TRAVEL AND TRANSPORT POLICY

This policy has been developed to:

• enable SCU comply with individuals, staffs, volunteers’ safety requirements
• ensure travel-related expenditure is transparent and cost-effective whilst delivering an acceptable level of service and quality to the end user
• ensure visibility and control of approved travel and expense types
• Outline SCU’s expectations for travellers in relation to work and non-work-related travel and expense.

SCU’s intention is to provide a clear policy framework, which balances consistency with the flexibility to meet individual and organization requirements.

I. Purpose and scope

This policy covers all travels undertaken by SCU officials using SCU vehicles and funds:

• It applies to all SCU service departments.
• It is applicable to all travellers where SCU funds travels (for example, beneficiaries, partners, visiting teams or individuals, volunteers, and others).
• It can also be applicable to non-SCU officials (for example, contractors or consultants) when stipulated as part of the engagement contract.

II. Statements of values and standards

All persons travelling for work related purposes using SCU money are to ensure that their actions reflect the following:

• Accountability. Travelers and managers with decision-making authority over travels are responsible for their decisions and actions. If required, they should appropriately account for these decisions and actions.
• Transparency. Travel and travel decision-making processes are recorded, open and transparent so that decision making, and usage stands up to scrutiny.
• Integrity. Decisions made regarding travel are made honestly and objectively, in line with the strategic objectives and operational priorities of the Organization and consistent with codes of conduct.
• Leadership. SCU sets an example for mission through the operational, environmental, safety, innovation and financial aspects of the management of travel. Officials are to set

an example through their decisions and actions and be role models for achieving organization objectives whether at office or in the field.

III. Travelers’ responsibility

Medical – immunizations and preventative option

All travellers are expected to understand the potential health risks with overseas travel and the preventative steps that can be taken. Prior to travelling outside, travellers must contact their doctor for advice on immunizations and other preventative measures.

It is important to find out the required immunizations well in advance to travelling as some immunizations can take several weeks to become effective and not all can be taken on one occasion.

Visas, passports and information on destinations

It is the responsibility of the travellers to ensure that they have a current passport with at least 6 months validity remaining, as well as the requisite visas for the country they are travelling to for up-to-date information on visa requirements, health and security alerts, and to register travel plans prior to travel.

Travelling with organization equipment

Prior to travelling, if the traveller intends to take a company laptop or any other Organization equipment for work related matters; he must register this request with their manager.

If the destination of travel is in a high-risk zone, then the IT team may need to provide the travellers with a “clean” laptop with restricted access to organization data, strengthened passwords and more security.

IV. Local travel

v All local travel for work related purposes shall be pre-planned and scheduled and shall be authorized by the Director of Operations or the relevant department head.

v All local work-related travel should be done during normal working hours and in case there is a need of doing otherwise, it must communicate in advance.

V. International travel

• International travel for Smile Charity Uganda business shall be by economy class unless the travellers is willing to cover the cost details by business class.
• Prior to travel, a proposal must be submitted detailing the purpose of the trip, expected benefit and an estimate of the costs involved.
• All travels arranged privately with SCU officials or non-officials, within or outside of the country are entirely for the individuals’ costs and risks.
• All work travels or private shall have to be authorized by the DirOp, the visitors must follow SCU policy regarding trips for internationals, and the law of the land related to tourists.
• Internationals who are willing to go for safari must follow guidance set by SCU. SCU staff must collect all the details related to the trip and discuss with the visitors on how they shall be engaged.
• For security and safety purpose, it is highly prohibited to arrange trips with non-officials when you have checked in for SCU related matters.

VI. Criteria for usage of SCU motor vehicles

The Director of Operations and/or the vested supervisory control office must determine that the following criteria have been met before releasing a SCU vehicle or any other motors to an official or authorizing an official to use a private or personal vehicle on official SCU.

ü All the motor vehicles must be checked and controlled (engine, insurance, fire extinguisher, reflectors…) regularly by the vested person (drivers…) before setting them on the road.

ü The person requesting vehicle use must be, in fact, an SCU official in active service and in a capacity to drive.

ü An individual authorized by the Director of Operations and/or the vested supervisory control office to grant such approval must give written approval of the use.

ü The admin officer has a copy of the valid person’s Uganda driving permit/license and it shall be continuously checked the driving record of the drivers.

ü The person has satisfactorily completed SCU approved driving test and maintains a good driving record.

ü The driver’s license is of the correct class for the type of vehicle he/she is driving.

ü A visiting individual from another country, who will stay in Uganda for more than six months, possessing his/her valid home country’s driver’s license will have to apply to the relevant authorities to attain a Ugandan recognized clearance to be granted permission to drive a SCU vehicle.

ü Private or personal vehicles used for SCU related work must be in great mechanic conditions and with fully adherence to the traffic rules/conditions set by Ugandan law.

ü Each person official or non-official who plans to drive a privately owned vehicle for SCU work related matters should be aware that the lialabity coverage maintained by SCU is only applicable for damage if it was officially requested by SCU Management in writing and approved for use of a motor vehicle otherwise the driver or any other person responsible must fully cover the cost.

VII. Driver’s responsibility

The Director of Operations or any other vested person is responsible for providing the driver with the following information:

• The procedures for emergency repair and reporting accident,
• The correct gasoline and oil to be used in the SCU vehicles,
• It is an obligation for all passengers to buckle seat belts and respect traffic rules including speed limits,
• That monthly logs must be filled in completely for each trip, regardless of the duration, miles driven, or the purpose; if the trip is than one day must be made,
• That all necessary documents are in the glove compartment of each vehicle. (It is the responsibility of the control office to ensure that a current copy of all necessary handbooks, accident report forms are in the glove compartment of each vehicle).
• All motor vehicles must be repaired from only the SCU designated garages
• The sanctions initiated by traffic officers over offences ,mistakes or reckless driving must be fully covered by the driver or any other person responsible.