Travel Rules & Regulations at NGO

1.6 Travel

Staff members may be asked to travel away from their usual workplaces on authorized missions. The policy on payment of travel allowances adopted NGO applies to all employees regardless of job category or status. It also applies to the consultants, when mentioned in their agreement.

After reimbursable expenses are made, the person making an expense claim shall use the appropriate forms available.

The expenses will not be reimbursed if proper justifying documents (original receipts) are not attached except for per diem. Eligible expenses include:

1.6.1 Per diem

All employees and volunteers are provided per diem of $_______ (Breakfast $_____, lunch $_____and dinner $______) to cover the cost of food for each night spent outside the city as approved by NGO.

1.6.2 Accommodation

All employees and volunteers are entitled to claim expenses incurred for accommodation for official trips outside Kathmandu. Maximum claims for accommodation shall not exceed $____. Claim for accommodation will be reimbursed upon submission of bills/receipts.

1.6.3 Mode of Transport

NGO will pay only surface transport as far as possible, i.e. bus. If any individual is using personal vehicle for NGO related work, they can be reimbursed the actual fuel cost based upon the mileage. Some maintenance will also be awarded if required. However, the private transport must be shared by more than one NGO member or employee.

1.7 Leave and Holidays

1.7.1 Leave

All employees are entitled to the following leave with pay.

(1) Annual Leave

All employees of NGO are entitled to 18 working days off as paid leave per year. This leave is accrued monthly at the rate of 1.5 working days.

(2) Sick Leave

Employees are entitled to 12 working days of sick leave with pay per calendar year. Sick leave is accumulated at the rate of 1 day for every full month worked.

Employees have to present a medial certificate to substantiate claims for sick leave with pay for absences exceeding two successive days.

(3) Maternity Leave

All female employees are entitled to maternity leave of 90 calendar days twice.

(4) Paternity Leave

Male employees are entitled to paternity leave of 11 calendar days twice.

(5) Mourning Leave

In case of death of a parent, child or spouse, employees be given mourning leave of 15 days each.

(6) Emergency Leave

Emergency leave is granted to employees for any serious illness of a parent, child or spouse and/or persona1 emergencies. A total of 7 days per year can be allowed for emergency leave.


1. Purpose and Categories of Personnel…..2. Volunteers and Personnel Recruitment…..3. Appointment Letter and Staff Orientation at the NGO…..4. Employee Salary Benefits in NGOs…..5. Travel Rules & Regulations at NGO…..6. Holidays and Leave in NGOs…..7. Employee Termination Rules in NGOs…..8. Conflict Management Policy in NGOs…..9. Settling Grievance Policy in NGOs…..10. Peformance Evaluation System Policy for NGOs…..11. Policy for Annual Performance Evaluation at NGOs

More NGO Operational Policies:

1. General Personnel Policy (also Human Resource Policy)
2. Communications Policy
3. Computer Policy
4. Procurement Policy
5. Fixed Assets Policy
6. Finance Policy