ADMINISTRATION MANUAL

TABLE OF CONTENTS

1. WORKPLACE AND FACILITIES

1.1 Selecting a Site for the Office…………………………………………………1

1.2 Establishing Services for the Office ………………………………………….3
1.3 Inventory Management………………………………………………………..5
1.4 Mobile/Cell Phones…………………………………………………………….6

2. TRAVEL AND TRANSPORTATION

2.1 General Policy…………………………………………………………………7
2.2 Types of Reimbursable Travel Expenses……………………………………7
2.3 Travel Advances………………………………………………………………11
2.4 Travel Authorization ………………………………………………………...11
2.5 Creating a Travel Checklist………………………………………………….12
2.6 Travel Expense Reimbursement Reports…………………………………...13
2.7 Trip Reports…………………………………………………………………..15
2.8 Liability Waiver……………………………………………………………....15

3. MOTOR POOL MANAGEMENT

3.1 Vehicle Registration and Insurance…………………………………………16

3.2 Vehicle Files and Log Books…………………………………………………16
3.3 Fuel Consumption…………………………………………………………….16
3.4 Use of Vehicles………………………………………………………………..17
3.5 Maintenance, Repairs and Insurance……………………………………….17
3.6 Accidents……………………………………………………………………...18
3.7 Safe Driving…………………………………………………………………...18
3.8 Instructions for Drivers……………………………………………………...18

4. EVENTS MANAGEMENT……………………………………………………...21

5. Pre-STEP Team House………………………………………………………….24

 1. WORKPLACE AND FACILITIES

1.1 Selecting a Site for the Office

It is expected that Ministry of Education/Department of Education will provide office space for
the ORG project offices. In the event it does not, the COP will obtain permission from Home
Office before setting up an office at another location.

The local office should support efficient and comfortable working conditions for everyone.
Long-term space requirements should be considered when selecting a local office location.
Factors that affect the type of space required are the budget, the total number of employees
(including long-term staff and short-term consultants), office equipment, meeting rooms, and
reception area.

The office should be easily accessible to staff and visitors. Consideration should also be given to
public transportation accessibility and parking. For security reasons, it is advisable that the
property itself should not attract too much attention (such as location in a high-profile building or
too visible a neighborhood, or having other features that draw attention). An office location has
to be cleared by the security before signing of contract/hiring agreement.

1.1.a Space Guidelines

To help the project identify the most appropriate space, ORG/ORG 1 suggests that the COP
consider the following issues:

• allowable square footage per the budget and the donor agency’s recommendations;
• number of individual offices allowed, specifications, and public areas;
• specifications for all electrical use (including computers, printers, faxes, and other
equipment);
• available telephone lines and reliability of service to the area;
• air conditioning and heating;
• facilitation of work flow;
• cultural restrictions (if any);
• security;
• parking facilities;
• cleaning and maintenance services;
• restrooms; and
• meeting requirements.

1.1.b Lease Negotiations

Negotiating a lease may be complicated and often involves local customs and policies. All leases
require review by the Home Office Chief Management Officer or designee. Authorization to
enter into a lease agreement rests solely with the Project Director or designee.

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The following guidelines for drafting and negotiating leases may be useful:

• Include a limit on the term of the lease to that specified in the contract, with applicable
option periods, as appropriate.
• Include a section on number of days required for notices and termination of the lease.
• Include a payment clause indicating to whom, where, and when the payment shall be
made and in what currency.
• Include a statement that the property owner is responsible for all major repairs and
maintenance.
• Include an "escape clause" that specifies that the lease may be terminated early without
penalty if the client terminates the project early.
• Attempt to negotiate purchase of all-hazard insurance by the landlord (premiums to be
paid by landlord).
• Ensure that the owner is responsible for all taxes related to the property, including any
special assessments.
• Ensure that legal requirements for rent increases are understood by all and clearly stated
in the lease.
• Include a rent abatement clause for protection against property becoming uninhabitable
for any reason.
• Include a statement about whether the equipment (such as refrigerators, light fixtures, and
furniture) conveys.
• Include "option periods" that allow for extension of rental period (if donor agency
contract includes options to extend the project) and cover potential rent increases during
option periods.
• Include an evacuation and end-of-project clause.
• Ensure that all items that are and are not covered by the lease are clearly spelled out (for
example, most general leases do not cover utilities).

1.1.c Government-provided Premises

Government-provided offices should offer similar facilities that rented offices provide. The
COP should follow the site selection guidelines listed above when negotiating with the
government regarding furnished premises. It is advisable to work with the government on these
issues as soon as possible to ensure a good working environment.

1.1.d Renovations

Any renovations to be done to the structure of the property must be agreed upon with the
landlord during lease negotiations. The donor agency may have limitations on covering such
expenses as renovations. The Project Director and COP should ensure that both the donor agency
and the budget support such actions.

1.1.e Utilities and Telephones

Utilities such as electricity, gas, water supply, sewage disposal, garbage collection and telephone
lines should be available. All past utility bills should be paid.

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1.1.f Security

Field Offices may require security services, such as electronic devices or guards, window
coverings, grills, gates, locks, and security lights. This may be specified in the contract or can be
negotiated if deemed necessary. As indicated previously, a low-profile facility may also help
deter unwanted attention.

1.1.g Parking Facilities

Parking facilities for private and project vehicles should be located in a safe, private, and well-lit
area. These facilities should provide ample room for vehicles and be guarded; but should not be a
condition for rental space.

1.2 Establishing Services for the Office

1.2.a Telephone

The office should have as many phone lines as required to conduct daily/routine business.

1.2.b Internet

Internet facility should be established through IT and procurement teams. IT should ensure
online security and password protected accounts.

It is required that COP, DCOP, and Security Manager also have mobile internet facility. In
addition to this, a shared pool of mobile internet sticks will be maintained by administration in
each office which will be issued to staff on need basis for short term use when traveling.
Islamabad office should have a pool of 10-15 internet sticks and each field office to have a pool
of 3-4 internet sticks. A record of issuance and return of the internet sticks will be maintained by
Administration.

1.2.c Custodial Service

Custodial and cleaning services should be arranged through human resources team. Schedule of
maintenance should be developed and a mechanism for monitoring cleanliness should be
established.

1.2.f Maintenance, Repairs, and Other Services

It is recommended that a service contract or agreement with a vendor for long-term maintenance
and repairs of building and equipment such as air conditioners, computers, generators, and
photocopiers be established through procurement team. Till signing of maintenance contracts, for
day-to-day operations, such as general maintenance or minor repair work, may be compensated
through the Imprest Fund (with notation of specific services provided). Maintenance of the
facility includes outside space which may require hiring through direct employment or a vendor
gardening services.

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1.2.g Guard Service

Guard services should be contracted through procurement and security teams.

1.2.f Courier/Mail Service

Courier services should be contracted through procurement team. Each office should maintain a
PO Box with the local post office. Personal mail/courier is to be paid by employees and not
charged to ORG/ORG 1. These services are managed by the Receptionist.

1.2.g Visitors

Visitors are generally defined as the USAID, local government officials, third-party stakeholders,
consultants, subcontract staff, vendors, or Home Office personnel. Sign-in sheets for visitors
should be provided. To avoid disruptions to staff during the business day, family members,
friends, or other non-project-related business associates should limit the frequency and length of
personal visitors.

1.2.h Customary Services

Cook is employed by ORG/ORG 1. Tea or coffee will be available in the offices. The staff
making use of these services should contribute out-of-pocket with the understanding that these
expenses will not be reimbursed by the project. The staff will be making their own tea or coffee.
However, for official guests staff may ask kitchen/custodial staff to make and serve tea or coffee.

1.2.i Office Supplies, Furniture, Name Plates, and Photo Identification Cards

Office and kitchen supplies are arranged by the administration. For office stationary, supplier
will be contracted through procurement team.

Supervisors or the human resources team should give advance request to administration for
furniture, ID cards, visiting cards and mobile phones. IT has to be requested for email account.

Staff should possess and display a photo ID at all times in the office premises.

1.2.j Photocopy, Fax, Audiovisual Machines and Scanners

Photocopy, fax, audio/visual machines, scanners and projects and screens should be available in
all offices managed by Administration.

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1.3 Inventory Management

1.3.a Expendable Equipment

Expendable equipment or supplies are those with a unit cost of under $ 2500 or that have an
expected life of less than 2 years.

1.3.b Non-expendable Equipment

Non-expendable property or equipment has a unit cost of greater than or equal to $ 2500 and
components with an expected life of 2 years or more. The procurement rules are applicable for
purchase of expendable and non-expendable equipment, however, for equipment of value greater
than or equal to $ 2,500 a written approval of the ORG 1 Officer-in-Charge (Senior Vice
President) is required.

Procurement must be done in accordance with source, origin, and nationality requirements of the
contract. The COP/DCOP are responsible for monitoring all procurement to ensure that contract
requirements are followed, please refer to procurement manual for specifics.

1.3.c Inventory

It is Administration’s responsibility to develop and maintain an inventory system for property

and equipment either purchased with ORG/ORG 1 funds or donated. The inventory must cover
all office equipment, furniture, appliances, and home furnishings of a unit price greater than or
equal to $ 50. All items and equipment mentioned in the inventory list must be tagged.

The inventory must be updated every time a purchase is made. The inventory should include the
following information:

• Inventory tag number;

• brief description of the item;
• quantity of each item;
• manufacturers' serial number, model number, and other identification numbers;
• source of the equipment, including the award number of the contract or grant agreement;
• date of acquisition;
• cost per unit at time of acquisition;
• current location of the equipment including name of holder, even if third party;
• changes in status/condition (lost, stolen, damaged, etc.); and
• whether title rests with the recipient, U.S. government or other.

An updated physical inventory should be conducted once a year during the month of December
and provided to the HOC by year-end or as required by the Project Director.

Each office should maintain a separate list of items and equipment less than $ 50 if the expected
life is more than 2 years updated every year during the month of December, signed by the head
of administration.

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1.4 Mobile/Cell Phones

ORG/ORG 1 values the importance of communications, therefore, spends considerable amount

ensuring that the staff members have access to the communication tools necessary for effective
and timely performance of duties. Mobile phone is one of these communication tools. All
ORG/ORG 1 staff members are provided with mobile phones so that they can be contacted anytime
for the call of duty, whether at work or after work if need be.

Blackberry use is mainly for directors and above, considering that they may need to respond to
emails when traveling. Blackberry phones may be provided to other staff if it can be justified and
on approval of COP/DCOP. Currently, these exceptions include Security Manager, IT Manager,
Executive Office Manager, Senior Program Coordinator, Administration Officer and Logistics
Officer.

In light of the expected use for different positions, the following limits are set for ORG/ORG 1
staff. Bills in excess of these amounts will be deducted from staff member’s salary.

1. Directors/Team Leaders/staff in the same hierarchy and above Rs. 5,000

2. Staff that carry Blackberry other than the above staff Rs. 2,500
3. Managers/Specialists/staff in the same hierarchy Rs. 2,000
4. Officers and Assistants/staff in the same hierarchy Rs. 1,500
5. Drivers (also entitled to Bluetooth ear piece) Rs. 1,500

When in office, staff members are encouraged to use landline to save costs.

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 2. TRAVEL AND TRANSPORTATION

2.1 General Policy

As ORG/ORG 1 employees we need to ensure that official travel is conducted in a responsible

manner with a goal of minimizing administrative costs. The travel and transportation policy
described here covers employees traveling on official business, consultants traveling on official
business, individuals serving without pay ("invitational travelers") on official business, and
interviewees on pre-employment interview travel. Please note that these policies may not be
applicable to "participants" as defined by specific donors/government regulations.

2.1.a Dependents of Employees

Dependents of ORG/ORG 1 employees are not covered by the Academy when traveling with the
employee on short-term assignments. Whenever an employee elects to have a dependent
accompany him/her during those short-term assignments, the employee is required to fill out a
release form which can be found in ORG 1’s portal.

2.2 Types of Reimbursable Travel Expenses

ORG/ORG 1 pays only those travel-related expenses essential to the transaction of official
business. These expenses include (1) transportation expenses, (2) per diem, and (3) other travel-
related expenses as necessary to complete planned travel. The items are defined as follows:

2.2.a Transportation Expenses

Transportation expenses: Fares (air, rail, or bus transportation), automobile rental fees, mileage
payments, and other expenses related to transportation. Staff should use the method of
transportation that is most advantageous when cost and other factors are considered.

Travel must be by the most expeditious and direct route that is practicable and commensurate
with the nature and purpose of the traveler's duties. When two routings for the same itinerary are
offered by the travel agency, the traveler must choose the less expensive routing. If the traveler
chooses the more expensive option offered, the reason must be documented and will require
approval by the Project Director at Home Office.

Travel on U.S. flag carriers, when available, is required for all travel related to project or
overhead activities, but may be waived only in certain circumstances. Please refer to ORG 1
portal/ intranet under travel and transportation policies.

2.2.b Purchasing Tickets and Travel Agents

Through-fares and reduced-rate roundtrip airfares could be used, although the purchase of
restricted, penalty, or non-refundable tickets should be avoided. Any fees incurred due to
changes in the itinerary for personal reasons will be paid by the traveler, not by ORG/ORG 1. If

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the change is requested by ORG/ORG 1, then the applicable fee would be paid by ORG/ORG 1.
All unused air tickets are to be returned to the administration for credit.

Administration with the help of procurement team selects travel agencies through a competition
process.

For air fare less than or equal to USD 500, ticket may be purchased from any of the 3 travel
agencies.

• For air fare more than USD 500, quotations from all 3 travel agents may be taken and
selection made on basis of cost or best value.

Only administration department is authorized to purchase tickets.

2.2.c Class of Service

ORG/ORG 1 policy is to use full fare economy for air travel. Any exceptions need Project
Director’s approval before purchasing tickets. Cancellation charges for valid business reasons
will be paid.

2.2.d Other Ground Transportation

Travel by local transit system (bus, subway, or streetcar) and travel by taxi are acceptable means
of transportation to and from places of business, hotels, airports, or rail stations in connection
with ORG/ORG 1 business. Travel by privately owned vehicle (POV) and commercial rental
automobile are also acceptable means of transportation as described below.

2.2. c Courtesy Transportation Service Furnished by Hotels/Motels

These should be used to the maximum extent possible. Where available and safe, public
transportation to and from airports should be used.

2.2.d Taxis

The usual fare plus tip are reimbursable with receipts. Receipts are required for any single trip in
excess of $50 and should indicate date, name(s) of travelers(s), to/from, purpose, total fare, and
project code.

2.2.e Buses, subways, streetcars

Actual fares are reimbursable.

2.2.f Privately Owned Vehicles (POV)

Use of POV is normally not preferred when traveling on ORG. However, there may be
circumstances where staff use POV provided that:

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• use of POV is approved in advance by COP/DCOP and by PD for provincial offices;
• use of POV is allowed only if project and rental vehicles are not available and alternative
means of public transportation are also not available or reasonable;
• for travel by POV, normally limited to within city and when meeting cannot be
postponed;
• mileage is reimbursed at the rate (Rs. 10/km), this rate includes the fair-market value of
fuel, oil, insurance coverage, and other related costs that are provided by the traveler;
• associated expenses such as parking fee and tolls fee are reimbursable;
• use of POV for personal travel will not be reimbursed;
• ORG/ORG 1 will not pay for or reimburse any insurance costs for use of POV on
project-related business and staff member will sign Liability Waiver to this effect.

2.2.g Rental Cars

Such vehicles are reimbursable only when other acceptable modes of transportation are
unavailable or not practical. Where possible, approval for car rental should be
requested/authorized in advance. Associated expenses such as gasoline, oil, tolls, and parking are
reimbursable with receipts.

2.2.h Per Diem

A daily allowance for actual expenses for lodging not to exceed the maximum daily rate as stated
below for domestic travel.
City
Maximum M & IE Rate Maximum
Lodging Rate Per Diem Rate
Peshawar 10,324 2,350 12,674
Islamabad 5,742 3,063 8,805
Lahore 11,252 2,666 13,918
Multan 8,700 2,522 11,222
Quetta 12,438 2,855 15,293
Karachi 11,590 2,964 14,554
Faisalabad 10,858 2,855 13,713
Azad Kashmir 9,760 2,042 11,802
Northern Areas(Gilgit) 7,540 2,042 9,582
FATA & D.I. Khan 6,500 2,042 8,542
Others 7,930 2,042 9,972

M & IE Rate Breakfast Lunch Dinner Incidental Total

Peshawar 395 553 948 454 2,350
Islamabad 474 790 1,264 535 3,063
Lahore 395 711 1,027 533 2,666
Multan 395 632 1,027 468 2,522
Quetta 395 711 1,185 564 2,855
Karachi 474 790 1,185 515 2,964
Faisalabad 395 711 1,185 564 2,855
Azad Kashmir 316 474 869 383 2,042
Northern Areas(Gilgit) 316 474 869 383 2,042
FATA & D.I. Khan 316 474 869 383 2,042
Others 316 474 869 383 2,042

For international travel the policy on per diem payments is to use the U.S. government
established rates http://aoprals.state.gov/content.asp?content_id=184&menu_id=78

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Employees and consultants are eligible for the per diem allowance when they are on official
travel for 12 hours or more and they incur per diem expenses. For business-related travel that
lasts less than 12 hours, reasonable actual expenses may be submitted for reimbursement.

Per diem covers:

• Lodging. Expenses for overnight sleeping facilities, baths, and personal use of the room
during the daytime. A traveler who stays in the home of a friend or relative while on
official travel may not claim lodging expenses for reimbursement.
• Meals & Incidental Expenses (M&IE). A fixed daily rate for meals (breakfast, lunch,
dinner, and related tips and taxes) and incidental expenses (for example, gratuities and
tips given to porters, baggage carriers, bellhops, and hotel maids; transportation between
places of lodging or business to places where meals are taken; and mailing cost
associated with filing travel vouchers). In cases which have been discussed and approved
by the COP/DCOP prior to travel, the traveler may be reimbursed on the basis of actual
expenses, in which case, itemized receipts for the hotel cost, all meals, and any other
incidental expenses are required. Failure to submit a copy of the prior approval and
original itemized receipts for all expenses will forfeit reimbursement. Please note,
reimbursement must be made using either the per diem method or for actual expenses. No
hybrid method is allowed. Receipts are not required for M&IE allowance payments.
Travelers are entitled to the M&IE allowance the day travel begins. On the day of
departure and on the last day of travel, travelers are entitled to 75 percent of the
applicable M&IE rate of the authorized travel location.

M&IE allowances will be adjusted if meals are provided by ORG/ORG 1 or hosting

organization during the performance of project-related duties.

Allowances will not be adjusted if complimentary meals are provided by common

carriers (such as airliners or trains) or hotels.

2.2.i. Other Reimbursable Expenses

In addition to hotels, meals, and incidentals, other items are also reimbursable. They are as
follows:

• telephone and fax expenses related to the assignment, including one short (15 minutes)
phone call home per day to family;
• laundry/dry cleaning expenses incurred after 4 consecutive nights on travel;
• airport entry and exit taxes;
• passport and visa charges, including photographs;
• inoculations/preventive medications needed for travel (and not already billed directly
through the contracted local medical service);
• cost of medical examinations (within cost limits);
• fees for traveler's checks;
• commissions for currency conversions;
• foreign transaction fees

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 • luggage fees
• excess baggage and baggage storage when necessary as a direct result of the assignment;
• supplies and postage as needed for assignment; and
• working meals when accompanied by written explanation of the following:
o purpose of meeting,
o why meeting was held during a meal time,
o who was in attendance-- names, titles (if applicable), and
o outcome of meeting

NOTE: Reimbursement for the portion of the working meals for the traveler must be deducted
from the traveler's fixed M&IE allowance.

2.3 Travel Advances

When necessary, an employee or consultant may request a travel advance from Finance on
Travel Advance Request Form. A travel advance may be issued up to a maximum of 80 percent
of the estimated per diem based on destination city(ies). Should there be a compelling reason to
request an advance greater than 80 percent of the anticipated per diem, these reasons must be
fully documented and approved by COP/DCOP.

Travel advances must be reported on the Travel Expense Reimbursement Request form and
deducted from actual expenses incurred. If a traveler receives an advance greater than the actual
expenses incurred, the traveler must submit a check with his expense report, repaying ORG/ORG
1 the difference between what was received versus actual expenses. If the expenses incurred are
greater than the advance received, a check for the difference will be issued to the traveler by
ORG/ORG 1.

Travelers are allowed only one travel advance at a time; additional travel advances will not be
issued until the traveler’s advance account is clear. All travel advances should be cleared 30 days
after the date the travel advance was issued. If a travel advance for employees has not been
cleared 60 days after the issuance date, the advance will be deducted from their paycheck after
notification has been given to the employee. If this situation occurs for consultants, the travel
advance will be deducted from their next fee payment request. When an employee leaves the
Academy, any outstanding travel advances will be deducted from his or her final paycheck.

2.4 Travel Authorization

Process for Domestic Travel (travel within Pakistan):

1) Send the travel request to prestepsecurity@prestep.org with a minimum of 2 working

days in advance (keep in mind this limited time does not guarantee seats on airlines, so
the sooner you put in the request the better the chance of getting the preferred flight).
• Cc: Immediate Supervisor, PD/DCOP/COP (for approval), and Logistics
Officer (for bookings)
• In the subject line: Traveler’s Name, Destination, Date of Travel
• In the body of the e-mail:

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 Traveler’s Name:
Destination:
Date of Travel:
Date of Return:
Mode of Transportation: Air/road
Accommodation Required:
Purpose of Travel:

2) Security should be able to approve most travel requests within 5 hours. Security will
respond ALL with approve/reject. *Travel to restricted areas or unusual travel will take
longer or may require more than 2 days advance notice.

If travel is not security cleared within 5 hours. Please call:

• Security Manager at 0345 5858486 or

• Security Ops Room at 0345 5858617 or
• Security Analyst at 0345 5858631
(each of these individuals have access to the prestepsecurity@prestep.org account)

3) PD (for provincial staff) or COP/DCOP (for PDs and Islamabad staff) will approve/reject
travel by responding to ALL (this action can be done simultaneously with Security
clearance)
4) Logistics Officer will start travel arrangements but will not book tickets (or car) until he
receives approval e-mails from both COP/DCOP/PD and Security. Note: we have
concluded a preferred vendor selection list of travel agents which will help reduce the
number of quotations needed for air travel.
5) Once tickets (or car) have been arranged, Logistics Officer will e-mail the itinerary to the
Traveler and security. In the e-mail, Logistics Officer will attach COP/DCOP/PD and
Security approvals. This e-mail can then be used by the traveler to process their travel
expense vouchers.

International Travel has to be authorized by COP/DCOP and Project Director well in advance so
that adequate travel arrangements may be made. The approvals may be taken on emails.

2.5 Creating a Travel Checklist

A checklist helps both the traveler and the staff at the home office (the "project backstopper") to
prepare for project-related travel. The checklist is a basic guideline for both international and
domestic travel and can be amended to include any items that individual projects may require.
The following is a sample checklist:

• Travel trip approval by COP/DCOP/Project Director or USAID (if necessary)

• Make travel arrangements (flights, hotels, ground transportation)

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 • Send travel information to the field office
• Obtain field contact information
• Pickup airline tickets
• Make sure passport/visas are in order
• Procure medical exams/vaccinations where necessary
• Request use of laptop if necessary
• Obtain travel advance
• Complete expense report upon return
• Submit trip report where required

2.6 Travel Expense Reimbursement Reports

While traveling on ORG/ORG 1 business, a traveler should pay all expenses directly and claim
reimbursement for eligible expenses by submitting a Travel Expense Reimbursement Request
form to the project or directly to Accounting upon completion of a trip.

2.6.a Finding Travel Expense Reimbursement Request Forms

The Travel Expense Reimbursement Request form may be accessed on the ORG/ORG 1
Intranet.

2.6.b Completing Expense Reports

Upon return, the traveler must submit an expense report with all original boarding passes or
transportation stubs from common carriers (if those have already been paid for or will be
reimbursed by the Academy), hotel bills, meals when actual expenses are claimed regardless of
amount, and original receipts for all other single items in excess of $50 (including single taxi
fares in excess of $50 per trip). This procedure also applies to charges incurred through the use
of personal credit cards. Please note that ORG/ORG 1 encourages presentation of receipts for all
expenses. Any expense under $50 which will be claimed must be described in the expense report
showing date, amount, and purpose. Reimbursement for mileage must state number of miles
traveled and information on origin and destination. Review of expense reports is facilitated if
receipts are numbered and referenced on the expense report itself. Small receipts should be
attached to A4 size (8-1/2" x 11") paper.

Only the portion of the expenses pertaining to official business travel of the authorized
traveler(s) should be summarized on the Travel Expense Reimbursement Request form. Personal
expenses, those of a dependent accompanying the traveler, or those paid by another organization
are at the traveler’s expense and must be clearly identified on the expense report. If another
organization pays for any portion of the travel expenses, a memo documenting the arrangement
must be submitted with the expense report. This memo should include the name of the other
organization.

Prompt reimbursement of authorized expenses (10 working days once it arrives in Accounting) is
facilitated when the traveler submits complete documentation and explanation where unusual
items of expense are involved. If this explanation does not accompany the receipt, it will be

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disallowed or the expense report will be returned to the traveler for further explanation. This will
delay reimbursement to the traveler.

All eligible reimbursable expenses must be accounted for on the employee’s expense report
form. It is the responsibility of the individual incurring the expense and the individual approving
the expense reimbursement to ensure that the expenditures are appropriate and reasonable.

Expense requests shall be submitted not later than two (2) months after the month in which the
expenses were incurred or not more than thirty (30) days after return from travel, whichever is
later.

2.6.c Calculating Travel Expenses Incurred with Foreign Currency

In the case of international travel, a significant portion of the expenses will be in foreign
currency. To calculate the expenses, the traveler must provide the project and Accounting,
through appropriate receipts, with the currency rate(s) of exchange applicable for the period in
country. This can be obtained by finance department. If, for some reason, the rate is unavailable,
accessing the currency exchange website, http://www.oanda.com/converter/classic, will provide
the conversion rate for the time period needed.

2.6.d Processing Expense Reports

Once an expense report has been completed and all receipts have been attached, all the expenses
must be identified by code (see the section in this chapter on "Using Travel-Related Expense
Codes") and by project allocation number. The traveler and supervisor must sign the expense
report. Approvals of the expense report by the COP/DCOP are necessary to represent that the
expenses claimed are in accordance with ORG/ORG 1 policy and any contract or grant terms
that may be applicable. A copy should be made of the report for the traveler’s files and the
original should be sent to Accounting for processing. If Accounting staff have any questions
regarding the report or any changes, the traveler will be notified and the report may be sent back
to the traveler for correction or clarification. As mentioned above, if any travel advances are
outstanding, they will be deducted from the reimbursement amount on the expense report. In
approximately 10 working days, if money is due back to the traveler, the money will be paid in
cash or a check will be issued for the amount and the traveler will be advised when the check is
ready.

2.6.e Using Travel-related Expense Codes (EOCs)

Each item (such as hotel, meals, supplies, in-town transportation) on an expense report has a
corresponding ORG 1 billing code number. These numbers help Accounting identify the
expenses and enter them into ORG 1’s accounting system to generate monthly cost sheets. These
codes must be present on the expense report. The list of these codes-- or "EOCs" as they are most
commonly known-- is available on the ORG 1 Intranet under Financial Services . In some cases,
additional codes may be used by certain projects. When using these codes for the first time,
check with the finance staff. .

Page 14 of 27 of ORG Administration Manual January 2011

2.7 Trip Reports

Trip Reports may be a requirement of the project contract. When the format of this report is not
strictly defined in the contract, the following information should be provided:

• name/title of traveler;
• country or site visited;
• date of visit;
• project name;
• organization name (ORG/ORG 1);
• sponsoring organization;
• client contract/grant number;
• purpose of visit;
• outcome of visit;
• recommended future actions;
• list of contacts (names, affiliations, addresses, phone numbers, Email addresses); and
• appendix of relevant reports, papers, presentations.

Trip Reports should be available in hard- and electronic-copy versions if possible. Reports
should be reviewed by the COP/DCOP/Project Director.

2.8 Liability Waiver for Use of Personal Vehicle on ORG Business

In the unfortunate event of a traffic or security incident while driving my personal vehicle for
ORG business, ORG 1/ORG Pakistan shall not be held responsible for any loss or damage to me
or my belongings or for that matter third party loss or damage as a direct result of the
accident/incident. This includes any injuries to physical wellbeing or even death.

I have read and understood this ORG policy; by signing this document I waive ORG 1/ORG
Pakistan from any responsibility for my physical well being or personal belongings or for third
party vehicle insurance.

Name: ___________________________ Date: ________________________

Signature: ________________________

Page 15 of 27 of ORG Administration Manual January 2011

 3. MOTOR POOL MANAGEMENT

3.1 Vehicle Registration and Insurance

Logistics Officer will ensure that all vehicles in use by ORG are registered and insured. Logistics
Officer is responsible for timely renewals of insurance and vehicle registrations.
The Logistics Officer is responsible for processing new vehicles through the registration process,
whether this involves import or purchase through local automobile dealer.
Original registration and insurance policy will be kept by Logistics Officer in the office. Copy of
registration, authorization for driver, and car insurance copy is kept in each vehicle at all times.
3.2 Vehicle Files and Log Books
A vehicle file should be maintained for each vehicle. This file should contain the following
documents:
- Copies of work/repair orders
- Invoices
- Registration documents including bill of lading
- Insurance documents
- Maintenance record
- Accident reports
- Previous log book (current log book will be in the vehicle)

Employees traveling in ORG vehicles will be required to fill and sign the log book. It is driver’s
responsibility to ensure that passengers do not leave the car without signing the log book and
write the travel start and end location, time of departure and arrival, starting and ending meter
and passengers names. Logistics officer/operation specialists in the field offices are responsible
for checking the log books for accuracy on a monthly basis.

3.3 Fuel Consumption

The following staff members are authorized to sign on fuel slips:
- Logistics Officer, Operation Specialist, Sr Director Ops, PDs, Administration Officer (in
absence of Logistics Officer)

Fuel quantity filled is entered in the log book mentioning meter reading.

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Logistics Officer/Operation Specialist prepares an analysis of mileage versus fuel consumption on
monthly basis and share it with Sr. Director Operations/PDs. Changing the details or tempering in
the log book is considered as fraud and is ground for disciplinary action.
Fuel bills are submitted to Finance on a monthly basis upon verification by the Sr. Director
Operations/Provincial Directors in field offices.
3.4 Use of Vehicles

Project vehicles may only be used for project-related business. Personal use of vehicles by staff is
not permitted. Non-project-related personnel, including family and friends, are not authorized to
travel in project vehicles. No ORG vehicle can accept hitchhikers or other passengers.
An exception to this policy exists for international staff and visitors due to security situation of
the country which does not recommend use of public transport by international staff and visitors.

Women staff, as per HR Policy, are provided with official pickup and drop off facility.

Local travel is authorized by the supervisor on local travel request form available with
administration. Approval procedure for outstation travel by road is same as that for travel by air.

Only ORG drivers are permitted to drive project vehicles. COP/DCOP may also drive office car
if they possess valid driving license and allowed by security.

Wearing seatbelts is mandatory for drivers and passengers when travelling in office vehicles as
per local law.

Each vehicle will have a first aid kit and fire extinguisher. This is responsibility of the Logistics
Officer/Operations Specialist.

3.5 Maintenance, Repairs and Insurance

The driver must perform a simple weekly inspection of the vehicle's fluids, tires, belts, and safety
features. Oil and filters must be changed regularly as well as air filters and fuel filters.
Administration through procurement team will select workshops for vehicle maintenance. All
repairs need to be done by competent mechanics familiar with the vehicle make and model.
Replacement parts must be original equipment manufacturer (OEM) parts to ensure quality and
safety. Emergency repairs, where qualified mechanics are not available, must be considered
temporary until the work and parts are inspected and approved by a qualified mechanic. Vehicle
maintenance records are kept in the vehicle file and also noted on the log books.

Transport Supervisor, Administration Officer or Operations Specialist as the case may be will
verify repair/maintenance work done before forwarding invoice for payment.

Logistics Officer will ensure insurance coverage for all ORG vehicles through procurement
team.

Page 17 of 27 of ORG Administration Manual January 2011

3.6 Accidents
In the event of an accident involving a ORG vehicle the following steps should be followed.

- Inform the Security Manager, Transport Supervisor, Logistics Officer/Operations

Specialist immediately.
- Give personal injuries first priority.
- Logistics and Security will coordinate the response.
- Security will advise if police report needs to be filed.
- Obtain written statement of the other driver, his/her contact/address, copy of NIC and copy
of driving license.
- Do not assume blame or liability.
- Do not take any liquor or medicine unless administered by a medical doctor.
- Do not agree to settle any claim against you.
- Do not agree to accept settlement offered by others involved.
- Take names and addresses of other drivers, witnesses and injured persons.
- Take license numbers of other vehicle(s) involved.
- As soon as possible, make a sketch of the accident scene, indicating the position of the
vehicles before and after the accident, or take a photograph, if at all possible. Write out a
rough account of how the accident occurred.
- Remain in constant touch with your office so as to be available should further clarification
or details be required from you.

3.7 Safe Driving

Safe driving is mandatory for all drivers at ORG. Safe driving requires that you not only observe
traffic rules but also avoid careless/unprofessional drivers on the road so as to keep your
passengers and vehicle safe. Logistics Officer will make arrangements for every driver to go
through a safe driving course.

As passenger safety is our first priority, ORG takes accidents very seriously. A driver who is
involved in a minor accident will be issued with a warning letter unless it is jointly recommended
by HR, Logistics and Security that the fault of accident cannot be put on driver. Depending on
the serious of accident, the services of a driver may be terminated. If the accident is deemed to
be the ORG driver’s fault, he/she will pay 100% of the cost that is not covered by insurance. If
the accident is the fault of the other driver, ORG will pursue payment from the other party.

All accidents will be investigated by Security, Logistics and HR representatives. The driver will
be given opportunity to be heard, however, the decision of COP/DCOP will be final.

3.8 Instructions for Drivers

All drivers are required to drive defensively and comply with the following instructions; non-
compliance may result in disciplinary action:

Page 18 of 27 of ORG Administration Manual January 2011

- Slow down your vehicle when approaching a check post. Keep the lights dim. Follow the
instructions of law enforcement personnel.
- While driving, always keep your CNIC, driving license and vehicle registration book copy
and authorization letter with you.
- Follow traffic rules. Be courteous, do not argue with law enforcement.
- It is mandatory to maintain minimum 100 meters distance between convoy vehicles on
highways and 50 meters while driving in city. Don’t be in rush to overtake any vehicle.
- All cars are to be refueled when they reach ¼ tank at the earliest possible moment, but at
least before the end of the working day. For weekend ensure that your fuel tanks are full
before end of week’s last working day to meet any emergency.
- Standby Vehicle may not leave the office premises until unless directed directly by
Manager Security, Senior Director Operations, DCOP or COP. But it is mandatory to keep
Manager Security in loop by calling or sending SMS.
- Prayer timings may be managed by individual keeping in view that assigned duties are not
affected.
- Never turn off you official mobile phones, keep their batteries charged. If you are unable
to answer your call, call-back as soon as possible.
- Driver’s resting room may not be used between 0830Hrs and 1730Hrs (driver’s resting
room will remain lock during office hours and can only be used with permission of
Logistics Officer). Only exception is drivers & guests from other (out stationed) offices.
- All drivers are responsible to maintain their personal hygiene and daily cleanliness of their
assigned vehicles. All vehicles should be clean and in standby position (parking, sufficient
fuel etc.) all times.
- It is mandatory to daily check vehicle, fill “Daily Vehicle Check List” form, sign it and
then submit it to supervisor on weekly basis.
- Ensure all columns of log book are filled.
- In case of any fault in the vehicle, please record it in log book and inform supervisor
accordingly.
- In case vehicle is changed, record it on log book accordingly.
- In case of any incident/accident please submit complete incident report within 24Hrs.
- It is strictly prohibited to listen or use mobile phone during driving without “Bluetooth”
device.
- Ensure that vehicle shall not move until and unless all passengers (front & rear) and driver
have fastened their seatbelts.
- Smoking in vehicle is strictly prohibited.
- It is the sole responsibility of the driver to ensure complete safety and security of his
assigned vehicle.
- Do not overload the vehicle - both in terms of the number of passengers and the weight of
the cargo carried.
- Keep all doors fully locked and ensure that windows are also closed properly when the car
is not occupied.
- Do not park vehicles in areas known to be security risk areas.
- Do not leave vehicle unattended outside office.
- At night, park only at the office compound.
- Avoid travel during night as far as possible.
- In areas of insecurity, observe curfew regulations - if introduced.

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- If confronted by thieves/armed bandits - DO NOT RESIST! Calmly get out of the vehicle
and follow the orders of the thieves/bandits. This is in the best interests of your personal
safety and the safety of the vehicle. All vehicles are fitted with tracking devices which can
be switched off by device available with drivers. The device should be used carefully and
after ensuring that the stolen vehicle is clearly out is sight and you are safe.
- Always carry important telephone numbers in the glove compartment - this may come in
handy in an emergency situation.
- Driving under the influence of drugs or alcohol is considered as ground for immediate
dismissal.
- Project will not pay traffic fines and speeding tickets resulting from the unlawful or
negligent behavior of an employee, even if these fines are imposed in the course of their
duty
- At the end of duty, car key is deposited with the security guard supervisor.

Page 20 of 27 of ORG Administration Manual January 2011

 4. EVENTS MANAGEMENT

The requesting department will need to provide Administration Officer with approved purchase
requisition 3 weeks in advance of the event. The events management flow chart is appended
below for understanding the process and knowing about our responsibilities. The purchase
requisition for events is also copied below. The events requirements are included in the form to
assist the requestor. These are standards requirements and if there are some additional
requirements, the same could be mentioned on an additional sheet. Administration will be
available to assist throughout the process and event. Please make a note that if staff are required
to travel to attend an event, the travel authorization mentioned above in Chapter 3 will be
followed.

Page 21 of 27 of ORG Administration Manual January 2011

 Purchase Requisition for Events/Workshops

Title: _________________________________________________

Dates: ______________________________

Requested by: __________ Date of Requisition: __________

Authorized by: __________ (Supervisor) Reviewed by: __________(Finance)

Approved by: __________ (COP/DCOP)

S. Requirements Quantity Unit Total Cost

# Cost

VENUE

1 Meeting room required for # of participants

2 Secretariat room if required

3 Secretariat material (computer, printer, laptops, etc)

4 Lunch/ Tea break arrangements

5 Audio system (cordless/ FM mikes)

6 Lighting system

7 Multimedia + number of screens

8 Registration and reception desk arrangements

9 Layout/ seating plan

10 Group work arrangements

STATIONERY

11 Stationery for the meeting (either provided by hotel or ORG

e.g. writing pads, pencils, pen, chart papers, flip charts,
markers, white board stand, podium, printer papers,)

12 Folders

13 Banners (backdrop, streamer, podium)

14 Name tags

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15 Registration form, attendance sheet

Accommodation, boarding, lodging and transportation of participants

16 Arrange hotel reservation for outside participants #

17 Arrange transportation from hotel to venue (if both are

different)

18 Arrangements of participant’s meals in the hotel (clearly

define what is included in the package and paid by ORG and
what will be paid by the participants)

19 Air travel arrangements if participants are travelling by air

(who will make book flights and how the reimbursements will
be made)

20 Arrangements for airport pick & drop

21 Assignment of duties of drivers

22 Booking of rent a car services

Photography/video/audio

23 Photography, video/audio recording of the event

Grand Total

Page 23 of 27 of ORG Administration Manual January 2011

 5. ORG Pakistan Team House

Address: First Floor, House 8B, Street 37, F-8/1, Islamabad

The primary objective of establishing the Team House is to provide ORG Pakistan/ORG 1 staff, consultants
and visitors with cost effective/comfortable/homely/safe accommodation.

Available Facilities:

1. 2 bedrooms with AC/heater and attached bath

2. Cold/hot water supply in the bath
3. Each room has a small fridge and cable TV
4. 1 living room with dining and sofa set
5. Wireless Internet service is available in the house, password is a1a2a3a4a5.
6. Complimentary breakfast is available, however, you need to inform Mohsin in advance so that
arrangements are made; breakfast is served between 7:30 – 8:30 am. On weekends, the breakfast
is served between 8 am – 9 am.
7. Lunch/dinner can be ordered through a delivery service, some options attached
8. During working days, lunch is cooked at the office and you might want to avail that facility by
paying Rs. 100/day to the cook
9. Personal clothes requiring laundering can be given to the custodian for washing and pressing. This
is a complimentary service.
10. Each guest receives clean bed sheets and bath towels
11. Team house custodian is available from 7 am – 7 pm for the days staff are staying in the house
including weekends.
12. Team house occupants will claim per-diem as per standard per-diem rate.
13. Since there is no hired cook in the team house, guests are welcome to buy food and all necessary
elements and cook at the fully equipped kitchen using the appliances and kitchen supplies. ORG
will provide cleaning supplies at the kitchen as required.
14. There is a well-equipped kitchen with adequate kitchen supplies (including pots, pans, utensils,
dishes, glasses, cups, mugs, water dispenser, electric kettle, toaster, coffee maker, microwave,
refrigerators, etc.)
15. The custodian will clean the kitchen including dishes and the utensils every day
16. You can ask custodian to clean and makeup your room
17. A TV plus DVD player and small movie collection are available for the guests in the living room
18. Smoking is not allowed at anytime in the Team House. Smoking is only allowed outside the
building
19. There will be 1(one) telephone line with NWD facilities is available at the Team House. Guests are
requested to keep their calls short. All out going calls should be recorded in the register. No
overseas call facilities are available at the Team House. Telephone calling cards are widely
available in Islamabad to use to make local and international calls at a very affordable rates
20. One printer/scanner/photocopier is permanently assigned for the Team House
21. Twenty four hours security guard service is provided by ORG.
22. Staff staying in team house can receive their guests between 5 – 9 pm.

Page 24 of 27 of ORG Administration Manual January 2011

23. Team House Room Booking: An E-mail request should be sent at mmohsin@prestep.org, mob:
0345 5858477 including information on date of arrival and departure with flight details. Mohsin
is designated Team House Coordinator.
24. Staff staying in the team house will be signing check-in/check-out register.
25. As we want to encourage use of team house staff traveling from other cities will be booked in the
team house. If team house is already full, only then staff accommodation bookings will be made
in the guest houses.
26. Mohsin coordinates airport pick-up and drop-off. Usama, Motor Pool Supervisor (0345 5858483)
may be contacted for car for official use. For personal travel you can request for taxi, some options
attached.

Responsibilities of the ORG Team House dwellers

1. All visitors of the Team House are responsible for the day-to-day maintenance and operation of
the guesthouse, in partnership with the Administration of ORG Pakistan Office. As a minimum,
the dwellers should appoint or take on the following roles:
a. Point of contact for Security Issues —Ali Ihsan, Security Manager
b. Point of contact for Cleanliness and Housekeeping—Custodian on duty
c. Point of contact for Routine Maintenance Work—Mohsin, Logistics Assistant/Team House
Coordinator or Shahid, Administration Officer.

2. Residents of ORG Team House must at all times conduct themselves in accordance with the ORG
Code of Conduct and with respect to the laws and cultural norms of Pakistan. This includes guests
invited by ORG staff to the Team House.

3. Residents of the Team House should be respectful of their peers at all times. If one ORG staff
member raises a complaint to another, it is the responsibility of the latter to act immediately to
correct the problem.

4. If a resident of the Team House wishes to invite visitors to the Team House, s/he must first inform
Security Supervisor (at the reception) in advance.

5. Please try to minimize the use of air conditioners and switch-off of the appliances which are not
in use. The last person leaving the house should ensure that all lights, fans, and air conditioners
of the common areas are turned off.

6. Be respectful to other guests in terms of noise and use of common areas. ORG staff members who
invite visitors to the Team House are responsible for their behaviour.

7. Residents of the Team House are financially responsible for any damages s/he or his/her guest(s)
make to Team House properties, acquisition value of which is US$20 dollar and above or
equivalent Rupees.

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8. ORG cannot be responsible for any loss, damage or theft of items left at the Team House. Any
occurrence, however, should be reported immediately to the Team House Coordinator.

9. Refer any complains to the Team House Coordinator with information to Admin Officer. But, any
serious incidents that occur at the Team House must be reported to the COP/DCOP and Security
Manager immediately.

10. The room keys are provided to each guest on the first day/during entrance. These keys MUST be
handed over to the custodian during departure. If any guest loses any key, should notify the Team
House Coordinator immediately. Only one key to main door is available with the custodian. No
key is available with the security guards.

Page 26 of 27 of ORG Administration Manual January 2011