OIA Travel Procedure - Final Approved 2024

Review the accommodation options selected by the Requester to ensure compliance Assist in selecting the most suitable hotel options upon request

Welfare Travel Team Welfare Travel Team

Hotel Selection Assistance

Select the accommodation agent offering the lowest price through competitive quoting

Hotel Vendor Selection

Reference & Related Documents

Travel Request Form

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Quotations/Offers/Proposals

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Invoicing and Payment Workflow Owner: OIA Staff

To ensure efficient, accurate, and compliant management of financial transactions related to travel requests.

Objective

Requester

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Line Manager

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Personnel involved

Employee Welfare Manger

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Finance Directorate

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IT systems used within the process

System ERP

Steps

Procedure

Responsibility

Receive invoices from the OIA Travel Agent, suppliers, or other agents and verify accuracy. Enter invoice details into the ERP System and link them to the related travel request. Validate the delivery of goods or services against the standards and specifications outlined in the agreement. Conduct a thorough review of the invoice to ensure alignment with provided quotations, agreement, and tax requirements. Approve the invoice for payment if all criteria and documentation are met; may request further clarifications or reject if necessary. Execute the payment following approval, adhering to the Organization’s financial policies. Notify the supplier or consultant via email that the transaction has been completed. Ensure all documentation related to the purchase and payment is accurately filed for audit purposes.

Welfare Travel Team Welfare Travel Team

Invoice Receipt and Accuracy Check Invoice System Entry and Requisition Linking

Goods/Services Delivery Verification

Requester

Finance Directorate

Financial Invoice Review

Finance Directorate Finance Directorate Finance Directorate Requester/ Finance Directorate

Payment Approval

Processing of Payment

Supplier Payment Notification

Documentation and Record Filing

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