This is an annex to Senate Decision No. 2023/28 dated 28.12.2023.
Revision-Amendment: This is an annex to Executive Board Decision no. 2025/05 dated 06.03.2025.

REPUBLIC OF TÜRKİYE

ISTANBUL SABAHATTIN ZAIM UNIVERSITY

Academic and Administrative Staff

Directive on Domestic and International Administrative Duty Travel

PART ONE

Purpose, Scope and Definitions

Purpose and scope

Article 1 - (1) The purpose of this Directive is to regulate the procedures and methods for the payment of travel expenses incurred by employees of Istanbul Sabahattin Zaim University on domestic and international business/duty travel falling outside the scope of the Directive on Incentives for Participation in Scientific Meetings.

(2) This Directive covers the academic and administrative employees of Istanbul Sabahattin Zaim University.

Basis
Article 2- (1) This Directive has been prepared on the basis of the provisions of Higher Education Law no. 2547, Travel Allowance Law no. 6245 and the Regulation on Foundation Higher Education Institutions.

Definitions
Article 3- (1) In this Directive;

1. University: refers to Istanbul Sabahattin Zaim University,

2. Board of Trustees: refers to the Board of Trustees of Istanbul Sabahattin Zaim University,

3. Rector: refers to the Rector of Istanbul Sabahattin Zaim University,

4. Secretary General: refers to the Secretary General of Istanbul Sabahattin Zaim University,

5. Senior Unit Manager: refers to the dean in faculties, the institute director in the graduate education institute, and the head of unit in administrative units,

6. Administrative Duty Travel: refers to travel undertaken by academic or administrative staff in order to perform an administrative duty of the University,

7. Travel Expenses: refers to the hotel, meal and other expenses (urban transport, parking fees, etc.) to be paid to University staff travelling on administrative duty within Türkiye or abroad under a Travel Approval Form to cover the necessary expenses they will incur during the travel, together with outward and return fares,

8. Travel Allowance: refers to the payment made to cover the accommodation and meal expenses of administrative and academic staff relating to their duties on international travel undertaken for administrative purposes,

9. Advance: refers to the advance payment to be made to the relevant staff member for use in travel expenditure,

10. are the meanings hereby assigned.

11. Advance holder: refers to the staff member in whose name an advance is paid.

Domestic and international travel expenses and implementation principles
ARTICLE 4– (1) The actual expense method is applied to domestic travel. However, accommodation and meal expenses may not exceed the upper limit set out in Table 2. It is essential that all expenditure incurred within the scope of domestic travel be documented in the name of the University. Within the scope of travel expenditure, documents that bear no name, such as till receipts, or that are issued in the name of individuals, such as tickets, are accepted with the approval of the senior unit manager.

(2) For international travel, the travel allowance method is applied on the basis of the schedule of amounts determined by the Presidency pursuant to Article 34 of Travel Allowance Law no. 6245;
a) column no. 2 for Group 1,
b) column no. 3 for Groups 2 and 3
are taken as the basis for applying the travel allowance method. For international travel, documenting only the airline/bus etc. ticket and accommodation expenses is sufficient. In payments relating to travel expenditure, the determination of the time spent travelling is calculated in accordance with the General Communiqués on the Travel Allowance Law.

(3) The documents submitted are used to determine the expense in applying the actual expense method for domestic travel, and to establish the duration of travel and to calculate the travel allowance to be paid for international travel. Undocumented expenditure is deemed personal expenditure and is not paid unless approved by the officials specified in this Directive.

(4) The advance is paid to the travelling staff member before the travel. For planned travel with confirmed departure and return dates, the calculated travel allowance amount is paid at the latest 5 working days before the travel, in the currency indicated in the travel allowance schedule — in Euros for the European region and in US Dollars for countries outside Europe. The travel allowance received for duty travel that is cancelled must be returned to the relevant bank accounts of our University within 5 working days.

(5) The documents relating to travel expenditure of the travelling staff member that fall outside the scope of the travel allowance and that this Directive states will be covered by the University are attached to the "Travel Expenses Declaration Form" (Annex:) within 5 working days following completion of the travel and, once the approval of the unit officer has been obtained, are submitted to the Department of Financial Affairs. If the staff member has used an advance, they must also deposit the advance balance into the University's bank account within this period. Advances not closed within the prescribed period are recovered the following month by deduction from the salary of the person who received the advance.

(6) Where travel is undertaken together with a superior, the subordinate may also benefit from the superior's travel expenditure limits on the same terms.

(7) Other transport expenses incurred during travel, such as taxis, car ferries, toll roads and bridges, are paid upon submission of documents such as invoices, till receipts or transit records obtained from e-Devlet.

(8) Travel expenditure falling outside the travel allowance is made on the basis of the actual expense method. Expenditure that cannot be documented with legal invoices, till receipts and similar documents is deemed personal expenditure and is not paid unless approved by the officials specified in this Directive.

(9) The travel expenses of staff taking part in projects with their own dedicated budgets obtained domestically or from abroad, such as European Union, Erasmus and TÜBİTAK projects, are covered by the fund of the relevant project, and the rules and limits set out in the project are taken as the basis.

Travel permission and application
ARTICLE 5- (1) The domestic and international assignment of administrative staff requires the approval of the Rector or the Secretary General upon the proposal of their superior/unit manager. The Rector's domestic and international administrative assignments are made with the knowledge of the Chair of the Board of Trustees.

(2) The assignment of academic staff who are to travel is approved by the Rector after obtaining the favourable opinion of the unit manager.

(3) In order to obtain a travel advance, a "Travel Duty Form" is completed before departure and, following the approval of a superior, is submitted to the Department of Financial Affairs at least 5 working days before the start date of the travel, and the advance is transferred to the account of the person concerned within the established upper limits.

Means of travel

Article 6- (1) With the exception of the first group specified in Table 1, economy class tickets are purchased for domestic and international travel. No excess baggage charge is paid other than for carrying a parcel or item to or from a destination in connection with work.

(2) Provided that the approval of the Rector or the Secretary General is obtained, where a staff member travels in their own private vehicle, 15% of the unit price on the travel date of the type of fuel used is paid per kilometre for the total number of kilometres declared, regardless of the type and make of the vehicle and provided this is documented. (Declared Km x Unit Fuel Price x 0.15) No payment is made other than these.

Travel-related payments and their limits
Article 7- (1) The daily travel payments and hotel limits to be applied to domestic travel are updated, according to travel group, by decision of the University Executive Board, effective from January each year, by up to the 12-month average (PPI+CPI)/2 rate for the previous year announced by TurkStat.

(2) Expenses incurred in connection with the duty by travelling staff, other than hotel and meal expenses covered by the travel allowance, are covered by the University upon submission of the documents with the approval of the relevant head of unit. The limits established to cover accommodation and meal expenses are VAT inclusive.

Travel groups and expenditure limits
ARTICLE 8– (1) The grouping of staff to be assigned and the domestic and international expenditure limits payable are listed below:

a) Job titles and travel groups Table:1

b) Domestic and international hotel and meal expenditure limits

Table:2

(*) In countries covered by the "other countries" item in the Schedule of Per Diems, in-country transfer costs are included in the travel allowance limit.

(2) In order for the start and end dates and the duration of travel to be calculated, it is essential that expenditure within this scope be documented. However, expenditure that cannot be documented may be accepted if the authorised superior deems it appropriate and with the approval of the Rector or one of the Vice-Rectors.

(3) Undocumented expenditure, other than expenditure that is impossible or difficult to document, as well as souvenirs, clothing, alcohol, cigarettes, perfume, cosmetics and similar personal care products, are deemed personal expenditure and are not paid.

Principles governing the use of travel advances

ARTICLE 9– (1) Where, in work and activities falling within the institution's main field of activity but organised outside the institution and taking place with the participation of the institution's officials or staff, it becomes necessary to pay in cash for expenses that may be required, such payments are made through advance holders.

(2) Advance holders may request an advance for the expenditure and expenses required, in a manner appropriate to such expenditure and expenses. Travel advances may be obtained with the approval of the Rector or the Vice-Rectors for academic staff and of the Secretary General for administrative staff.

(3) Advances obtained within the scope of this Directive are closed within 5 working days at the latest from the end date of the travel. Advance holders must close their outstanding advance balances before requesting a new travel advance.

(4) Advance holders must obtain from the other party a document (invoice, delivery note, retail sales receipt, cash register receipt, voucher, passenger ticket, etc.) in return for the service used or the goods purchased, and must attach these documents to the Travel Advance Closing Form in order for the advance received to be closed.

Responsibility

ARTICLE 10– (1) The Department of Financial Affairs is responsible for the payment of travel advances in accordance with the periods and rules defined in this Directive, and for the acceptance, verification, accounting and payment of documents and declarations.

Cases not provided for

ARTICLE 11- (1) In cases not provided for in this Directive, implementation is carried out in accordance with the decisions taken by the University Executive Board.

Entry into force and execution

ARTICLE 12– (1) This Directive enters into force on the date it is approved by the Board of Trustees.

(2) The provisions of this Directive are executed by the Rector of Istanbul Sabahattin Zaim University.

ANNEXES:

1. Travel Duty Approval Form

2. Travel Expenses Declaration Form