Travel Requirements
Within 48 hours of returning, each traveler must submit:
- Travel Report (TR-F2)
- Proof of attendance (if applicable)
- Receipts (if reimbursement required)
- Incident Report (if any events occurred)
Non-compliance may impact future travel eligibility.
8. Travel Cost Management
Costs covered may include:
- Transport
- Accommodation
- Per diem
- Travel insurance
- Program-related fees
Costs not covered:
- Luxury upgrades
- Unauthorized trips or detours
- Personal expenses (alcohol, gambling, shopping, etc.)
- Fines, penalties, or legal fees
All expenses must be supported by valid receipts.
9. Travel Risk Management
Risk mitigation includes:
- Country risk assessments
- Health advisories and vaccinations
- Emergency contact systems
- Safety briefings
- Travel partner verification
Any traveler may decline travel that is unsafe without penalty.
10. Travel Processes
Process 1: Travel Request
- Complete TR-F1
- Supervisor review
- Royal Director approval
- CHCO review
- CEO approval (international only)
Process 2: Travel Planning
- Officer confirms logistics
- Finance allocates budget
- Travel documents issued
Process 3: During Travel
- Traveler attends required activities
- Sends updates
- Reports incidents
Process 4: Post-Travel
- Submit reports
- Submit receipts
- Case closure
11. Templates, Documents and Forms
| Form Code | Name |
|---|---|
| TR-F1 | Travel Request Form |
| TR-F2 | Travel Report Form |
| TR-F3 | Travel Expense Claim Form |
| TR-F4 | Travel Risk Assessment Form |
| TR-F5 | Travel Incident Form |
I can create all TR-F1 to TR-F5 forms upon request.
12. Confidentiality and Data Protection
- Personal identification documents must be stored securely.
- Travel records are confidential and accessed only by authorized Royals.
- Travel data must comply with Neftaly Data Management Policy (NeftalyP137).
13. Compliance and Enforcement
Failure to comply may result in:
- Travel cancellation
- Suspension of travel privileges
- Financial recovery of unauthorized expenses
- Disciplinary actions
14. Review and Improvement
This policy will be reviewed annually or when major operational or legal changes occur.