OIA Travel Procedure - Final Approved 2024

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Introduction This Procedure constitutes a fundamental component of the OIA Administration Policy and adheres to the Direct Purchase Procedure for the management of payment processes. The Procedure establishes a structured and systematic framework for handling travel services, specifically designed to streamline the travel request process by exempting designated transactions from the standard Contracts and Procurement (C&P) procedures. This exemption is intended to improve operational efficiency and responsiveness in managing travel services. Compliance with this Procedure is mandatory for all personnel engaged in OIA travel services. The Procedure provides clear and comprehensive guidelines to ensure alignment with OIA's strategic objectives. It reaffirms OIA’s commitment to maintaining procurement practices that are efficient, transparent, and accountable, in line with organizational governance and operational requirements. The objectives of this Procedure are to: a. Set the key principles for travel services and associated financial transactions to ensure compliance. b. Provide direction and guidelines for various aspects of travel requests and clarify the roles and responsibilities of each individual. c. Ensure segregation of duties for compliance and control in the travel requests process. Applicability This Procedure shall apply to all OIA staff, including full-time, part-time, and temporary employees; board members; seconded staff members (both within Oman and internationally); contractual personnel; and individuals under the Nomo Program. Without prejudice to any rights, obligations, or privileges established by applicable laws or regulatory compliance requirements, in the event of any discrepancy, contradiction, or conflict between this Procedure and any applicable laws, the latter shall take precedence. Scope of this Procedure This Procedure establishes the comprehensive framework for managing travel requests at OIA. It addresses all elements of travel management, including the procurement of air and train tickets, hotel accommodations, car rentals, visa services, and other travel-related needs, to enhance OIA Staff mobility and convenience. The Procedure covers the entire process, from initiation and approval to processing and record-keeping of direct purchases, as well as the management of invoices and payments. Revisions The Director of the Administration Directorate holds the authority to propose modifications to this Procedure. All changes shall be comprehensively documented and officially approved in Effective Date This Procedure becomes effective from the date of its approval.

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