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hotel tariff falls outside this provision, travellers should request out of policy
approval prior to departing on the mission from the Divisional Approver, or in
the cases where the Divisional Approver is the traveller, to her/his supervising
Approver. In such cases, staff would receive the hotel rates approved plus the
non-accommodation portion of City UNDSA as set out in Section 12.
11.3.2 In situations where the hotel tariff falls outside of the UN DSA city rate, the out
of policy hotel costs will only be paid if Purchase Orders are received 14 days
or more from departure. The out of policy hotel costs will not be paid or
reimbursed if the hotel is booked within 14 days from departure unless good
business justification is provided to the Traveller’s Divisional Director prior to
request being approved (or in the case of travel involving a Director or DSG,
his/her line manager).
11.3.3 In situations where a hotel is selected for safety or security reasons, the full UN
Special Hotel DSA rate will be paid on the condition that a security report is
provided by the security provider, as advised by HRD, and the request is
approved by the Traveller’s ASG/Senior Director or DSG (or in the case of travel
involving the ASG/Senior Director or DSG, his/her line manager) prior to
departure of the mission.
11.4 Early Check In and Late Check Out
11.4.1 If early check-in and/or extended check-out times are required,
travellers/travel arrangers are encouraged to negotiate cost-free terms with
hotels. An additional night of accommodation may be booked if staff are
arriving before 08:00 from an overnight flight or departing after 22:00 in the
evening. The Secretariat will usually only consider reimbursement of these costs
where this has been approved prior to travel by the Traveller’s Divisional
Approver (or in the case of travel involving a Divisional Approver, his/her line
manager).
12. Subsistence and Incidental Allowances
12.1 Subsistence Payable on Official Business Travel
12.1.1 A maximum subsistence allowance of one night’s per diem as set out below may
be claimed for each night that is spent related to Secretariat business away
from a person’s normal place of work. Subsistence allowance will not be paid
for any element of personal travel during a business-related trip.
12.1.2 For overnight absences on official duty the full 100% rate of the applicable city
rate of the daily subsistence allowance will be as set by the United Nations for
the applicable city of travel. This allowance is intended to cover
accommodation, meals and incidental expenses such as personal porter
services, gratuities, laundry, newspapers, snacks, personal internet usage,
drinks, gym access, toiletries, clothing, books, personal entertainment,
personal telephone calls, local taxis (see section 8.4) and other miscellaneous
personal expenses. Additional reimbursement will only be allowable in
exceptional circumstances and on production of original receipts. Where meals