Travel Costs and Travel-Related Allowances Regulation (No. 14)

Official Travel Expenses, Allowances, and Reimbursement Procedures

This Regulation establishes the framework for managing official travel expenses within the Jubbaland State civil service. It defines the types of costs covered, the conditions for eligibility, and the procedures for approval, payment, and accountability when civil servants travel on official duty.

Application extends to civil servants funded through the consolidated government budget, including those supported through donor-funded positions, while excluding categories such as security forces, judiciary members, and political office holders. The framework ensures that travel-related expenditures are controlled, transparent, and aligned with public financial management standards.

Travel expenses are categorised into two main components. Direct travel costs include the actual cost of transportation by air, land, or sea, which are covered based on standard economy rates. Upgrades to higher travel classes are not reimbursable, with any additional cost borne personally by the employee.

Travel-related allowances cover subsistence costs incurred while away from the normal duty station. These include accommodation and daily subsistence allowances, calculated based on approved rates and the duration of travel. As indicated in the allowance table on page 10, rates vary depending on location and whether accommodation and meals are provided, with higher rates applicable for international travel and major cities.

Advance approval is required for all official travel. Civil servants must submit formal requests using prescribed forms, which must be authorised before travel arrangements are made. The Ministry of Finance is responsible for processing payments, including direct settlement of transport costs where possible and advance payment of allowances.

Where advance arrangements are not feasible, civil servants may cover travel costs personally and seek reimbursement upon completion of travel, subject to submission of supporting documentation. Accountability requirements include submission of travel reports, receipts, and proof of travel, such as boarding passes or equivalent documentation.

Strict timelines apply for financial reconciliation. Civil servants are required to account for advances within a defined period after completing travel. Failure to do so may result in suspension of eligibility for future travel-related payments until outstanding matters are resolved.

Special provisions apply where travel is funded by external partners. In such cases, duplicate claims for allowances are not permitted, ensuring avoidance of double compensation.

Administrative oversight is maintained through coordination between employing institutions and the Ministry of Finance, ensuring compliance with procedures and proper management of public funds.

Mechanisms for complaints and appeals allow civil servants to challenge decisions related to travel expenses or allowances through established administrative processes.