OIA Travel Procedure - Final Approved 2024

• 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:

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