NUPI travel: prior approval
(updated 21 January 2014)
Before arranging travel to be covered by NUPI, the employee is to evaluate the following:
1) scholarly/professional justification: is this travel necessary?
2) funding: is there budget coverage for the travel expenditures?
3) risk: is this travel likely to entail special risks?
For all travel abroad, the form below is to be completed and signed before tickets are ordered and
other arrangements made. For travel inside Norway, the group leader may agree to grant approval
without requiring this form to be completed.
All travel is to be undertaken in accordance with the official state regulations for travel and NUPI’s
travel policy. The main rule is to choose the least expensive tickets, and that NUPI’s travel agency
(Ticket Biz) should be used for ordering air tickets and accommodation. The rates for state travel
regulations (statens reiseregulativ) apply for board and room.
The following form is to be completed and signed:
Name
Travel to/from, including any stops en route
Date of departure and of return
Justification for undertaking this particular
travel
Approximate total cost of travel, including
overnight stays and meals, in NOK
Project to which travel expenditures are to be
debited
All planned travel is to be subjected to risk assessment on the part of the employee, and this
assessment must be approved by the immediate superior. Travel to risk-exposed areas should be
avoided whenever possible; and if is decided that the trip shall be undertaken, special measures
must be implemented.
Does this trip involve travel to a risk-exposed area?
No→
Yes→
If yes (red box) – proceed to part 2 of this form. Part 2 is to be signed by the director.
Date
Signature of employee
Date
Signature of immediate superior
(who thereby confirms approval for this travel; further, that it has
been evaluated on professional and economic grounds and with
respect to risk)
Part 2- For travel to risk-exposed areas
In order to ensure the safety of any employees travelling to risk-exposed areas in connection with
their work, NUPI requires more detailed information than otherwise.
Updated information re
country/area. Indicate sources
consulted, risk assessments
undertaken – and why this travel
should still be undertaken.
Have you completed a HEAT
(hostile environment awareness
training) course?
Is it unproblematic to travel
unaccompanied?
Describe the local network to be
used in connection with the travel,
indicating the contact persons who
will be available for NUPI (supply
all relevant contact details)
Describe your insurance coverage,
including any additional policies
required/arranged
Explain other precautionary
measures taken; medicines and
additional equipment with you (e.g.
satellite telephone), accompanying
persons, etc.
Detailed travel itinerary (with days
and dates), especially critical timepoints, and routines for regular
follow-up with contact person at
NUPI – name, contact frequency,
contingency plans
Name and telephone numbers of
places for planned overnight stays,
and local contact persons
(this information may also be
provided on a separate page/sheet
of paper)
Page 2
Your own contact information
(mobile phone number, various
postal addresses, local phone
numbers, if any)
Next of kin: name and contact
information, with any additional
comments as appropriate
This part of the form is to be signed by the NUPI director. Copies of the entire document are to be
distributed to the employee, his/her immediate superior, contact person at NUPI (unless identical
with the former), the director, and to Elin O. Demiraslan, as person in charge of NUPI travel. The
original document is to be deposited in the NUPI employee’s personnel file.
Date
Signature of NUPI director
(who thereby confirms approval for this travel; further, that the
security measures undertaken are deemed adequate)
Page 3
Specified itinerary for entire journey:
Day/date
time
Place(s)
Purpose/activity to be undertaken
Page 4
Contacts/contact information