OIA Travel Procedure - Final Approved 2024

Quotations/Offers/Proposal

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Reference & Related Documents

Agreement

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Receipt Notification

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Cancellation of Travel Request Owner: OIA Staff Objective

To establish a standardized procedure for the cancellation of travel requests, ensuring proper documentation, approvals, and adjustments to organizational planning and budgeting. - The Requester shall fill out a designated cancellation form, detailing the reason for the cancellation, initially planned travel dates, and any costs or penalties that may have already been incurred or are anticipated. The Requester may also obtain necessary information via email from the Welfare Travel Team to accurately fill out the form. - The Line Manager shall review the reasons for cancellation and either approve or reject the request based on its validity and impact on departmental operations. - The Budget Holder will review any financial implications of the cancellation, such as potential penalties or recoverable costs, and approve the cancellation from a budgetary perspective. - Once the cancellation form has been approved and signed by the Line Manager and Budget Holder, the Requester shall submit it to the HR Directorate and Employee Welfare for final processing.

Guidelines

IT systems used within the process Reimbursement Workflow Owner: OIA

System ERP

To efficiently process and validate reimbursement claims related to travel expenses, ensuring compliance with financial policies and maintaining organizational integrity.

Objective

Requester

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Line Manager

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Employee Welfare Manger

Personnel involved

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HR Directorate

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Finance Directorate

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IT systems used within the process

System ERP

Steps

Procedure

Responsibility

Submit claims for reimbursement of all incurred travel expenses, initially submitted for lower price accommodation approval. Provide complete and valid documentation that substantiates the expenses incurred, including receipts, invoices, proof of payment, and supporting documents.

Requester

Claim Initiation

Documentation Requirements

Requester

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