OIA Travel Procedure - Final Approved 2024

accordance with the Delegation of Authority (DoA) prior to their distribution and implementation. This document should undergo a biennial review or as deemed necessary.

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Compliance with this Procedure Adherence to this Procedure is mandatory for all relevant stakeholders within OIA.

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Confidentiality and Conflict of Interest In accordance with article 3.0 of the OIA Procurement and Tendering Policy.

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Travel Request Workflow

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Initiation of travel request Initiation: The respective department shall initiate the travel request in the ERP System by filling out the business travel request form, ensuring alignment with the organizational and business needs as outlined in the OIA HR Policy. Factors to consider: New Joiners and Business Delegations: The requesting department, inclusive of the HR Directorate or the concerned directorate, shall be responsible for completing the Travel Request Form in the ERP System. The Welfare Travel Team shall process the request. Types of OIA Travel Requests: a) Official Visit (Business Trip): Staff members shall initiate and obtain approval for business travel requests no later than ten (10) days prior to the scheduled travel date. For conferences, requests shall be submitted no later than thirty (30) days before the commencement of the event, as per the HR-Approved Policy. Failure to meet these deadlines, or where the nature of business necessitates submitting the request closer to the travel date, shall require approvals in accordance with the approval hierarchy specified in Annexure A. • Official Visit (Less than 10 days for event): An official visit undertaken for less than 10 days to conduct specific tasks, attend meetings, or represent OIA in an official capacity. • Official Visit (More than 10 days for event): An official visit lasting more than 10 days, typically for longer business engagements or events that require an extended presence • Conference / Official Visit (Nomo): A specialized official visit or conference associated with a Nomo program staff member who may be required to travel for conferences, official visits, or training. • Business with GL Project Account: Business-related travel or engagement associated with a specific project that has a designated GL (General Ledger) account for tracking expenses. • Business without GL Project Account: Business travel related to a project that does not have a specific GL account but is part of the OIA's broader objectives. b) Secondment: A formal request for the temporary or long-term transfer of an OIA Staff member to an assignment abroad. The secondment is related to OIA's strategic goals and may require the Staff member to relocate or travel internationally for the duration of the assignment.

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