Travel Policy

  1. Introduction
    The Group International Travel Policy defines standards and guidelines for the usage of Company’s
    subsidies linked to international travel for business purposes.
  2. Scope
    This policy applies to all employees of the Group excluding the executive Chairman and the Group
    CEO .
  3. Responsibilities
    3.1 Group Human Resources is responsible for developing, implementing and communicating this
    Policy.
    3.2 The employee has primary responsibility for following the provisions of this policy.
    3.3 The employee’s immediate Superior has the responsibility for determining whether the business
    expenses are reasonable and necessary and for approving such expenses.
    3.4 The local BU’s Finance Manager is responsible for reviewing employee Business Expense Reports
    for proper documentation, accuracy, and compliance with the provisions of this policy.
    3.5 Intentional misrepresentation of travel and entertainment expenses which diverts the Company
    funds or assets for personal use shall be construed either as an act of misappropriation or fraud
    which is subject to severe disciplinary action.
  4. Policy
    4.1 Travel Reservations
    4.1.1 The employee must obtain approval prior to issuing of air-tickets and hotel confirmation.
    4.1.2 If a travel agent is used, it must be an approved one to leverage discounts. Direct online booking
    is permissible to reduce cost.
    4.1.3 Travel plans and reservations should be made as far in advance of the date of travel as possible
    and at least 7 days in advance to take advantage of less costly advance purchase fares. Any
    bookings less than 7 days will require reasonable justifications and must be signed off by respective
    travel approver.
    4.1.4 Travel industry promotional program benefits (such as frequent flyer miles) may be retained by
    the traveler but must not be the basis for selecting a particular travel supplier.
    4.2 Air Travel
    4.2.1 The Group’s standard class of airline service is Economy for all level of employees. Upgrade
    from Economy class to Business class travel may be granted for Head of Function at Group level
    and Head of Entity, by the Entity Head or the Group CEO for themselves only for long-haul travel
    exceeding 5 hours consecutive fly time and with arrival at destination on a workday.
    4.2.2 When several travel options are available, being carrier or routing, the most economical should
    be chosen, keeping in mind that reasonable transit time should be applied.
    4.2.3 Travel on budget airlines is highly recommended.
    4.2.4 If the airline ticket includes a personal side trip, the employee must pay the difference between
    the lowest fare class of business trip routing and the actual price of the tickets issued.
    4.2.5 The Protocol department (protocol@spa-mm.com) can assist and advise on all Visa related
    matters.
    4.3 Hotel
    4.3.1 Travelers are expected to select the lowest cost hotel type (limited service, economy, extended
    stay, and so forth).
    Exco Maximum 5 stars (with breakfast) Standard , Single room
    All other staff Maximum 3/4 stars (with breakfast)
    Standard (Sharing basis, unless
    traveling alone or with diffe
    of foreign exchange rate is not available, employee shall use the exchange rate obtained from
    //www.xe.com/currencyconverter/ using the date of departure as reference.
    4.7 Reimbursable Expenses
    4.7.1 Travel expenses charged to the Group should represent typical or economical levels of service.
    4.7.2 The Group will reimburse employee for reasonable and necessary business expense, as
    determined by the Group and in compliance with legal and tax regulations. Reimbursable expense
    incurred while travelling on company business including but are not limited to:
  • Taxis, Ubers, Grab etc.
  • Hotel accommodations please refer to 4.3.2
  • Doctor-prescribed medicine or immunization which are recommended for international
    travel. If the prescription or immunization expense is not covered by the traveler’s own
    medical plan, the full coast paid may be reimbursed. Non – prescriptive over the- counter
    medicines are not reimbursable.
  • Visa fees
  • Laundry fees ( if the business travelling exceeding 7 business days)
  • Communication charges incurred to conduct Group business. Data roaming should be on
    need basis.
  • Customer business entertainment
    4.8 Business Meals and Entertainment
    4.8.1 The reasonable cost of business meals and entertainment will be reimbursed if it is “directly
    related to “or” associated with” the active conduct of the business.
    4.8.2 Directly related. In general, a business meal or business entertainment is directly related if three
    conditions are met:
  • The company has more than a general expectation of driving income or a specific benefit for
    the meal or entertainment. However, the company is not required to show that income or
    specific business benefit actually resulted.
  • The company did, in fact, engage in business discussions during the meal or entertainment.
  • The principle nature of the expense was the active conduct of a trade or business.
    4.9 Daily allowance (Per diem).
    4.9.1 The purpose of travel allowance is to ensure employee do not suffer a financial loss while
    traveling for business purpose and not to provide a cash incentive where employee can derive a
    monetary gain form
    4.9.2 Staff are sent outside their base city/ overseas for conferences/ training/seminars paid for by
    the company with meals provided, no allowance will be paid.
    4.9.3 The daily allowance is applicable for outside base city and regional travel to the countries as
    indicated in the table below. For countries not indicated, please seek guidance from HR department
    before trip.
    4.9.4 This allowance is applicable for all staff except for Directors and Head of Departments.
    4.9.5 Entertainment per diem shall be as follows:
    Allowance per day
    For conference/ training/ seminar (where meals
    are include in the conference / training/ seminar
    package )
    Business Travel Meals partially provided Meals fully provided
    Outside base city
    All cities outside employee
    is base in per employment
    contract
    USD 15 Not applicable Not applicable
    Overseas
    Singapore / Hong Kong/
    Macau/ China/ Taiwan USD 15 USD 15 None
    Japan / Korea USD 50 USD 25 None
    Other Asia countries USD 35 USD 10 None
    For destinations not listed above, please obtain guidance from HR department before trip.
    Per diem is calculated based on days where employee is in that city/ country. For day trips where the
    time of departure and return is within 24 hours, it is considered 1 day for the purpose of calculating per
    diem.
    Business meals involving two or more Group participants. When a business meal involves two or more
    company personnel and when a company representatives is to pay for the meal, the individual with the
    highest level in the Group is to pay for the expenses for reimbursement.
    4.10 Non- Reimbursable Expenses
    The following are considered personal expenses and WILL NOT be reimbursed by the
    Company;
    ➢ Cost of photographs for passport application/renewal and visa applications
    ➢ Meals with colleagues other than those included in Business Entertainment
    ➢ Food or beverage for personal consumption other than those included in Business
    Entertainment
    ➢ Medicine bought over the pharmacy counter
    ➢ In – room movies
    ➢ Room services
    ➢ Barber/ hairstylist service
    ➢ Personal gifts
    ➢ Personal entertainment
    ➢ Any other expenses that are personal in nature
  1. Lost or Stolen Personal Property
    5.1 Employees shall be fully responsible for replacement cost for any lost / damaged of company
    properties due to negligence. Waiver or partial replacement cost should be reviewed on case by case
    basis by Group HR.
    Important:
    The Group reserve the rights to amend policy with prior notification.

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