Travel Advance Payment & Clearance Guidelines.pdf - WNPOC

Travel Advance payment &
Clearance Guide-lines
Date Issued: 8 th February
2010
Revision : 1
CHAPTER 7
TRAVEL ADVANCE PAYMENT
&
CLEARNCE GUIDE-LINES
THIS TRAVEL ADVANCE PAYMENT &
CLEARANCE GUIDE-LINES HAS BEEN
APPROVED DURING HRC MEETING # 05/010
DATED 1 ST APRIL 2010.
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Travel Advance payment &
Clearance Guide-lines
Date Issued: 8 th February
2010
Revision : 1
TABLE OF CONTENT
1. Objectives
2. General Conditions.
3. Advance Payment and Clearance Steps.
4. Responsibilities and Roles.
5. Authorizing Advance Payment.
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Travel Advance payment &
Clearance Guide-lines
Date Issued: 8 th February
2010
Revision : 1
1. POLICY
It is the company policy to provide the staff with financial assistance in the form of cash
advance (perdium) for a specified amount based on their entitlement prescribed in the
Unified Human Resource Policy Manual (UHRPM) in the conduct of company business
done locally or abroad.
It is the company policy that the staff must submit their travel expenses/claims after 7
working days upon returning from travel or completion of transaction (i.e. courses or
business meeting)
2.OBJECTIVE:
Travel advance and claims guidelines are made mainly to provide and inform the staff on
how to apply for travel advance and submission of claims and also describe the role of
each parties in the process of administering the travel advance and claims.
3. GENERAL CONDITIONS:
Travel advance payment can be made under the following conditions:
2.1 Approved overseas training, business trips, field trips, workshops, conferences
and on job training.
2.2 In case of OTJ an attachment of a professional pass is required.
2.3 Valid Visa for countries that require entry visa.
2.4 A written undertaking to be signed by the staff (see attachment 1).
2.5 All travel advances must be approved by the respective Department Manager/GM
as per WNPOC’s LOA.
2.6 The travel advance form must be submitted at least 48 hours prior to the required
date.
2.7 Claims must be submitted and travel advance settled before the granting of new
travel advance
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Travel Advance payment &
Clearance Guide-lines
Date Issued: 8 th February
2010
Revision : 1
3. THE RESPONSIBILITIES AND ROLES OF HRD:
3.1 HR to verify all claims submitted by staff.
3.2 To initiate disciplinary actions against that staff as per UHRRPM Regulations of
Disciplinary & Penalties Procedures for non compliance in the submission of staff
claims.
3.3.To deduct the amount of travel advance from staff’s salary or any other entitlements
if the staff concerned failed to submit his/her claim after 7 working days from the
completion of transaction (i.e. course or business meeting)
3.2 THE RESPONSIBILITIES AND ROLES OF FINANCE:
3.2.1 To make travel advance to staff once the relevant documentary is satisfy and
not to release any travel advance if the staff concerned didn’t fulfilled the staff
travel advance requirement:
• Professional Visa in case of OJT.
• Entry Visa for countries where required.
• Fill up undertaking form.
• OEPA approval letter
3.2.2 To provide HR with regular report on staff who has not submitted their travel
claims for staff salary deduction purposes.
3.3 THE RESPONSIBILITIES AND ROLES OF THE INDIVIDUAL:
To submit travel advance form with the relevant supporting documents:
Professional Visa in case of OJT. (for attending course in Malaysia or other countries that
impose such requirement.
Entry Visa for countries where required.
Fill up undertaking form.
OEPA approval letter
3.3.1 To fill an expense claim form (available in the portal) with necessary supporting
documentations:
Copy of traveling boarding pass
His/ her passport Visa page copy.
His/her training /workshop/conference attendance certificate.
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Travel Advance payment &
Clearance Guide-lines
Date Issued: 8 th February
2010
Revision : 1
4. AUTHORIZING ADVANCE PAYMENT CLEARANCE:
As per LOA section 13, item 3.13, the following approvals are required in case of travel
advances clearance:
• Business trips, Sudan: Reviewed by Section Head, approved by line-Manager.
• Business trips, overseas: Reviewed by Section Head, endorsed by Line-Manager
and approved by Line-GM.
• Verified and approved by HR
END
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