OIA Travel Procedure - Final Approved 2024

Table of Content

1 Definitions and Interpretation ................................................................................................ 4 1.1 Abbreviations ................................................................................................................... 4 1.2 Definitions ........................................................................................................................ 4 2 Introduction ............................................................................................................................ 6 2.1 The objectives of this Procedure are to: .......................................................................... 6 2.2 Effective Date ................................................................................................................... 6 2.3 Applicability ...................................................................................................................... 6 2.4 Scope of this Procedure ................................................................................................... 6 2.5 Revisions........................................................................................................................... 6 2.6 Compliance with this Procedure ...................................................................................... 7 2.7 Confidentiality and Conflict of Interest ............................................................................ 7 3 Travel Request Workflow........................................................................................................ 7 3.1 Initiation of travel request ............................................................................................... 7 3.2 Travel Request Approval Procedures:.............................................................................. 8 3.3 Ad-Hoc Travel Requests ................................................................................................. 11 4 Invoice Processing................................................................................................................. 12 4.1 Invoice Receiption and Verification ............................................................................... 12 4.2 Invoice Recording: .......................................................................................................... 12 4.3 Invoice Validation and Approval .................................................................................... 12 4.4 Invoice Approval by Employee Welfare Manager: ........................................................ 12 5 Reimbursement Process: ...................................................................................................... 12 5.1 Submission of Claims:..................................................................................................... 12 5.2 Verification and Processing:........................................................................................... 13 5.3 Submission Deadlines: ................................................................................................... 13 5.4 Non-Reimbursable Costs:............................................................................................... 13 5.5 Submission of Complete Documentation: ..................................................................... 14 6 Payment Process through the Finance Directorate.............................................................. 14 6.1 Financial Verification:..................................................................................................... 14 6.2 Approval for Payment: ................................................................................................... 14 6.3 Payment Processing: ...................................................................................................... 14 6.4 Reimbursement Payment Process: ................................................................................ 14 6.5 Record Keeping: ............................................................................................................. 14

3