This document is the official Group Travel & Expenses Policy for A-Gas Group. It applies to all employees globally and covers the rules for booking business travel, submitting expense claims, and ensuring compliance with local regulations. The policy includes sections on travel approval, flight class rules, vehicle mileage, meals and entertainment, and expense reimbursement procedures.
This document is the Group Travel & Expenses Policy for A-Gas Group. It is a global policy that applies to all employees and outlines the rules for business travel and expense reimbursement. The policy covers travel approval, booking procedures, and compliance with local tax and regulatory requirements.
The policy begins with a quick reference guide and policy introduction. It states that travel must be pre-approved by a line manager and booked through approved systems like Concur. Flight class rules are based on leg length: Economy for 0-7 hours, Premium Economy for 8-10 hours, and Business Class for 10+ hours. Employees are encouraged to book early for best value.
The Travel Arrangements section covers taxis, rail travel, flights, and accommodation. Taxis should only be used when public transport is unavailable. Rail travel should be second class or economy. Accommodation must be booked via approved systems, and cost guidelines are defined in country appendices. The policy also addresses airport transfers after long-haul travel and alternative accommodation.
The Vehicles and Mileage section covers reimbursement for personal vehicle use, company car policies, and car hire. Mileage claims must be based on actual journeys using an approved route planning tool. Company car users must submit monthly mileage logs. Car hire requires line manager approval and should be from approved suppliers.
The Meals, Entertainment and Business Expenses section sets limits on meal spending and alcohol consumption (maximum two drinks). Business entertaining claims must include attendee names, organisations, and business purpose. Incidentals like bottled water may be claimed separately. The policy also covers telephone call reimbursement and receiving gifts or entertainment.
The Expense Claims and Reimbursement section states that all claims must be submitted with receipts within 30 days. Expenses are reimbursed via payroll. Claims are reviewed by an external third-party audit team before going to the line manager. The policy includes a contents page listing six main sections: Travel Approval and Planning, Travel Arrangements, Vehicles and Mileage, Expense Claims and Reimbursement, Compliance and Insurance, and Meals and Entertainment.