Travel Policy

This note outlines the travel policy for the Climate Investment Funds (CIF) for supporting the attendance of participants to CIF Trust Fund Committee and Sub-Committee meetings and related events, including the CIF Partnership Forum. The CIF Administrative Unit (AU) supports the CIF Trust Fund Committees and Sub-Committees as well as other bodies of the CIF, in accordance with paragraph 41 of the CTF and SCF Rules of Procedure, travel expenses are to be paid or reimbursed in accordance with World Bank policies and procedures. The travel policy described in this note is based on the Rules of Procedure and other key CIF documents^[1] and is consistent with World Bank travel policies and procedures.

WHO IS ELIGIBLE FOR CIF PAYMENT OF HOTEL AND TRAVEL COSTS?

In conformity with the provisions in key CIF documents, the following categories of participants are eligible for reimbursement of hotel and travel costs:

CIF Trust Fund Committee and Sub-Committee Meetings

CIF Trust Fund Committee and Sub-Committee members. For CIF Trust Fund Committee and Sub-Committee members, or their alternates, who represent countries which are eligible for funding from the International Development Association (IDA) or IDA-equivalent facilities but not from IBRD, CIF will pay for reasonable hotel and travel costs incurred for participating in any meeting of the Committee or the Sub-Committee of which the country representative is a member. See further details below.

If a Committee or Sub-Committee holds more than two meetings in person during a term, which is defined as the period from one CIF Partnership Forum through the following Partnership Forum, members from other eligible recipient countries may request the CIF Administrative Unit to pay hotel and travel costs to attend the additional meetings. See further details below.

Observers. Self-selected representatives of NGOs, indigenous peoples and the private sector are “active” observers to CIF’s Trust Fund Committees and Sub-Committees. For observer representatives from developing countries, CIF will cover reasonable hotel and travel costs for their participation in the meetings of the particular Committee or Sub-Committee for which they were selected. See further details below.

Government Representatives. CIF will pay for reasonable hotel and travel costs incurred by one government representative from any IDA-only or IDA-equivalent facilities but not from IBRD, (see list below) attending the CIF’s Partnership Forum. The CIF focal point should inform the Administrative Unit which representative on the delegation should be funded. See further details below.

CIF Trust Fund Committee and Sub-Committee members. For CIF Trust Fund Committee and Sub-Committee members, or their alternates, who represent countries which are eligible for funding from the International Development Association (IDA) or IDA-equivalent facilities but not from IBRD, CIF will pay for reasonable additional hotel costs incurred for participating in the CIF Partnership Forum.

Observers. For self-selected representatives of developing country NGOs, indigenous peoples and the private sector to CIF’s Trust Fund Committees and Sub-Committees, the CIF will pay for reasonable additional hotel costs incurred for participating in the Partnership Forum.

Representatives from other stakeholder groups. For a group of representatives of NGO, indigenous peoples/local communities, and private sector from developing countries invited to attend the Partnership Forum by the CIF Administrative Unit, CIF will pay reasonable hotel and travel costs incurred by their attendance at the Partnership Forum. The numbers of representatives to receive funding will be determined according to the CIF budget approved by the Trust Fund Committees, taking into consideration a regional balance and ensuring an effective participation of the respective stakeholder groups in the Forum.

The CIF will pay for airline tickets, hotel, and transportation to and from the airport. In addition, a daily per diem is provided for meals, tips, valet (MTV). Any other expenses, such as possible costs for visa must be cleared by the CIF Administrative Unit before they occur.

In accordance with World Bank’s policies and procedures, travel is to be organized through the World Bank travel office which uses American Express as its agent. American Express will issue a ticket to the participant and charge the costs directly to the CIF Administrative Unit. 

Once a request for financial and travel assistance has been received by the CIF Administrative Unit, it will request American Express to contact the participant to make all the necessary arrangements.

If a participant prefers to purchase his/her own ticket, the participant should first seek confirmation from the CIF Administrative Unit that the cost of the ticket is no greater than the cost of a ticket that could be provided through American Express. In order for a decision to be rendered, the requested itinerary (i.e. dates, airlines flight number, routing) and cost of the ticket, should be provided to the CIF Administrative Unit so that reimbursement limit can be pre-approved. For reimbursement of the ticket cost, the original ticket and full banking details must be mailed to the CIF Administrative Unit after the meeting for reimbursement by electronic transfer.

For travel to meetings and events, the class of travel is full fare economy. The only exception is for government Ministers, or representatives of equivalent status, to participate in the Partnership Forum. Business class travel for such representatives will be provided.

The CIF Administrative Unit will arrange for hotel accommodation for eligible participants for a prior agreed number of nights. The CIF Administrative Unit will cover the actual cost of the accommodation, which includes the hotel room and any applicable taxes. Incidentals or additional nights beyond the agreed number of nights will not be covered by the CIF Administrative Unit and will have to be covered in full by the participant. Costs for hotel accommodation will be charged directly to the CIF Administrative Unit.

The CIF Administrative Unit will cover the costs for transportation to and from the airport in the city where the CIF meeting takes place, and to and from the airport and the home of the participant.

The CIF Administrative Unit may cover the costs for obtaining a visa. These costs must be approved by the CIF Administrative Unit before they are incurred.

A daily per diem is provided for meals, tips, valet (MTV). The MTV is calculated by the CIF Administrative Unit and based on the World Bank's MTV.

Payment for airport transportation, visa and MTV will be made available to the participant during the meeting. Receipts for transportation and visa will be required. 

Reimbursement of airline tickets will be made after the meeting and upon receipt of original airline ticket showing full costs paid.