OIA Travel Procedure - Final Approved 2024

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.

5

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

12