ASF Institutional Policy Manual · Aligned with PHIG, September 2026
Part of the ASF policy framework, aligned with the equivalent PHIG policy. To raise a concern: see the ASF Complaints and Reporting Channel.
Work travel is approved in advance, booked at the most economical fare that meets the purpose, and reimbursed only against receipts at actual cost. Owner: Board Treasurer.
- Approval: a travel request with purpose, dates, budget line and security level (Policy 17), approved before any booking.
- Class: economy for all air and rail travel; exceptions only for medical reasons, in writing.
- Donor rules first: US-funded international air travel follows US carrier rules where the award requires; EU and other donors’ rates and routing rules apply to their grants.
- Meals and incidentals: reimbursed at actual cost against receipts, up to a published ceiling based on destination, reduced when meals are provided by the event or venue.
- Accommodation: reimbursed at actual cost up to the published ceiling.
- Settlement: a travel expense report with boarding passes, receipts and a short trip report within 10 working days of return.
- Private travel combined with work is allowed only if it adds no cost to the grant.