SCI TRAVEL PROCEDURES

FOR SCI AND SC MEMBER STAFF AND GUESTS

I. OVERVIEW
These procedures support the SCI Travel and Expenses Policy (December 2013).

These procedures apply to all SCI, SC member and guests that apply SCI funds to
cover the cost (or part of cost) of international travel. SCI field offices include regional
office, country office, project office or any office established in support of Save the
Children activities. These procedures apply to all SCI staff deployments including
humanitarian response.

Save the Children field offices around the world receive numerous visits from centre
staff, member staff, board members, donors, government representatives, technical
assistance, researchers and others. In order to ensure that these visits proceed
smoothly, with minimal disruption to field operations, and to derive the most professional
benefit from the often significant financial investment, and to ensure that the field office
is in the best position to render assistance to the traveler, the following travel protocol
shall be followed.

II. TRAVEL PREPARATIONS

1. HR profile for emergency situations: all SCI staff shall complete the next of
kin, emergency contact and proof of life forms so that all requisite information of
the traveler is accessible in case of a critical event. These files will be kept in
confidence and only shared as warranted by the situation and consistent with
laws and norms governing confidentiality.

2. Initial communication: the traveler should communicate with the regional

office/country office, copied to the Country Director/Regional Director, to
determine whether the visit is feasible and to begin the detailed planning. The
communication should include:
 the general purpose of the proposed visit
 possible timing of the visit

3. Scope of work: once the country office/regional office confirms that a visit is
appropriate, the traveler draws up a scope of work and submits it to the Country
Director /Regional Director for approval. A copy of the scope of work should be
attached to the online travel authorization request (TAR) (or Essential Information
Form for non- SC employees) and can be attached to subsequent trip reports.

4. Travel approval: once the CD/RD has approved the visit, the traveler shall
complete the online travel authorisation request (TAR) form and submit for
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authorization to the appropriate budget holder. The TAR system is an online, pre-
approval mechanism for all Save the Children International business travel. It is
mainly a financial accountability tool with safety and security features built-in.
TAR forms must be completed and approved before tickets may be booked. The
TAR system is not a travel booking system. It’s best utilized once all parties have
agreed upon a trip scope of work, two to four weeks before travel commences.
Failure to fully complete the TAR (e.g. specifying the destination CD/RD name in
the appropriate box) may result in approval delays. NOTE: providing false
information in the TAR (e.g. confirming completion of required training
when training has not been completed) is a violation of the Save the
Children Code of Conduct and may result in disciplinary action including
dismissal or cancellation of contract. The person completing the TAR (on
behalf of the traveler) is expected to confirm all information before
submitting the TAR.

The TAR system, which houses TAR forms and EIF forms, can be accessed on
OneNet: https://onenet.savethechildren.net/tools/travel/Pages/default.aspx

5. Travel booking: the traveler books flights via the SCI Travel Manager (centre
staff) or directly with Diversity Travel (all other SCI RO and CO staff) and e-mails
copies of the itinerary, once finalized to:
 country office/regional office
 traveler’s supervisor

6. How to make a booking with Diversity Travel :

 Telephone +44 20 3544 3541 and email: [email protected]
 The 24 hour emergency help line number is : + 44 20 3544 3541.
 If you have any questions or need help with your booking with Diversity Travel
please contact George Tamamdjiev SCI Travel Manager
at [email protected]

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Guidance for booking air travel:
 All air travel bookings must be booked via our travel coordinators through the Amadeus in‐
house system. Please remember you must not book online unless specifically authorised by
the travel coordinator to do so. (Missionary fares are not available online).

 All air travel bookings will be in Economy class. Upgrades to Premium Economy or Business
class are allowed only if paid for personally by the individual. SCI has a policy that only
Economy class can be booked to our costs.

 Where possible ensure you request/accept a missionary fare, as this allows far greater
flexibility, for example this is extremely valuable when the planned the trip changes or is
cancelled.

 Please select the lowest missionary fare available, as advised by your travel coordinator. If a
missionary fare is not available on the specific route, then the coordinator will source best
available fares with the greatest flexibility, as the first considered option.

 Please do not request to book 100% non‐refundable and non‐changeable fares; these fares
maybe cheaper sometimes but are always very restricted and not suitable for our
challenging itineraries which are subject to last minute changes. This can be waivered if
there is a clear reason why changes are not going to happen, although generally speaking it
cannot be assured that there will be no changes. Also there are some destinations where a
cut‐price flight is so cost effective (or the only option), and in that case the travel
coordinator will recommend it.

 Major airlines offering missionary fares are: BA, Virgin, KLM, Air France, Kenyan Airways,
United, Lufthansa, Air Canada, Brussels Airlines, Qatar Airways, Etihad, Emirates, South
African, Ethiopian airlines and Singapore airlines (limited routes with SQ). The most flexible
and cost effective fares are with BA (can be held without issuing for unlimited time up to
just before travel).

 Most missionary fares will give you frequent flier miles.

 When travelling on short haul please include in your travel request a departure/arrival
window of 1–2 hours in order to allow the travel coordinator to secure the best fare.

 When travelling on long haul please include in your travel request a departure/arrival
window of 3‐5 hours in order to allow the travel coordinator to secure the best fare.

 SCI always provides the most direct route unless the flights are not available or the price is
extremely high, unless the indirect is as cost effective and the traveller prefers a broken up
journey due to travel fatigue etc.

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* Note to centre staff: Follow the same sequence above; however contact the Travel Manager instead of Diversity
Travel for quotes and bookings.

7. Pre-departure information (PDI): prior to departure travelers will receive an

email with pre-departure information that includes information and analysis from
a security service provider and specific information prepared by the country
office. Copies of the PDIs can be accessed on OneNet:
http://onenet.savethechildren.net/sci/security/Lists/pre_departure/AllItems.aspx

8. Restricted travel countries: for travel to ‘restricted travel countries’ travelers are
required to receive Global Safety and Security approval via the TAR system.
Restricted travel country status is determined by Global Safety and Security
assessments and/or a Country Director’s request for restricting travel based on
internal considerations. The updated list of restricted travel countries can be
found on OneNet:
http://onenet.savethechildren.net/sci/security/Lists/Restricted%20Travel%20Countries/AllItems.aspx

9. In-country briefings: all travelers to SCI country offices/regional offices will

receive an in-country safety and security briefing within 24 to 48 hours of arrival
(and before traveling to the field). All travelers are required to abide by RO/CO
safety and security policies and procedures.

III. TRAVEL PROCEDURES FOR NON-SC EMPLOYEES

Background
In addition to Save the Children International staff who travel to the field, many others
travel on behalf of SCI or under SCI auspices, including but not limited to: donors,
sponsors, celebrities, board members, interns, volunteers and consultants. In order to
ensure that Save the Children is in the best possible position to render support to guest
travelers in the event of a critical incident (accident, illness, evacuation, medical
evacuation, etc.) it is necessary to have on file specific guest traveler information. The

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essential information form (EIF) has been designed to record personal data on all guest
travelers.

Procedure
The EIF is to be completed and submitted by the designated staff member of the SCI
unit responsible for and/or sponsoring the guest traveler(s). The designated staff
member shall also forward the appropriate updated pre-departure information (PDI) to
the guest traveler(s).

The EIF is accessible on OneNet through the TAR system site.

Guest traveler information will be deleted from the EIF database within 30 days of the
end of scheduled travel.

Each traveler will also need HR clearance that the relevant level of child safeguarding
check/training has been undertaken.

All inquiries regarding these revised procedures should be submitted to:

[email protected]

Special Exception Regarding Home Leave and Rest and Relaxation (R&R) Leave
The principles of duty of care and financial management can be met for families
traveling on home leave/R&R if:

1. All travel is the same budget code

2. Family is traveling together
3. Valid TAR for SCI staff

In this case the accompanying travelers can be added to the notes with no EIF or
additional TAR forms required. This change has been made based on staff feedback.
We are pleased to remove this as a pain point for families traveling together.

IV. SAFETY AND SECURITY FOR TRAVELERS

Even for the most experienced travelers, safety, security and health vulnerability
increases when traveling. During this time one may be staying in unfamiliar
accommodation in a foreign environment and culture. In addition, the traveler is often
carrying valuable possessions (laptop computers, cameras, iPods, etc.) that may draw
the attention of criminal elements. Taking appropriate measures to secure one’s
belongings and using good judgment can effectively reduce one’s vulnerability. Save
the Children has established several measures to support staff and help reduce their
personal risk while traveling.
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Travel Tracking – Save the Children International participates in the PinPoint travel
tracking system as part of Diversity Travel services. These services allow GSS to locate
travelers, send email updates, SMS updates and more.

ISOS Travel Portal - Save the Children has contracted with ISOS for security analysis
and support. Among the services available is traveler assistance. For pre-travel security
information ISOS has created the SC travel portal that allows access to real time health,
safety and security information on all SCI country destinations. Access the portal at:
http://www.internationalsos.com/MasterPortal/default.aspx?membnum=11BYCA000052

Global Safety and Security on OneNet– safety and security information and links to
useful websites can be accessed on OneNet at:
http://onenet.savethechildren.net/sci/security/Pages/default.aspx

Requests for information related to SCI traveler safety and security can be made
through [email protected].

Save the Children Personal Safety and Security E-Course – all SCI staff are
required to complete Save the Children Personal Safety and Security e-course within
one month of joining the organization and prior to any travel/deployment. This course is
available in English, French, Spanish and Arabic language and details for accessing the
course are at:
https://onenet.savethechildren.net/sci/security/Pages/How%20to%20access%20SC%20PSS%20e-course.aspx

Save the Children members are responsible for meeting duty of care
responsibilities for their individual staff members. However, any member staff
traveling under the auspices of SCI (i.e. SCI funds are covering all or part of the cost of
travel) are required to follow SCI travel procedures (including completion of PSS
training).

The Save the Children Personal Safety and Security e-course is now the only GSS
approved e-course replacing the IFRC Stay Safe – Personal Security course. For
those staff who have already completed the IFRC Stay Safe – Personal Security course
in English before April 2014, certificates remain valid for 36 months from the date of
completion. For those staff who have already completed the IFRC Stay Safe – Personal
Security course in Spanish, French or Arabic before March 2015, certificates remain
valid for 36 months from the date of completion. Of course, we welcome all staff to
complete the new and exciting PSS e-course anytime. For all new training and refresher
training, the Save the Children PSS e-course will be required.

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Access the PSS e-course here:
https://onenet.savethechildren.net/sci/security/Pages/How%20to%20access%20SC%20PSS%20e-course.aspx

In addition to the PSS e-course, those travelling to restricted travel countries, are
encouraged to complete a GSS approved advanced personal safety and security
training course (details below):

 SCI has contracted external training providers to conduct four day hostile
environment training. This training is highly recommended for travelers to restricted
travel countries. This training is available in UK and can be arranged with the
respective training providers by following the instructions given at following link:
https://onenet.savethechildren.net/sci/security/Pages/PersonalSafetyandSecurityTrainingScheduleinUK.aspx

 In case of any questions or need for help, please contract through Kamran Saeed
([email protected]). The cost of this training is approximately
£700 which should be funded from the traveler’s budget. NOTE: this course does
not replace the required PSS e-course. The PSS e-course should be
completed before any advanced trainings are undertaken.

Further information on safety and security training can be found on OneNet at:
http://onenet.savethechildren.net/sci/security/Pages/Training.aspx

In-Country Safety and Security Briefing – all visitors traveling to SC country offices
will receive a safety and security briefing within the first 24 to 48 hours (and/or before
visitors travel to the field). A standard briefing includes a summary of SC programs in
country, identifying potential risks facing SC staff and visitors, a review of safety and
security measures established by the CO, specific guidance (safety, security,
behavioral, cultural, etc.), expectations of visitors, emergency contact information,
city/country map(s), etc. Some country offices may provide local cell phones for visitors.
Travelers are encouraged to request a safety and security briefing if for some reason
the briefing is not offered by country office staff in a timely manner.

NOTE: country offices, regional offices, central departments and/or members hosting
events in the field (including workshops, trainings, conferences, etc.) shall ensure that
all participants receive the pre-departure information and that time is set aside at the
beginning of the event for participants to receive a safety and security briefing from the
appropriate Safety and Security Focal Person (SSFP).

Embassy Registration – SC travelers are encouraged to register with their respective

embassies/consular offices at the destination country where this is service is available.
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Should a critical event occur the embassy may be able to render valuable assistance.
Please refer to OneNet for details:
http://onenet.savethechildren.net/sci/security/Pages/TravelerSafetyandSecurity.aspx

Incident Reporting – SC staff are required to report any safety or security incidents
9including near misses) to the Country Director or designated Safety and Security Focal
Person (SSFP). When in doubt about whether an incident should be reported – ASK.
Should the incident occur outside the country office or if it is not possible to report in-
country, SC staff should make a report to GSS at [email protected].

SCI Business Travel Insurance

SCI has business travel insurance for centre and international staff. A business
insurance card and pack can be obtained from HR.

Medical Evacuation
Save the Children’s insurers, AIG provide a 24-hour medical assistance and evacuation
service through their “Lifeline Plus” service, operated by their associated company,
Travel Guard. It is the individual traveler’s responsibility to understand medical
evacuation contact information and procedures and to inform their country office host of
any health/medical concerns and to confirm medical evacuation coverage. Access the
appropriate information for SCI staff here:
https://onenet.savethechildren.net/tools/QualityFramework/QFDocuments/Forms/HRProcedures.aspx

Traveler Feedback – any feedback on the quality of safety and security support
received or not received should be provided directly to the host Country Director with
copy to [email protected].

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