OIA Travel Procedure - Final Approved 2024

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.

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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

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