HR - Compensation and Benefits

HR Business Travel Policy and Process - 2015

Executive Summary
The purpose of Business Travel Policy is to provide employees (permanent and contractual) and non
zongers (trainers, external facilitators, guest speakers) with specific policies and procedures
regarding travel expenses.

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Contents
Executive Summary.................................................................................................................2
Version Control & Approvals....................................................................................................4
Supporting Documents............................................................................................................ 5
1.

Objective...................................................................................................................... 6

2.

Eligibility...................................................................................................................... 6

3.

Policy and Principal.......................................................................................................6

4.

Domestic and Foreign Travel Classification....................................................................7

5.

Accommodation Classification.......................................................................................8

6.

Meals............................................................................................................................ 8

7.

Travelling / Overnight Stay without Company Accommodation ......................................9

8.

Regulations.................................................................................................................10

9.

International Travel Hotel Accommodation..................................................................10

10.

Incidental Charges......................................................................................................12

11.

Transportation Road Travel.........................................................................................12

12.

Reimbursement of Expenses Incurred.........................................................................12

13.

Escalation Procedure...................................................................................................13

14.

Execution Responsibility............................................................................................. 13

15.

Exception Criteria and Procedure................................................................................13

16.

Violation..................................................................................................................... 13

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Business Travel Policy

Effective

Amendment/New

Owner

Confidentiality

Reference

Jan. 2015

Amendments

HR

Confidential

HR/BTP/1.3/2015

Version Control & Approvals

SN

Version

Major Changes

Author/s

Created /
Reviewed

1.

A First Version

HR

Feb.2007

2.

B Second Version

HR

Apr. 2008

3.

C Third Version

HR

Jun. 2008

4.

D Fourth Version

HR

Sep.2012

5.

E Fifth Version

HR

Dec.2012

Approval & Date

CEO and HR
Director Dec.2012

6.

1.0

New format

Muhammad Ali

Reviewed
Jun.2013

7.

1.1

Shumaila Afzal
Memoona Azad

8.

1.2

Amendments:

Abdul Kaleem

3.12, 3.13, 3.14;

Memoona Azad

Reviewed

CEO and HR

Nov.2013

Director Nov. 2013

August 2014

HR Director
Aug. 2014

5. Note, female staff (four star),

External Facilitator (four/five star);
6.5. meal allowance Matrix;
7. Per diem allowance;
8.6, 8.7, 8.8, 8.9
9.

1.3

Amendments:

Adeel Shirazi

3.7, 3.17, 3.18, 3.19 and Matrix in

Memoona Azad

7
Section 4: As per CEO's approval,
"All CMPak relevant staff including
Chiefs and EDs, should use
Economy class for domestic flights"

Deleted (Pt. 11)

As per CEO approval deleted Cash
Advance

against

domestic

and

international travel.
(Pt. 12.4) Funds in excess of the
actual

expense

must

be

returned

with an expense report.

(Pt. 12.5) added
Added 15.1 and 15.2

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Jan. 2015

Business Travel Policy

Effective

Amendment/New

Owner

Confidentiality

Reference

Jan. 2015

Amendments

HR

Confidential

HR/BTP/1.3/2015

Supporting Documents
Support Documents

N/A

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1. Objective
The purpose of the travel policy is to regulate and provide information and guidelines for employees
who incur, authorize or approve reimbursement for

business related costs

incurred during

business travel on behalf of and for the benefit of the Company.

2. Eligibility
Travel Policy is applicable to all permanent and contractual employees according to their Grade
Entitlements.

3. Policy and Principal

It is the responsibility of the employees to become familiar with the travel policy and its
requirements before the start of the business trip.
travel

will

only

include

expenses

incurred

on

The

authorized

account

costs

related

to

business

of: accommodation, transportation,

meals (limited laundry, if required).

3.1.

All

Travel

tickets

and

hotel

reservations

shall

be

made

through

the

OAS

3.2.

Department.
The route of the trip is determined according to the business need of the traveller

3.3.
3.4.

and the OAS will consider the "Preferred Travel Route" for the trip.
Direct Flights will have first priority unless there is no availability.
In case of connections the same carrier will have priority unless there is no

3.5.

availability of a same carrier connecting flight.

Only the OAS staff will interface with

3.6.

arrangements.
The Company will bear the cost of dry cleaning / laundry cost (one suit -

the

travel

agencies

and hotels

for

shalwar Qameez), business suit (three piece, two piece & shirt) or shirt/trousers or

3.7.

ladies suit per day" basis

All rooms will be arranged on single occupancy basis. Employee who request double
occupancy must bear the extra charges themselves and will not be billed to the company.

3.8.

The bill must be paid upon check out from the hotel.
In case, an employee travels with any family members any additional charges for
the extra persons (accommodation, meals, laundry, travel) will borne by the employee at

3.9.

his/her expense.
Expense claims pertaining to travel related expenses would be signed by the
employee who actually incurred the expense, approved by the concerned HOD, and sent to
finance for payment. Where ever, possible expenses of an unusual nature which may be
anticipated shall require prior approval by Director.
All employees must obtain prior approval from his/her HOD for domestic travel and

3.10.

in case of international travel, approval from CEO is required.

All employees must complete a Travel Authorization Form (TAF) through BPMS for

3.11.

domestic travel and International Travel Authorization Form (ITAF) for foreign travel.

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3.12.

CONTINUED SERVICE AGREEMENT : If the international travel is related to a

seminar, conference or training, a Continued Service Agreement must be signed prior to

travel. All travel arrangements would be made after receipt of approved TAF.
Approved TAF must reach to OAS 72 hours before departure in case of domestic

3.13.

and 7 working days before in case of International travel.

International travels request should be via CAD with (only) CEO approval.
All non Zongers (trainers, external facilitators, guest speakers) TAF should be

3.14.
3.15.

approved by concerned Director and Chief.

If an employee takes any extra baggage then he/she will bear the extra cost unless

3.16.

otherwise approved in connection to requirement by respective Chief.

Air ticket cancellation charges adjustment will be approved by concerned Chief

3.17.
3.18.

and Air ticket cancellation charges of Chiefs will be approved by CEO

In case of critical Law and Order Situation OAS can decide to accommodate the

employee in safest available Hotel regardless of grades, meal limit will apply as per
entitlement of employees entitled for that Hotel. Director OAS approval will be
required in such cases.
In case of Group Travelling (at least 4 person) for special project/assignment

3.19.

assigned by management, accommodation will be done in same hotel regardless of

grades entitlements on twin sharing basis, (in case if single female in a group
independent room will be provided), occupancy will be provided to employees with
lesser entitlement, concerned Chiefs approval will be required for group travel. In
case of expats/EMT Delegation accommodation will be arranged in same hotel
regardless of grades entitlement.

4. Domestic and Foreign Travel Classification

Level

CLASS OF TRAVEL
DOMESTIC
Economy Class

CEO
Chiefs Grade 17,18

Business/Executive Class

Economy Class

Directors/Heads Grade 12 to 15

Economy Class

Economy Class
Economy Class

Managers Grade 9 to 11
Below Managers Grade 1 to 8
Contract employees

Business/Executive Class

Economy Class

Executive Director 16

& Outsourced

INTERNATIONAL
Business Class

Economy Class

Economy Class

Economy Class

4.1.

For domestic travel, only pre-approved hotels must be used for accommodation.

4.2.

In case of increase in the hotel room rates due to certain occasion or activities in the
visiting country / city during foreign travels, prior approval from Chief must be obtained for
such travel, subsequent to which OAS department will arrange booking on revised rates.

4.3. In case of travelling outstation (areas which do not fall within the normal working area of an

employee) and returning on the same day, employee will be entitled for meal allowance, which
will be claimed as per below mentioned limits. Any business / official trip that does not involve
overnight stay at outstation will be considered as Same Day Return travel.

Level

Allowance Limit

CEO

On Actual

Chiefs Grade 17,18

On Actual

Executive Director 16

On Actual

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Directors/Heads Grade 12 to 15

1,500

Managers Grade 9 to 11

1,000

Below Managers
employees

Grade 1 to 8

1,000

& Outsourced Contract

5. Accommodation Classification
Level

Accommodation Classification

CEO

Five Star

Chiefs Grade 17,18

Five Star

Executive Director 16

Five Star

Director's/Heads Grade 12 to 15

Five Star

Managers / Sr. Managers Grade 9 to 11

Four Star

Executives Grade 6 to 8

Three Star / Guest House

Officers Grade 5 and Below and

Guest Houses

Outsource Contract Staff

All female staff

Four Star

External Facilitator

Four/Five Star

Note: Only concern Chief can approve Hotel up gradation

OAS department must ensure contracts with hotels, guest houses are maintained at all major
locations within the country

and

negotiate

corporate

deals

for

the

accommodation

of

employees. Subsequently, the OAS is to make accommodation arrangements of the employees in

the selected hotels / motels / guest houses only.

6. Meals
6.1. Where booking accommodation in selected hotels, motels and guest houses is provided,
the OAS Department has given instructions to provide breakfast, lunch and dinner to the
employees during their stay

6.2. Expenses on account of all the meals prescribed above will be charged to the company
6.3. Other person's meals may not be expensed to the company or added to the hotel bill.
No additional meal allowance or expense may be claimed

6.4. If meals are not consumed at the hotel / motel guest houses and no expense incurred in
the hotel, motel, guest house bills then an allowance will be given for meals which can
be claimed from the company after submission of the Expense Claim. This is only
applicable for overnight stay during domestic travel
6.5. The maximum allowed limit for meals (if not included or taken with hotel/motel/guest

stay) is:
Level

Meal Limit

CEO

On Actual

Chiefs Grade 17,18

On Actual

Executive Director 16

On Actual

Directors/Heads Grade 12 to 15

1,500/Per Meal

Managers Grade 9 to 11
Below Managers
employees

Grade 1 to 8

1,000/Per Meal
& Outsourced Contract

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1,000/Per Meal

6.6. Employees are encourage to avail Buffet which is not limited to above grid,, If Buffet is not

availed and meal taken from Hotel then same limit will apply and if employee bills exceed the
above limits OAS will send deduction to HR from employees salary.

7. Travelling / Overnight Stay without Company

Accommodation
All those employees who travel domestically for business purposes and do not avail the company
accommodation (hotel, guest house) are entitled to a per diem allowance which includes all costs
other than travel including meals;
CEO

As Actual

ED & Chiefs Grade 16 to 18

Rs.

10,000/day

Director's/Heads Grade 12 to 15

Rs.

9,000/day

Managers Grade 9 to 11

Rs.

7,000/day

Executives Grade 6 to 8

Rs.

4,300/day

Officers Grades 1 to 5

Rs.

3,200 /day

Contractual Employees

Rs.

2,700/day

Other Contractual (Drivers, Handyman, Technicians, Tea boys & Guards) Rs. 1,200/day

The above allowance is only admissible if the employee bears all expenses during his stay
including those on account of meals, laundry, etc and no other claim is presented after the
conclusion of the business trip.

8. Regulations
8.1. A stay of more than 15 days will require approval from the respective Chiefs.
8.2. All employees who are required to stay overnight when travelling will be entitled to stay in

pre-approved hotels by the OAS Department.

8.3. Only the CEO and Chiefs are allowed to charge an entertainment expense of their official

guests to their hotel bills. All other must pay the expenses of the hotel and claim the same
upon return through the prescribed procedure.

8.4. The company will cover dry cleaning / laundry cost borne by the employee on a "one suit or

shirt/trousers or ladies suit per day" basis. CEO/Chiefs however will continue to be on actual
use basis.
8.5. All additional costs incurred on items not provided by hotel motel and guest house such as

Mini Bar, extra dry cleaning and other miscellaneous services shall be borne by the
employee.

8.6. New joiners stay approval should only be given by Director HR (as per their grade).
8.7. If meals are not consumed at the hotel / motel or guest houses and no expense

incurred in the hotel / motel or guest house bills then an allowance will be given for
meals which can be claimed from the company after submission of approved expense
claim form.

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9. International Travel Hotel Accommodation

International travel is authorized for the purpose of conducting activities on behalf and for
the benefit of CMPak. All employees must raise and have approval for international travel through
the International Travel Authorization Form (ITAF). OAS Department will issue tickets and hotel
booking arrangements after submission and approval of ITAF.
It is the responsibility of every employee to be aware and fully understand the cancellation clause
of any hotel booking or international air travel tickets. Therefore if the business trip requires
cancellation or is delayed the employee must intimate the OAS Department well ahead in time
to

avoid any

undue financial losses to

the company. However, the employee will be held

responsible in case the cancellation charges accrue due to the negligence of the concerned
employee.

9.1. International Travel Hotel Rates

The following maximum rates allowed will apply to international travel:

CEO and ED / Chiefs Grade 16 to 19 (6 - A, B, C)

Destination
Europe

Maximum Rates
Per Night
Up to Euro 400

Per Diem (50%)

Up to Euro 200

Per Diem
(40%)
Up to Euro 160

Middle East - Africa

Up to US $350

Up to US $ 175

Up to US $140

North America

Up to US $400

Up to US $200

Up to US $160

China and Other Asian

Destinations

Up to US $300

Up to US $150

Up to US $120

Europe

Maximum Rates
Per Night
Up to Euro 300

Per Diem
(50%)
Up to Euro 150

Per Diem
(40%)
Up to Euro 120

Middle East - Africa

Up to US $300

Up to US $150

Up to US $120

North America

Up to US $300

Up to US $150

Up to US $120

China and Other Asian

Destinations

Up to US $275

Up to US $138

Up to US $110

Director's / Heads Grade 12 to 15 (5 - A, B, C)

Destination

Managers and Below Grade 1 to 11 (1-ABC to 4-ABC)

Destination
Europe

Maximum Rates
Per Night
Up to Euro 250

Per Diem
(50%)
Up to Euro 125

Per Diem
(40%)
Up to Euro 100

Middle East - Africa

Up to US $250

Up to US $125

Up to US $100

North America

Up to US $200

Up to US $100

Up to US $80

China and Other Asian

Destinations

Up to US $225

Up to US $ 113

Up to US $90

These maximum rates include the Hotel Costs, and Hotel providing Meals, and Transportation. Any
transport costs may be expensed as a part of this limit. However these do not include any
incidental charges (out of pocket miscellaneous expenses) which are allowed separately.
In most cases all International Travel related to meetings, seminars, conferences and training, all
transport costs and hotel accommodations are paid for by the company or the vendor.
In case meals are not paid by the vendor or company and are explicitly not included within the
Hotel stay, meal expenses may reimburse upon providing receipts and submitting Expense Claim
Form according the prescribed guidelines contained within this policy.
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9.2. The Daily Meal Limit is:

CEO and ED / Chiefs on Actual Basis;

Directors Grade 12 to 15 (5 - A, B, C)
Destination

Maximum meal limit per day

Europe

Up to Euro 50

Middle East - Africa

Up to US $50

North America

Up to US $50

China and Other Asian Destinations

Up to US $40

Managers and Below Grade 1 to 11 (1-ABC to 4-ABC)

Destination

Maximum meal limit per day

Europe

Up to Euro 20

Middle East - Africa

Up to US $20

North America

Up to US $20

China and Other Asian Destinations

Up to US $15

This meal limit may only apply if the company or vendor is NOT paying for the meals.

10. Incidental Charges

A maximum of US $10 can be claimed for incidental expenses that include tips, taxi fare, and other
miscellaneous expenses while travelling abroad.

These

can

be

claimed

as

per

use

and

does not require any receipts. This is treated as reimbursement of expenses actually incurred
and not as a daily allowance or entitlement. It must be claimed at actual and the employee will be
required to submit expense claims for such amount. Incidental charges cannot be claimed for a
trip fully sponsored by company or vendor.

11. Transportation Road Travel

All travel arrangements shall be made through the OAS Department using the online BPMS process.
In case where transport is not provided by the Company, Hotel Pick and Drop will be arranged by
the OAS department where possible. The Employee can also avail taxi for official work purposes
like airport pick and drop, and pick and drop to any business meetings. Appropriate Taxi expenses
can be reimbursed through Expense Claim Forms.
Employee visiting remote locations will be able to claim actual amounts spent on Official Travelling.
Regional OAS will be responsible for the Hotel facilities in remote areas if required.
All Staff including Chiefs should travel by road from Islamabad to Lahore and vice versa, Lahore to
Multan and vice versa, Karachi to Hyderabad and vice versa, Islamabad to Peshawar and vice
versa. Special approval required from EMT member if Air travel is required between the said
locations in case of emergency.

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While employees are allowed to use their vehicles while travelling on a business trip, no
reimbursement will be allowed for damages to employee's vehicle incurred while on Company
Business.
The Company is required to provide transport facility to all employees travelling to other cities by
road for official travelling either through Company owned vehicles or rental vehicles.
In case Employees use their own vehicles for official work, which requires road travel to other
cities, travel allowance will be paid at the rate of Rs 1 0 /km. Expenses incurred on Toll Tax will be
reimbursed at actual basis.

12. Reimbursement of Expenses Incurred

Travel Expense claims shall be submitted on prescribed expense claim form provided by the
Company as per company policy.
Domestic and International Trips to be submitted within Ten (10) working days following the
completion of the trip and return to office. A copy of TAF/ITAF and the Expense Claim Form
with

supporting receipts/documents

should

be

submitted

to

Finance Department after

approval of Department Head.

In case of an unused airline ticket or part of the trip taken, the following should be done:

12.1.

Attach ticket to the Expense Claim Form and explain in the comments section the

reason it was not used.

If partial use of the ticket has taken place, attach the remaining ticket to the

12.2.

Expense Claim Form and explain the reason for partial use.
OAS Department must be given the ticket to follow up on the refund of the unused

12.3.

part of the ticket.

Supporting vouchers, used travel stubs, unused tickets, and explanations of any

12.4.

extra

ordinary

expense

will

be

required

in

accordance

with

internal

control

requirements to be explained by the Finance Department.

All travel and accommodation related expenses shall be incurred by the

12.5.

employee from his/her own pocket for domestic (in case of hotel not on CMPak
panel) and international travel.

13. Escalation Procedure

In case of any urgent issue, the matter may be escalated to Director HR.

14. Execution Responsibility

Human Resource Department is responsible for the execution of the policy.

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15. Exception Criteria and Procedure

Any exception to the policy for;
15.1.
15.2.

Domestic travel is subject to CHRO approval

International travel is subject to CEO approval

16. Violation
Any violation to the policy will be subject to the disciplinary action as per predefined rules
and regulation.

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