Travel Section
Last updated
Last updated
This service is provided by UNDCO. The UN Development Coordination Office (UNDCO) is the secretariat of the UNSDG, bringing together the UN development system to promote change and innovation to deliver results together on sustainable development.
This guidance provides detailed steps and examples for inputting travel plans to ensure the form is completed accurately and meets operational requirements. It ensures compliance with policies and alignment with the annual workplan.
Step 1 of 3: Add / Amend Trips
Step 2 of 3: Input trip details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
| Field | Steps for Input | Best Practices | Example 1: International Travel | Example 2: Domestic Travel |
|---|---|---|---|---|
Travel Type
Indicate whether the travel is "International" or "Domestic." This is usually pre-filled and helps determine applicable travel policies.
- Confirm that the travel type aligns with the destination.
"International Travel" for travel from New Delhi to Bangkok.
"Domestic Travel" for travel within India (New Delhi to Mumbai).
Purpose of Travel
Provide a clear description of the reason for travel, focusing on the objective or mission goal.
- Be specific about the purpose to justify the need for travel. - Include the intended outcomes of the trip.
"To participate in a regional UN coordination workshop for aligning the Sustainable Development Goals (SDGs) with national priorities in the Asia-Pacific region."
"To conduct one-day training session in Mumbai on implementing the UNSDCF for regional stakeholders in western India."
Number of persons per trip
Indicate the number of people traveling. This will affect the overall travel cost calculations, including DSA and ticket costs.
- Ensure that the number matches the planned delegation size.
"3"
(Resident Coordinator, Economist, and Head of RCO).
"2"
(Head of RCO and a Training Officer).
Number of days per trip
Input the duration of the trip in days. This is used to calculate the total DSA.
- Double-check the duration based on the agenda or meeting dates.
"5" days
(including travel time and workshop days).
"1" day
(including travel time and training days).
Origin
Enter the starting location of the trip. This is usually the city or country from which the traveler departs.
- Use standard city names or ISO codes for a Country/City
- If a city doesn’t exist, it would be “Elsewhere” or “All areas”
"New Delhi" or IN
"New Delhi" or IN
Destination
Input the destination of the trip. It should be the city or country where the traveler is expected to conduct their activities.
- If a city doesn’t exist, it would be “Elsewhere” or “All areas”
"Bangkok" or TH
"Mumbai" or IN
DSA Provided
Specify whether DSA (Daily Subsistence Allowance) is provided for the trip. This is generally determined by travel policies.
- Ensure compliance with internal guidelines for DSA provision.
"Yes"
"No”
DSA (USD per person)
Official UN DSA rates for the destination as of September 2024 is pre-loaded.
- Make sure the DSA rate is appropriate for the destination.
"$271"
“0”
Travel Class
Specify the class of travel (e.g., "Economy," "Business"). This affects ticket costs and may be governed by travel policies.
- Follow travel policy for the class of travel allowed for each staff level. - Select the most economical option when possible.
"Economy"
"Economy"
Ticket cost (USD per person)
Provide the estimated or actual cost of the airfare per person in USD. Include round-trip ticket costs.
- Obtain quotes from approved local travel agents or via on-line travel booking site.
- Include only the most economical fare unless otherwise justified.
"$500.00"
"$120.00"
Terminal costs (USD per person)
These are standard UN costs, and reimburse for airport transfers, baggage handling, or other related terminal expenses.
Estimate costs based on standard rates for transportation to and from the airport.
"$252"
"$252"
Other costs (USD per person)
Input any additional travel-related expenses that do not fall under DSA or ticket costs, such as visa fees or travel insurance.
- Ensure additional costs are applicable for this trip.
"$200.00"
“0”
Total Costs
This field is usually auto calculated based on the inputs. It sums up all expenses including DSA, ticket costs, terminal costs, and other expenses.
- Verify that the total matches individual components. - Ensure no expenses are omitted from the calculation.
- Ensure the purpose/justification is clear.
