OIA Travel Procedure - Final Approved 2024

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

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Requester

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Requesting Department Line Manager

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Budget Holder

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Personnel involved

Employee Welfare Manager

▪

HR Directorate

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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

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