TRAVEL AND EXPENDITURE POLICY

Principle

The guiding principle of this policy is that an employee should neither accrue a profit nor suffer a loss as a result of company travel.

Process

Employees are authorized to spend amounts within reason that directly support the purpose of their travel. These amounts will be fully reimbursed by the company after review of relevant receipts.

Cash advances in foreign currency may be provided on request and are subject to the same documentary requirements as expense claims. Excess monies should be returned at the end of each trip and all spending accounted for.

Air Travel

• Tickets may be purchased at the lowest Economy Class market fare that suits travel plans.
• Revenue travel in Business Class must be expressly authorized.
• Purchase requests must be completed and approved prior to any revenue tickets being purchased.

Hotel Accommodation

• All accommodation will be single rooms except under special circumstances.
• Hotels should be selected that are modest but safe and clean and conveniently located. Examples of appropriate hotels include Holiday Inn, Courtyard by Marriott, etc…
• Corporate discounts or negotiated rates must be utilised when possible. Corporate discounts are available at Sheraton, Marriott, Holiday Inn, Intercontinental and Hilton hotels.
• Company will not be responsible for additional charges to accommodate accompanying non-company personnel.
• Where possible, all charges from the hotel should be charged to the room and consolidated on a single receipt.
• Private charges for incidentals should be itemised and are not reimbursable.


Communications

• The purpose of company provided telecommunications is to ensure efficiency of running the business. Personal calls should be kept to a minimum.
• Personnel should utilise company provided telecommunications where possible and refrain from utilising third party networks unless necessary.
• Use of hotel telephones and international roaming should be restricted to essential purposes only.
• Internet facility (wireless/hi-speed/dialup) for business purposes may be purchased at the relevant hourly or daily rates.

Meals and Incidentals

• Personnel will be entitled to a daily allowance of expenses for meals and incidental expenses as per the per diem chart. Any amount above this limit will require specific authorization.
• Use of hotel laundry is authorized for trips of duration 5 days or longer, or in the event of unplanned extension of travel dates.

Visas, Health and Insurance

• When required, visas must be obtained in advance where practical. Company will provide sponsorship letters and all required documentation. Visa costs will be reimbursed on presentation of receipts.
• Personnel must ensure they have all recommended inoculations for travel. Costs will be reimbursed on presentation of receipts.
• Company will provide a health insurance policy for all traveling employees. All medical expenses should be claimed under this policy where possible.

Ground Transportation

• Public transportation should be utilised where possible and convenient, keeping in mind optimum use of time. Please save tickets and request receipts from taxis where possible.
• Personnel are authorized to rent vehicles if required at a daily rate not to exceed US$50 per vehicle per day or equivalent in local currency, not including taxes and fees. Personnel must ensure that full insurance coverage is in place, either through existing personal or company policies, or via purchase from the rental company.
• In locations with increased security risks, a driver/security escort may be required and should be hired a reasonable charge in addition to vehicle costs.
• Fuel expenditure will be reimbursed upon presentation of receipts.


Entertainment

• Entertainment of business contacts is permitted within reason and should have express authorization where possible.
• Entertainment of government contacts must be expressly authorized and must be appropriately documented together with a report of the business transacted at the meeting.
• Receipts must be presented for all individual transactions that exceed $10.

Gifts and Gratuities

• Only approved corporate gifts may be given to business associates.
• No gifts or gratuities should be given or promised to Government officials without express authorization.
• Gratuities for business related assistance provided by service personnel (eg. porters, checkin agents, etc…) should be documented and reimbursement claimed.


All managers are expected to act in good faith with regards to travel expenses. Abuse of the policy will result in its revision and/or disciplinary action.