OIA Travel Procedure - Final Approved 2024

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

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