This policy applies to all foreign travel undertaken by Democratic Alliance public representatives, either in the course of their duties as a public representative or arising from their position within the Democratic Alliance. This applies to any public representative where their absence during a motion of no confidence or other votes, could have a critical impact.

Alternative methods of communicating over long distances should always be explored prior to considering travel. Technologies such as teleconferencing and video conferencing are suitable alternatives.

Any public representative of the Democratic Alliance contemplating travel abroad must adhere to the following procedures:

1. No public representative may commit to travel abroad unless and until such time as their application is approved and any appeal, if applicable, is resolved. The application will be considered in terms of the guidelines as determined by the International Committee.

2. Every public representative must apply as soon as they become aware of the opportunity for them to travel internationally, or at least 6 weeks before the intended travel commences, for permission to travel abroad. If urgent travel is required, the applicant should provide reasons for this.

3. An application in writing, on the prescribed online form, must be made in accordance with the timeframes stipulated above, prior to the contemplated travel to the below-listed approvers. The consent of all approvers is required before a public representative may commit to, or depart on, any intended foreign travel.

4. Should the Chief Whip deny any travel application, the application to travel abroad may not be pursued further subject to the provision in Section 15.

5. The relevant approvers to travel requests are as follows:

   In Councils where the DA governs/co-governs:

   5.1. Mayors apply to the relevant Provincial Leader.

   The Chief Whip of the caucus and Chairperson of the Federal Council (as the person responsible for governance) should also be notified of intended travel.

   5.2. Members of the Mayoral Executive Committees and Speakers apply to the relevant Provincial Leader, Chief Whip of the caucus and Mayor.

   5.3. Chief Whips of the caucuses apply to the Provincial Leader and to the Mayor.

   In Provinces governed by the DA:

   5.4. Premiers apply to the Federal Leader and the Provincial Leader.
   The Chief Whip and Chairperson of the Federal Council (as the person responsible for governance) should also be notified of intended travel.

   5.5. MECs and Speakers apply to the Provincial Leader and Premier; The Chief Whip should also be notified of intended travel.

   National Executive:

   5.6. National Ministers and Deputy Ministers notify the Federal Leader, Chairperson of the Federal Council, the Chief Whip in Parliament and the International Office of their intended travel with itinerary details.

   National ministers and deputies are urged to align their international travel with key strategic priorities and to contain expenses as far as possible.

   Other public representatives:

   5.7. All other public representatives apply to the Provincial Leader and Chief Whip of the relevant caucus.

   A caucus of fewer than 5 members:

   5.8. If a caucus consists of fewer than five members apply to the relevant Provincial Leader and the Provincial Chairperson.

   Party Leaders:

   5.9. Provincial Leaders, Provincial Chairpersons, Parliamentary Leaders, or the Chairperson of the Federal Council apply to the Federal Leader of the Party.
   The Chairperson of the Federal Council (as the person responsible for governance) should also be notified of intended travel.

   5.10. In the case of the Federal Leader, the Chairperson of the Federal Council (as the person responsible for governance) and the Chief Whip in their sphere of government should be notified of intended travel. 

6. The relevant approver(s) are required to finalise their approval or rejection of travel within 72 hours of receiving the travel request. It is mandatory for them to provide a reason for approval or denial for each travel application received via the online system.
7. The purpose of these approvals is to ensure that the public representative concerned may be excused from his/her constituency, legislature, and Party duties. Special motivation will be required to travel when:

   7.1 The body to which the public representative member belongs, is in session.

   7.2 A national or local government election is imminent, or the Party is engaged in a national or provincial campaign; and/or

   7.3 There is a by-election in the relevant public representative’s constituency or ward.

8. Where the Party is required to pay for the intended travel, additional approval of the Federal Finance Chairperson is required.

9. The reasons and expected outcomes of the intended travel must be clearly stated in the application.

10. The expected cost of the intended travel must be stated in the application, as well as whether the intended travel is being sponsored, in part or in full, by any private individual, corporation or institution.

11. Only in exceptional circumstances may travel by a public representative be sponsored by a private individual, corporation, or institution. This includes the sponsorship of any miscellaneous items associated with such travel. Public representatives whose work-related or private travel is sponsored by a private individual, corporation or institution must justify why the sponsorship does not constitute a conflict of interest. This must include background and full details of the individual, corporation or institution and any association or relationship between the public representative and such individual, corporation or institution.

12. Where the public representative is accompanied by a delegation, the names and titles of the person(s) accompanying him or her must be supplied as well as a motivation given for their inclusion.

13. A public representative attending to work-related travel abroad must be present for the full duration of such excursion.

14. A public representative may travel abroad at the expense of the taxpayer or ratepayers only for the duration of an approved study tour or conference. If such a public representative wishes to extend the travel, it must be at his or her own expense.

15. A public representative has the right to appeal the decision by the relevant approvers. Such appeal must be made in writing to the Chairperson of the Federal Council. The decision of the Chairperson of the Federal Council in respect of such an appeal is final. Should the appeal be from the Chairperson of the Federal Council, this appeal should be directed to the Federal Legal Commission. An appeal against a refusal to permit travel abroad must be finalised within a reasonable time.

16. On his/her return (not later than two weeks after the trip), the public representative must submit a report in respect of the travel and the extent to which it achieved the outcomes expected, to the relevant body or individual who authorised the travel, (this is a requirement of all public representatives in terms of the Guidelines for the Ethical Use of Benefits and Entitlements) and such reports must also be submitted on the DA’s Official Travel portal. The reports will subsequently be sent to the relevant Provincial Leaders and the Chairperson of the Federal Council on a quarterly basis. Public representatives are also encouraged to use the reporting template that is available on the travel portal. In the instance of a DA public representative delegation, a person within the delegation must be responsible for delivering a travel report. The Leader of the delegation must ensure that it is submitted, even if s/he has delegated this responsibility to another delegate.

17. Any public representative who undertakes travel abroad and who does not fulfil the requirements of the policy, shall be in breach of sections 2.5.4.7 and/or 2.5.4.9 of the Federal Constitution and may be barred from future foreign travel. Any public representative who does not submit a travel report may also be barred from any future travels until such time that they have submitted their reports on any previous travel.

18. While this policy does not apply to private travel taken by individual public representatives, they should take care to observe the general principles underlying this policy. This means they must ensure that their absence, even on private travel, does not negatively impact the DA: 1) In the outcome of proceedings where their presence could have made a difference; 2) In a local by-election/election and 3) Any circumstance in which a negative outcome could have reasonably been foreseen.

    Public representatives are not required to apply for permission for personal travel during officially designated recess periods. However, permission must be obtained in the manner outlined in this policy for leave of absence while Parliament, the legislature, or the council is in session.

19. Private Travel: If an applicant occupies a position in party leadership or in a DA government, where their absence could have a material impact on the DA’s interests, they are required to notify and/or apply the relevant approvers as listed in point 5 above.

20. The Federal Leader or a designated authority may announce a moratorium on leave in the run-up to an election period and will announce this in the format of a memorandum to all public representatives.

(Approved by the Federal Executive on 25 July 2014 and amended by the Federal Council on 1 November 2015 and by the Federal Executive on 1 October 2016, 20 January 2018, 30 August 2019, 20 June 2020, 29 May 2023 and 11 November 2024).

As a reminder, all public representatives, office bearers and members of the party are brand ambassadors of the DA and as such, have a responsibility to communicate via social media in a manner that does not reflect adversely on the party and maintains the good reputation of the party.

Travel Form

Travel Report