OIA Travel Procedure - Final Approved 2024

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OIA Travel Procedure

For Official Use Only This document is the property of Oman Investment Authority. Neither the whole nor part of this document may be copied or used without prior written consent.

Date

Author

Version Change Reference

October 2024

Administration Directorate

N/A

Reviewer (s) Name

Date

Governance, Risk and Compliance directorate 22 October 2024

Human Resources directorate

29 October 2024

Legal directorate

5 November 2024

Approver (s) Name

Date

OIA Steering Committee

November 2024

Distribution Copy No.

Name

Location

All OIA Staff

Headquarter

Issue Details Release Date

24/11/2024

Next Review Due Date

24/11/2026

Table of Content

1 Definitions and Interpretation ................................................................................................ 4 1.1 Abbreviations ................................................................................................................... 4 1.2 Definitions ........................................................................................................................ 4 2 Introduction ............................................................................................................................ 6 2.1 The objectives of this Procedure are to: .......................................................................... 6 2.2 Effective Date ................................................................................................................... 6 2.3 Applicability ...................................................................................................................... 6 2.4 Scope of this Procedure ................................................................................................... 6 2.5 Revisions........................................................................................................................... 6 2.6 Compliance with this Procedure ...................................................................................... 7 2.7 Confidentiality and Conflict of Interest ............................................................................ 7 3 Travel Request Workflow........................................................................................................ 7 3.1 Initiation of travel request ............................................................................................... 7 3.2 Travel Request Approval Procedures:.............................................................................. 8 3.3 Ad-Hoc Travel Requests ................................................................................................. 11 4 Invoice Processing................................................................................................................. 12 4.1 Invoice Receiption and Verification ............................................................................... 12 4.2 Invoice Recording: .......................................................................................................... 12 4.3 Invoice Validation and Approval .................................................................................... 12 4.4 Invoice Approval by Employee Welfare Manager: ........................................................ 12 5 Reimbursement Process: ...................................................................................................... 12 5.1 Submission of Claims:..................................................................................................... 12 5.2 Verification and Processing:........................................................................................... 13 5.3 Submission Deadlines: ................................................................................................... 13 5.4 Non-Reimbursable Costs:............................................................................................... 13 5.5 Submission of Complete Documentation: ..................................................................... 14 6 Payment Process through the Finance Directorate.............................................................. 14 6.1 Financial Verification:..................................................................................................... 14 6.2 Approval for Payment: ................................................................................................... 14 6.3 Payment Processing: ...................................................................................................... 14 6.4 Reimbursement Payment Process: ................................................................................ 14 6.5 Record Keeping: ............................................................................................................. 14

1 Definitions and Interpretation In the context of construing and implementation of this procedure the following definitions and abbreviations shall apply:

1.1 Abbreviations Term

Abbreviation

DPI

Deputy President Investments Deputy President Operations Oman Investment Authority

DPO

OIA

1.2 Definitions Term

Definition

Travel requests that arise abruptly are submitted via email and approved by either the Deputy President of Operations or the Deputy President of Investment, depending on whether the request is related to operational or investment activities. These urgent and emergency requests are designed to address situations that could impact business continuity, reputation, or safety.

Ad-hoc Travel Requests

Maintaining authorized restrictions on information access and disclosure, safeguarding personal and private data

Confidentiality

The approved administrative and financial authorities are assigned by the Board of Directors.

Delegation of Authority

HR Policy

Human Resources Policy Issued by Oman Investment Authority.

OIA Administration Policy

OIA Administration Policy issued by Oman Investment Authority.

A senior-level executive responsible for overseeing a specific department, division, or function within OIA.

Director

A Department at OIA is a specialized business unit comprising employees who are grouped together based on their specific tasks, functions, or responsibilities. Each department is assigned a distinct set of functions, and its employees work collaboratively to achieve the objectives and goals of that particular area within OIA. A Directorate at OIA is a higher-level organizational unit that oversees and coordinates a group of Departments. It serves as an intermediary level between Sub-Divisions at OIA and the Departments.

Department

Directorate

A procurement method that allows OIA Directorates/Departments to procure goods or services that are listed on the approved Whitelist, thereby exempting these specific transactions from the standard procedures of the Contracts and Procurement Department. This approach offers a streamlined alternative for acquiring pre-approved items, enabling faster procurement while ensuring full adherence to all OIA policies and standards. A standardized document in the ERP System used within OIA to organize and formalize travel requests. This form is essential for gathering detailed information about the trip, including the traveler's personal details, travel dates, destinations, the purpose of the travel, and any other relevant information that can help in planning and budgeting the trip appropriately. An individual from OIA who initiates a travel request, both locally and internationally, including accommodations, air and train tickets, and car rental. Requests should be submitted through Oracle at least ten (10) days prior to the scheduled business travel date or thirty (30) days in advance for conference attendance. All individuals affiliated with OIA, including full-time, part-time, and temporary staff, board members, seconded employees (both within Oman and internationally), contractual staff, and those under the Nomo Program. A professional office designated by OIA to manage and facilitate all travel-related services for the employees and affiliates of the Organization. This agent is responsible for arranging flights, accommodations, and local transportation, as well as assisting with travel documentation and visa requirements. The OIA travel agent ensures that all travel arrangements adhere to the organization's policies and budgets, aiming to provide efficient and hassle-free travel experiences for OIA Staffand their relevant associates for business, academic, or other organizational activities. 24/11/2024

Direct Purchase Procedure

Travel Request Form

Effective Date

Requester

OIA Staff

OIA Travel Agent

Introduction This Procedure constitutes a fundamental component of the OIA Administration Policy and adheres to the Direct Purchase Procedure for the management of payment processes. The Procedure establishes a structured and systematic framework for handling travel services, specifically designed to streamline the travel request process by exempting designated transactions from the standard Contracts and Procurement (C&P) procedures. This exemption is intended to improve operational efficiency and responsiveness in managing travel services. Compliance with this Procedure is mandatory for all personnel engaged in OIA travel services. The Procedure provides clear and comprehensive guidelines to ensure alignment with OIA's strategic objectives. It reaffirms OIA’s commitment to maintaining procurement practices that are efficient, transparent, and accountable, in line with organizational governance and operational requirements. The objectives of this Procedure are to: a. Set the key principles for travel services and associated financial transactions to ensure compliance. b. Provide direction and guidelines for various aspects of travel requests and clarify the roles and responsibilities of each individual. c. Ensure segregation of duties for compliance and control in the travel requests process. Applicability This Procedure shall apply to all OIA staff, including full-time, part-time, and temporary employees; board members; seconded staff members (both within Oman and internationally); contractual personnel; and individuals under the Nomo Program. Without prejudice to any rights, obligations, or privileges established by applicable laws or regulatory compliance requirements, in the event of any discrepancy, contradiction, or conflict between this Procedure and any applicable laws, the latter shall take precedence. Scope of this Procedure This Procedure establishes the comprehensive framework for managing travel requests at OIA. It addresses all elements of travel management, including the procurement of air and train tickets, hotel accommodations, car rentals, visa services, and other travel-related needs, to enhance OIA Staff mobility and convenience. The Procedure covers the entire process, from initiation and approval to processing and record-keeping of direct purchases, as well as the management of invoices and payments. Revisions The Director of the Administration Directorate holds the authority to propose modifications to this Procedure. All changes shall be comprehensively documented and officially approved in Effective Date This Procedure becomes effective from the date of its approval.

2.1

2.2

2.3

2.4

2.5

accordance with the Delegation of Authority (DoA) prior to their distribution and implementation. This document should undergo a biennial review or as deemed necessary.

2.6

Compliance with this Procedure Adherence to this Procedure is mandatory for all relevant stakeholders within OIA.

2.7

Confidentiality and Conflict of Interest In accordance with article 3.0 of the OIA Procurement and Tendering Policy.

Travel Request Workflow

3.1

Initiation of travel request Initiation: The respective department shall initiate the travel request in the ERP System by filling out the business travel request form, ensuring alignment with the organizational and business needs as outlined in the OIA HR Policy. Factors to consider: New Joiners and Business Delegations: The requesting department, inclusive of the HR Directorate or the concerned directorate, shall be responsible for completing the Travel Request Form in the ERP System. The Welfare Travel Team shall process the request. Types of OIA Travel Requests: a) Official Visit (Business Trip): Staff members shall initiate and obtain approval for business travel requests no later than ten (10) days prior to the scheduled travel date. For conferences, requests shall be submitted no later than thirty (30) days before the commencement of the event, as per the HR-Approved Policy. Failure to meet these deadlines, or where the nature of business necessitates submitting the request closer to the travel date, shall require approvals in accordance with the approval hierarchy specified in Annexure A. • Official Visit (Less than 10 days for event): An official visit undertaken for less than 10 days to conduct specific tasks, attend meetings, or represent OIA in an official capacity. • Official Visit (More than 10 days for event): An official visit lasting more than 10 days, typically for longer business engagements or events that require an extended presence • Conference / Official Visit (Nomo): A specialized official visit or conference associated with a Nomo program staff member who may be required to travel for conferences, official visits, or training. • Business with GL Project Account: Business-related travel or engagement associated with a specific project that has a designated GL (General Ledger) account for tracking expenses. • Business without GL Project Account: Business travel related to a project that does not have a specific GL account but is part of the OIA's broader objectives. b) Secondment: A formal request for the temporary or long-term transfer of an OIA Staff member to an assignment abroad. The secondment is related to OIA's strategic goals and may require the Staff member to relocate or travel internationally for the duration of the assignment.

c) Training: A travel request for attending workshops, courses, or any form of training aimed at improving the Staff member's skills or knowledge, aligned with OIA’s development objectives. d) New Joiner: In the context of OIA, a new joiner typically does not initiate a travel request until completing their onboarding and receiving authorization to undertake official tasks. e) Annual Leave (End of Service or Regular Annual Leave): A request submitted by a Staff member for annual leave, which may include a travel ticket as part of their benefit package. This request shall apply to regular annual leave or be part of an end-of-service arrangement. f) Business Delegation: • Conference (Less than 30 days from the event): Conference (Less than 30 Days Before the Event): Travel requested to attend a conference scheduled within the next 30 days, requiring expedited approval and arrangements. • Conference (More than 30 Days Before the Event): Travel requested to attend a conference scheduled over 30 days in advance, allowing for standard approval and planning timelines. Travel Request Approval Procedures: General Provisions a) Approval Sequence: The approval sequence shall follow the structured hierarchy outlined in Annexure A for each type of travel request. b) Approver Responsibilities: Approvers are required to verify the compliance of each request with OIA policies and the budgetary constraints before advancing it to the next approval stage. c) Distribution of Approved Requests: It is the duty of the Employee Welfare Manager to distribute all approved travel requests to the Welfare Travel Team for further processing. d) Upon distribution of requests by the Employee Welfare Manager, the following procedures are mandated to ensure that both ticket and hotel arrangements are managed in a structured, transparent, and compliant manner, thereby maximizing efficiency and value in travel arrangements for OIA: Tickets: I. Ticket Option Communication : The Welfare Travel Team shall provide the Requester with a list of available airline ticket options, including detailed flight schedules, dates, and timings. The Welfare Travel Team shall proactively inform the Requester that priority shall be given to Oman Air if its fare is within a 10% variance above the market rate. This prioritization aligns with the OIA HR-approved Policy. II. Ticket Compliance Check: The Welfare Travel Team shall review the Requester ’s selected ticket option to ensure compliance with OIA's HR-Approved Policy. The Welfare Travel Team shall be available to offer guidance and assistance, if necessary, in selecting the most appropriate and policy-compliant ticket option. III. The Welfare Travel Team shall obtain a quotation on the selected option from OIA’s Travel Agent and compare it with rates available through IATA-certified systems to ensure OIA secures the most competitive pricing.

3.2

IV. Oman Air shall be given priority for booking if its fare is within 10% above the market rate. In the event that the fare exceeds this 10% variance, the Welfare Travel Team shall award the booking to the airline offering the lowest available fare, with due consideration for Staff member convenience. V. If Oman Air’s fare is within the 10% variance but pre sents suitability concerns (e.g., unfavorable flight timings), the Staff member shall provide a clear justification. The Employee Welfare Manager shall rigorously evaluate the validity of the justification before approving or rejecting the request, ensuring alignment with policy and operational requirements. VI. Final Ticket Approval and Issuance : Following the agreement on ticket options and pricing, the Welfare Travel Team shall submit these details to the Employee Welfare Manager for final approval. Tickets shall be issued subsequent to this approval. VII. Travel Agent Coordination: The Welfare Travel Team shall notify the the selected agent about the finalized travel arrangements. VIII. For domestic flights in the destination country, priority shall be given to the OIA Travel Agent to secure a booking, provided that the domestic flight timings align with the Staff member’s original return flight. If the OIA Travel Agent is unable to secure a suitable domestic flight or if the timing conflicts with the return flight — potentially affecting the flight date, time, or both — the Welfare Travel Team may seek alternative options from other OIA-registered agents, with priority given to coordinating with the agent managing the Staff membe r’s initial flight booking . IX. Exception for OIA Senior Officials' Travel Arrangements: Senior officials at OIA, including the President and Debuty Presidents, are exempt from the the airline selction process through Employee Welfare Department, allowing them greater flexibility in selecting airlines and fares at their discretion. They are not bound by the requirement to prioritize a single airline. Travel expenses shall be managed directly through their respective offices using the Direct Purchase Procedure,. These offices bear the responsibility for ensuring full compliance with Direct Purchase guidelines and maintaining appropriate documentation. X. Factors to consider: • All non-executive OIA Staff members shall be eligible for economy class air tickets for official business travel when the flight duration is less than seven (7) hours. • For flights with a duration of seven (7) hours or more, all OIA Staff members, regardless of designation or grade, shall be eligible for business class air tickets for official business travel. • Staff members accompanying Executive Management on the same business trip or official duty are entitled to travel in business class, regardless of flight duration, provided they are on the same flight and their travel purpose is not related to training or annual leave. • OIA shall provide appropriate transportation for Staff members on domestic travel. This includes airport pick-up and drop-off services between the airport and designated accommodations or meeting/event locations, as well as any additional transportation necessary to support the purpose of the trip. Staff members requiring

these services shall include transportation details in their initial travel request to ensure proper arrangements are made. • OIA shall provide meet-and-greet services upon request and as deemed necessary for non-OIA individuals coming to Oman for business purposes, with approval from the OIA Director/Chief or a higher authority at least three days in advance. Once approved, the OIA Travel Team shallproceed with arranging the service. • OIA shall provide travel visit assurance upon request and as deemed necessary for non-OIA individuals coming to Oman for business purposes, with approval from the OIA Director/Chief or a higher authority at least three days in advance. Once approved, the OIA Travel Team shall proceed with arranging the service. Hotel Option Communication : The Welfare Travel Team shall provide the Requester with an accommodation options that align with the OIA’s HR -approved policy. The Requester has the autonomy to select and book accommodation of their choice, whether or not it is included in the initial list provided, provided such selection remains within the confines of the established parameters of the OIA HR Policy. II. Hotel Compliance Check : The Welfare Travel Team shall review the accommodation option selected by the Requester to ensure compliance with OIA standards. III. Hotel Selection Assistance : The Welfare Travel Team shall assist in selecting the most suitable hotel options, upon request. IV. Hotel Quotation and Market Comparison : Upon the identification of a preferred hotel option, the Welfare Travel Team shall obtain a quotation from the OIA Travel Agent. This quotation shall then be cross-verified against market rates using reputable, recognized and deliable platforms available in the market to ensure competitiveness. V. Competitive Hotel Quoting : In instances where market rates are identified as more favorable than those quoted by the OIA Travel Agent, the Welfare Travel Team shall engage in negotiations with the OIA Travel Agent to align their pricing with market benchmarks. Should the OIA Travel Agent be unwilling or unable to match these rates, the Welfare Travel Team shall seek alternative quotations from OIA-approved travel agents. VI. Hotel Vendor Selection : The Welfare Travel Team shall select the accommodation agents offering the lowest rate as determined through competitive quoting and market comparison. VII. Award and notification: • The selected agent should be formally informed of their selection through an email that confirms the acceptance of their proposal. • In all cases, whether using the OIA Travel Agent or external agents, the selection process shall fully comply with the terms of the bilateral agreement between OIA and the OIA Travel Agent. Additionally, the decision shall be made with due consideration for the best interests of OIA and its Staff members, ensuring alignment with OIA’s objectives and priorities.

Hotels: I.

• If the agent is not currently listed in the system, the Welfare Travel Team shall notify the Contracts & Procurement Department to initiate the registration of the new agent in the ERP System. VIII. Approval of Independently Identified Lower Prices: If a Requester identifies a lower price independently, they should submit proof of this lower rate to the Welfare Travel Team prior to making any reservation. Acceptable proof may include a screenshot, a formal quotation, or a link to the offer. The Welfare Travel Team shall review and approve the submission to ensure it meets all compliance standards related to quality and service conditions. Following approval, the reimbursement process shall be conducted in accordance with article 5 and 6. IX. Exceeding Hotel Cost Approval: If accommodation costs exceed the predetermined eligibility amount for the Requester in any instance, the Welfare Travel Team may seek additional approval from the Administration Director via email. The Employee Welfare Manager is authorized to approve additional costs up to 20% beyond the eligibility limit. X. Reimbursement Claim: Upon returning from travel, the Requester shall submit a reimbursement claim in compliance with the procedures outlined in Section 5. All required documentation, including receipts, proof of payment, and any initial documentation provided to the Welfare Travel Team for accommodation approval, must be included to ensure proper processing. Travel requests that arise abruptly and are considered urgent or emergency cases shall be submitted via email. The urgency of these requests should be clearly justified in the email and shall align with the criteria that could impact the business continuity, reputation, or safety. Approval Process: 3.3.2.1 Operational Activities: If the request is related to operational activities, it shall be approved by the Deputy President of Operations (DPO). 3.3.2.2 Investment Activities: If the request is related to investment activities, it shall be approved by the Deputy President of Investment (DPI). Processing and Documentation: Once approved by the relevant Deputy President, the request should be forwarded to the Employee Welfare Manager for further processing. The Employee Welfare Manager shall ensure that the request complies with the OIA's policies and will distribute it to the Welfare Travel Team for immediate action. Ad hoc requests should be handled with priority to ensure that any potential disruptions to business continuity, reputation, or safety are mitigated promptly. All necessary documentation related to these requests, including approval emails, shall be properly recorded in the ERP System for auditing and reference purposes. 3.3 Ad-Hoc Travel Requests Initiation of Request:

4 Invoice Processing Efficient invoice processing is crucial for timely and accurate payment to the OIA Travel Agent, suppliers, or other agents, as well as to Staff members in the form of reimbursements. The procedures below outline the steps for processing invoices and reimbursement claims: 4.1 Invoice Receiption and Verification Receipt of Invoice: The Welfare Travel Team is responsible for receiving invoices from the OIA Travel Agent, suppliers, or other relevant agents following the finalization of travel arrangements and the full utilization of services. Verification: The Welfare Travel Team shall ensure the accuracy of each invoice by conducting a detailed comparison with the services delivered and supporting documentation. This process includes, but is not limited to, verification against the following items: a) Travel Request Form: Ensuring that services billed are as requested. b) Quotations: Comparing invoice figures against the initial quotes. c) Benchmark Proposals: Assessing invoice prices against standard rates provided by Sabre and Galileo, or consumer platforms such as Booking.com or Agoda. d) Travel Agent Service Charges: Verifying that the invoiced service charges is aligned with those agreed upon. e) Confirmation of Service Utilization: Obtaining and confirming evidence from the Requester that the services were utilized as planned. 4.2 Invoice Recording: Data Entry: The Welfare Travel Team shall submit/attach the details of the invoice and all supporting documentation into the ERP System, adhering to the approved Direct Purchase Procedure. Linking Documents: The invoice shall be linked with the approved Travel Request Form to ensure all charges correlate with the services authorized and received. 4.3 Invoice Validation and Approval Validation by the Requester. Notification: The Requester shall receive an email notification prompting to validate and confirm the completion and proper utilization of the travel services. Confirmation: The Requester shall confirm that the services were satisfactorily received and correspond with the terms of the original booking. 4.4 Invoice Approval by Employee Welfare Manager: Review: The Employee Welfare Manager shall review the validated invoice. Approval and Submission: Upon satisfactory review, the Employee Welfare Manager shall approve the invoice and submit it, along with all supporting documents, to the Finance Directorate for payment processing.

Reimbursement Process:

5.1

Submission of Claims: Claim Initiation: The Requester shall submit claims for reimbursement of all incurred travel expenses, including, but not limited to, transportation costs (e.g., domestic flights, train travel between cities, and travel from the initial destination country to another country during the

same trip), visa fees, conference and exhibition entrance fees, city tax fees, and accommodations that were independently booked at a lower cost and subsequently approved by the Welfare Travel Team. Documentation Requirements: For each claim, the Requester shall provide complete and valid documentation that substantiates the expenses incurred. This documentation should include: • Receipts : Original receipts that detail the date, amount, and nature of the expense. • Invoices : Official invoices from service providers, which include details such as the service provider’s name, date of service, and the amount charged. • Proof of Payment : Evidence that payments were made, such as credit card receipts, bank statements, or electronic transaction confirmations. • Supporting Documentation : Any additional relevant documentation that supports the claim, such as conference registration confirmations, visa application receipts, and official tax receipts. Verification and Processing: Initial Review by Line Manager: The line manager shall review the submitted claim and supporting documents to ensure completeness and accuracy. If any discrepancies or missing documents are identified, the claim shall be returned to the Requester with a request for corrective actions. Verification by Employee Welfare Manager: The Employee Welfare Manager shall verify that the claimed expenses comply with OIA policies and budget allowances. Any discrepancies or missing documentation shall result in the claim being returned to the Requester for correction. Upon successful verification, the claim shall be forwarded to the HR Directorate for final approval. Final Approval and Reimbursement: The HR Directorate shall conduct the final review and, upon approval, forward the claim to the Finance Department for payment processing. 5.3 Submission Deadlines: No reimbursement claims shall be processed or approved before the traveler’s return. All claims for reimbursement, including those related to independently booked accommodations at a lower price, shall be submitted upon the completion of the travel to ensure proper verification of all expenses. All claims shall be submitted through the ERP System within twenty (20) days of the Staff member’s return from any official travel, including but not limited to Official Visits (Business Trips), Secondments, Training, New Joiner travel, Annual Leave, and Business Delegations, as outlined in Section 3.1.3.. Non-Reimbursable Costs: Reimbursement for travel ticket costs shall not be provided in the following cases, unless approved by the Chief/Director of the relevant Direcorate, with justifications acceptable to Human Resources and Administation Directorates: a. Booking or purchasing the ticket without prior approval for the travel. b. Costs incurred from unauthorized changes to travel dates. 5.2 5.4

c. Additional costs resulting from the Staff member’s request for early departure, extended stay, or delayed return, subject to pre-approved leave. Submission of Complete Documentation: All claims shall be accompanied by complete and valid documentation as per the requirements outlined in Section 5.1.2. No reimbursement shall be processed if any required documentation is missing or incomplete. This Procedure is enforced to maintain financial integrity, compliance with auditing standards, and to ensure a complete audit trail is maintained.

5.5

6 Payment Process through the Finance Directorate 6.1 Financial Verification:

The Finance Directorate is responsible for reviewing and verifying the accuracy of all invoice details against the approved travel request and supporting documentation. This review shall ensure compliance with all applicable tax regulations, contractual agreements, and OIA financial policies prior to initiating payment. 6.2 Approval for Payment: If all criteria and documentation are satisfactorily met, the Finance Directorate shall approve the invoice for payment to the OIA Travel Agent, suppliers, or other agents in accordance with the Delegation of Authority (DoA) and agreed contractual terms. Should any discrepancies, errors, or incomplete documentation be identified, the Finance Directorate shall request clarifications or reject the invoice until such discrepancies are resolved. 6.3 Payment Processing: Following approval, the Finance Directorate shall process the payment and notify all relevant stakeholders, including the OIA Travel Agent, suppliers, and the requesting department. This notification shall include confirmation of payment and any pertinent details to ensure transparency. 6.4 Reimbursement Payment Process: Reimbursement payments shall only be processed by the Finance Directorate upon full compliance with all guidelines set forth in this Procedure. This includes a comprehensive review and verification of all required supporting documentation, as outlined in Section 5.1.2, and strict adherence to the approval processes detailed in Sections 6.1 through 6.3. Under no circumstances shall reimbursement be processed without the completion of these steps, ensuring accuracy, accountability, and alignment with OIA policies. Notification of Reimbursement: Upon processing the reimbursement, the Finance Directorate shall issue a formal notification to the claimant and their respective department. This notification shall confirm the transaction details and signify the completion of the reimbursement process. Timely communication is critical to ensuring transparency and keeping all relevant parties informed about the status of their claims. 6.5 Record Keeping: All documentation related to the travel request and payment process shall be properly filed for future reference and audit purposes, in accordance with the OIA Central Records Policy. This includes the original travel request, all invoices, quotations, accommodation benchmark proposals (if applicable), travel benchmarks (aligned with or below those listed by Sabre and

Galileo, as provided by the OIA agent), all associated service charges, and confirmation of service utilization from the Requester. Proper archiving of these records is essential to ensure compliance, facilitate audits, and uphold transparency within OIA.

Travel Request Workflow Owner: OIA Staff

To ensure efficient, accurate, and compliant management of travel-related activities aligning with Organizational and business needs as outlined in the OIA approved-HR Policy.

Objective

Welfare Travel Team

▪

Requester

▪

Requesting Department Line Manager

▪

Budget Holder

▪

Personnel involved

Employee Welfare Manager

▪

HR Directorate

▪

Finance Directorate

▪

IT systems used within the process

ERP Syatem

Steps

Procedure

Responsibility

Initiate the travel request in the ERP System by filling out the Travel Request Form

Initiation of Travel Request

Requester

Review & Approval

According to Annexure A

Employee Welfare Manager

Distribute approved travel requests to the Welfare Travel Team Email the Requester with airline ticket options in accordance with the OIA HR-approved policy. Review the ticket options selected by the Requester to ensure compliance. Provide assistance in selecting the most suitable airline ticket options upon request. Approve final ticket details and authorize the Welfare Travel Team to issue the tickets Notify the OIA Travel Agent about finalized travel arrangements Email accommodation options to the Requester, ensuring they align with OIA HR-approved policy

Approval Distribution

Ticket Option Communication

Welfare Travel Team Welfare Travel Team Welfare Travel Team

Ticket Compliance Check

Ticket Selection Assistance

Employee Welfare Manager

Final Ticket Approval and Issuance

Welfare Travel Team Welfare Travel Team Welfare Travel Team

Final Arrangements Notification

Hotel Option Communication

Hotel Compliance Check

Review the accommodation options selected by the Requester to ensure compliance Assist in selecting the most suitable hotel options upon request

Welfare Travel Team Welfare Travel Team

Hotel Selection Assistance

Select the accommodation agent offering the lowest price through competitive quoting

Hotel Vendor Selection

Reference & Related Documents

Travel Request Form

▪

Quotations/Offers/Proposals

▪

Invoicing and Payment Workflow Owner: OIA Staff

To ensure efficient, accurate, and compliant management of financial transactions related to travel requests.

Objective

Requester

▪

Line Manager

▪

Personnel involved

Employee Welfare Manger

▪

Finance Directorate

▪

IT systems used within the process

System ERP

Steps

Procedure

Responsibility

Receive invoices from the OIA Travel Agent, suppliers, or other agents and verify accuracy. Enter invoice details into the ERP System and link them to the related travel request. Validate the delivery of goods or services against the standards and specifications outlined in the agreement. Conduct a thorough review of the invoice to ensure alignment with provided quotations, agreement, and tax requirements. Approve the invoice for payment if all criteria and documentation are met; may request further clarifications or reject if necessary. Execute the payment following approval, adhering to the Organization’s financial policies. Notify the supplier or consultant via email that the transaction has been completed. Ensure all documentation related to the purchase and payment is accurately filed for audit purposes.

Welfare Travel Team Welfare Travel Team

Invoice Receipt and Accuracy Check Invoice System Entry and Requisition Linking

Goods/Services Delivery Verification

Requester

Finance Directorate

Financial Invoice Review

Finance Directorate Finance Directorate Finance Directorate Requester/ Finance Directorate

Payment Approval

Processing of Payment

Supplier Payment Notification

Documentation and Record Filing

Quotations/Offers/Proposal

▪

Reference & Related Documents

Agreement

▪

Receipt Notification

▪

Cancellation of Travel Request Owner: OIA Staff Objective

To establish a standardized procedure for the cancellation of travel requests, ensuring proper documentation, approvals, and adjustments to organizational planning and budgeting. - The Requester shall fill out a designated cancellation form, detailing the reason for the cancellation, initially planned travel dates, and any costs or penalties that may have already been incurred or are anticipated. The Requester may also obtain necessary information via email from the Welfare Travel Team to accurately fill out the form. - The Line Manager shall review the reasons for cancellation and either approve or reject the request based on its validity and impact on departmental operations. - The Budget Holder will review any financial implications of the cancellation, such as potential penalties or recoverable costs, and approve the cancellation from a budgetary perspective. - Once the cancellation form has been approved and signed by the Line Manager and Budget Holder, the Requester shall submit it to the HR Directorate and Employee Welfare for final processing.

Guidelines

IT systems used within the process Reimbursement Workflow Owner: OIA

System ERP

To efficiently process and validate reimbursement claims related to travel expenses, ensuring compliance with financial policies and maintaining organizational integrity.

Objective

Requester

▪

Line Manager

▪

Employee Welfare Manger

Personnel involved

▪

HR Directorate

▪

Finance Directorate

▪

IT systems used within the process

System ERP

Steps

Procedure

Responsibility

Submit claims for reimbursement of all incurred travel expenses, initially submitted for lower price accommodation approval. Provide complete and valid documentation that substantiates the expenses incurred, including receipts, invoices, proof of payment, and supporting documents.

Requester

Claim Initiation

Documentation Requirements

Requester

Review the submitted claim and all supporting documents for completeness and accuracy. Verify that the expenses align with organizational policies and budget allowances, then forward the claim for final approval. Forward the claim to the Finance Directorate for additional approval and payment. Process the reimbursement payments according to the terms set in OIA’s financial policies. Send a notification to the claimant and their department, confirming the details of the transaction and the completion of the reimbursement. the reimbursement process is appropriately filed for future reference and audit purposes. Ensure all documentation associated with

Initial Review by Line Manager

Line Manager

Employee Welfare Manager

Verification

Welfare

Manager

Final

Approval

and

HR Directorate

Reimbursement

Finance Directorate Finance Directorate Requester/ Finance Directorate

Reimbursement and Processing

Approval

Reimbursement and Processing

Approval

Record Keeping

Annexure A

Description

Initiation

Approver1

Approver2

Approver3

Approver4

Approver5

OIA Travel Request - Conference (Less than 30 days from the event) OIA Travel Request - Conference (More than 30 days from event) OIA Travel Request - Conference / Official Visit (Nomo) OIA Travel Request - Official Visit (Less than 10 days for event) - Official Visit OIA Travel Request - Business with GL Project Account (Project) OIA Travel Request - Business without GL Project Account (Project) OIA Travel Request - Official Visit (More than 10 days for event) - Official Visit OIA Leave Ticket Request

Employee Welfare Manager (Budget Holder)

Line Manager

HR Directorate

Department Director

Requester

DPI/DPO

Employee Welfare Manager (Budget Holder)

HR Directorate

Line Manager

Department Director

Requester

N/A

Employee Welfare Manager (Budget Holder) Employee Welfare Manager (Budget Holder)

Line Manager

HR Directorate

Department Director

Requester

DPI/DPO

Line Manager Line Manager

HR Directorate HR Directorate

Department Director

Requester

DPI/DPO

Requester

N/A

HR Directorate

Line Manager

Department Director

Requester

DPI/DPO

N/A

HR Directorate

Line Manager

Department Director

SGRF ERP Coordinator

Requester

DPI/DPO

Employee Welfare Manager(Budget Holder) HR Directorate - Remunaration

HR Directorate

Line Manager

Department Director

Requester

N/A

HR Directorate Recruitment

OIA Travel Request - Secondment

Line Manager

HR Director (Budget Holder) HR Directorate (Learning and Development - Budget Holder)

Requester

N/A

OIA Travel Request - Training

Line Manager

Department Director

HR Directorate - Remunaration

Requester

N/A

Annexure B

OIA Staff members have access to the following support services during travel:

1. OIA Travel Team The OIA Travel Team is available via email at Travel@oia.gov.om during regular office hours to provide travel-related assistance. In urgent cases, they may also respond outside of office hours to handle critical issues. 2. OIA Travel Agent The OIA Travel Agent offers 24-hour service and can be reached through the OIA Welfare Travel Team for assistance with travel arrangements, changes, or emergencies during business trips.

For immediate concerns, staff members are encouraged to contact the OIA Travel Agent as the first point of contact.

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