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SIG Chair Travel Policy

This document describes the travel support policy for APNIC SIG Chairs and Co-Chairs.

APNIC Special Interest Group (SIG) Chairs and Co-Chairs perform an important community function on a voluntary basis. Chairs and Co-Chairs are required to attend a minimum of one SIG Meeting per year.

To assist them cover expenses incurred to attend APNIC Conferences, the APNIC will provide financial support for travel and accommodation if their organization is unable or unwilling to absorb the cost.

Subject to the approval/pre-approval of the APNIC Finance Director, the following travel expenses can be claimed when traveling to APNIC Conferences.

Limit of travel covered

APNIC will cover the following travel and related expenses

  • SIG Chair to attend two APNIC Conferences per year
  • One SIG Co-Chair per conference
  • This is equal to a maximum of two travelers per Conference
  • If two Co-Chairs are elected to a SIG, they must alternate their claim for travel support, so that both are able to fulfil the obligation to attend at least one SIG meeting per year. If one Co-Chair is able to secure outside funding, the other may claim travel for both conferences.

Business travel expenses covered by APNIC

As a general rule, the following travel expenses, incurred when undertaking APNIC business activities, are covered directly by APNIC:

Airfare

  • Economy return airfares from the individual’s home economy to the destination.
  • NOTE: It is a requirement for the traveler to submit at least one price quote for the return airfare for approval prior to purchase. This must be submitted no later than one month before the date of travel.
  • The traveler must pay additional air travel, flight rerouting, or stopovers costs, which are arranged for personal reasons.
  • Relevant travel visas, airport boarding passes, and departure taxes are to be covered by the traveler and may not be claimed.

Accommodation

  • Accommodation costs based on the availability of flights and the conference or meeting period will be covered by APNIC. For example, if the conference or meeting period is four days, APNIC will cover the accommodation costs for up to five nights. However, given the inconvenient travel times for some flights to and from the conference venue, such special circumstances would allow for an extra night’s accommodation. The APNIC Secretariat should be notified of this additional requirement when necessary. Where additional accommodation or incidental hotel expenses are arranged and incurred for personal reasons, these must be paid directly by the individual.
  • For hotel accommodation related to APNIC meeting or conferences, APNIC normally pays these expenses directly to the hotel.

Ground transport

  • Transportation expenses to and from the airport at the conference venue are covered directly by APNIC.
  • Transportation expenses to and from the airport at your home economy/city can be claimed, supported by receipts.

Daily meal and incidental allowance

  • Meals will usually be provided during the conference or meeting. APNIC will only cover meals which have not been provided during the period of the conference. Any claims for meals not provided at the conference will need to be supported by receipts.
  • Daily incidental expenses can be claimed based on the conference or meeting period and the duration of your stay at the event. For example, if you only stay for one day to attend a four-day conference or meeting, APNIC will provide the daily incidental expenses for up to two days.
  • The daily meal and incidental allowance is a per diem (per day) rate based on the APNIC travel expense policy and varies depending on the country or economy.

Other

  • Relevant travel visas and departure taxes are covered directly by APNIC or can be claimed.
  • APNIC will pay for the reasonable costs of travel insurance.

Personal travel expenses

The following expenses are considered as personal expenses and are covered by the daily incidental allowance paid by APNIC:

  • Snacks and beverages (alcoholic or otherwise)
  • Personal phone calls
  • Entertainment (for example, hotel movies, cable television, gym, sauna, and mini bar etc)
  • Tips or gratuities for services such as waiters and baggage handlers
  • Excess baggage charges for personal belongings
  • Laundry and dry cleaning
  • Personal items such as newspapers, magazines, snacks, etc
  • Social events or tours not related directly to the purpose of the business trip
  • Currency exchange charges

Record-keeping of expenses

For accounting audit purposes, it is necessary to keep a record of all expenses covered by APNIC incurred during an APNIC business trip. Support documentation is not required if you are claiming Incidental allowance which is based on the APNIC travel expense policy per diem (per day) rate. Auditory rules require that APNIC receive clear readable support documentation before making any payment.

Lodging of expense claims

In order to meet fiscal and budgetary deadlines, APNIC requires that all SIG Chairs and Co-chairs claiming reimbursement from APNIC do so within two weeks after the conference or meeting. Please ensure expenses are being claimed from one party only.