Policy

1. Introduction

The company outlines its business travel policy, which details the provisions concerning business-related travel. This policy provides clear instructions and explanations for various types of expenses that may arise during travel. It also delineates the responsibilities expected from employees, who are required to familiarize themselves with these duties and act accordingly.

2. Purpose

The business travel policy aims to establish the procedures and eligibility criteria for both domestic and international business travel. Employees are expected to travel swiftly and comfortably to fulfill business requirements, while also being mindful of the company's costs and avoiding unnecessary expenditures.

3. Scope

This business travel policy applies to all employees within the organization.

4. Legal and Medical Expenses

For employees traveling abroad, the company will cover all visa-related expenses, excluding passport costs. Medical expenses such as travel insurance, health examinations, and vaccinations will be directly paid by the company. In the event of a travel-related accident, medical fees will be covered by the traveler’s insurance. If insurance is not applicable, the company will reimburse either partial or full medical expenses.

5. Transportation Expenses

For air travel, the company will provide payment for a round-trip ticket in the specified class, which includes meals as part of the ticket and allows for one checked bag and a carry-on. Employees will be responsible for any costs related to excess luggage or duty-free purchases. If alternative modes of transport are used, the company will reimburse tickets in the specified class. Bookings should generally be made at least a specified timeframe in advance, barring unforeseen circumstances, and must receive written approval from the designated job title. Employees are required to keep all receipts for expenses incurred during the trip and submit them to the designated supervisor upon return.

6. Local Transportation

Upon arrival at the destination, employees may use taxis for business-related travel, as per the transportation policy. Receipts must be retained for trips between the airport and hotel, as well as for travel to remote locations for business purposes. Expenses related to personal outings or sightseeing will not qualify for reimbursement. The limit for local transportation expenses will not exceed a specified amount in the local currency.

7. Accommodation

The company will arrange accommodation for business visits at a specified category hotel (such as a five-star or the best available in the area). Should an employee choose to extend their stay for personal reasons, the company will not cover the additional nights. Expenses for extra rooms will also not be reimbursed unless the employee had to change rooms due to uncontrollable circumstances that rendered the original room unsuitable. Hotel costs must not exceed a specified amount in the local currency per night.

8. On-Trip Expenses

Employees can claim reimbursement for lunch and dinner expenses incurred during business trips (as part of the business trip reimbursement), capped at a specified amount in the local currency per meal. If traveling with non-employees, only the employee's meal expenses will be reimbursed, and separate bills must be maintained for this purpose. When dining with clients, the entire bill will be reimbursed, but if the amount exceeds a specified limit per meal, prior approval from the designated job title is required.

9. Employee Responsibilities

Employees must recognize that company resources should be used judiciously. They should plan their trips with reasonable expenses in mind and collect all bills and receipts for business-related expenditures during the trip. All receipts and bills must be submitted to the designated job title within a specified number of days after returning. Reimbursements will be processed within 10 to 15 business days or included in the next payment cycle, following approval.

10. Policy Review

 This policy will be reviewed annually and streamlined as needed to ensure its effectiveness and adherence to current laws and regulations.