CHECK LIST FOR COMPLETION OF TRAVEL EXPENSE CLAIM FORM
(Only one copy of the claim will be required)
YES NO
1.
Have you attached the authorized travel request (TR)?
2.
Have you attached your itinerary and all boarding passes or copies of electronic
boarding passes for air and ticket stubs for other modes of transportation for the
official itinerary?
3.
Have you attached appropriate receipts for claimed expenditures of over $20.00
(excluding terminal expenses)?
4.
For telephone and cable expenses, have you provided the name and number of
person called, nature and purpose of call and the receipted bills?
5 a.
For compulsory stay at a hotel which is above the normal DSA entitlement, have you
attached a certification from a senior official that you did not share accommodation
and that good commercial hotels were not available?
b.
Have you attached the corresponding hotel bills showing dates and room cost?
6 a.
Have you detailed your actual travel itinerary? Is the actual itinerary in conformity with
the official/authorized itinerary?
b.
If not, and the changes result in additional costs, have you attached the approved TR
for the amendment, duly signed and certified?
7.
If any travel advance was paid by a UNDP country office or UN agency, have you
attached a photocopy of the relevant disbursement voucher?
8.
In those exceptional instances where travel has been undertaken without an approved
TR, have you attached a post facto approved TR?
9.
If the advance exceeds total expenses, have you attached reimbursement to UNDP?
10.
For official mission travel have you had your travel claim certified by the authorizing
office?
11.
If your family’s itinerary is different, please complete a separate Travel Expense Claim.
__________________________________________________________________________________
N.B.
Claims that do not conform to the requirements identified above will be returned to the claimant.
THE TRAVEL EXPENSE CLAIM MUST BE SUBMITTED WITHIN TWO WEEKS FROM COMPLETION OF
THE TRAVEL. NO FURTHER TRAVEL ADVANCES WILL BE MADE IF TRAVEL CLAIMS HAVE NOT
BEEN SUBMITTED FOR TWO CONSECUTIVE MISSIONS WITHIN 60 DAYS.
TSS/ASD/OFRM/BOM
UNDP
Prepared July 15, 2013