This document is the official Group Travel & Expenses Policy for A-Gas Group. It applies to all employees globally and outlines the rules for booking business travel, claiming expenses, and staying compliant with company and local requirements.
This is the global travel and expense policy for A-Gas Group, applicable to all employees. It covers the rules for booking, approving, and claiming business travel and expenses, with country-specific details in appendices.
The policy begins with a quick reference guide and approval requirements. 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.
Section 1 covers travel approval and planning, including international travel preparation such as visas and vaccinations. It also addresses travel time adjustments, including time off in lieu for non-working day travel or overnight flights.
Section 2 details travel arrangements: taxis (only when public transport is unavailable), rail (economy class), flights (with cost-saving tips like booking early or adding days), accommodation (hotels via Concur or approved systems), and airport transfers after long-haul travel.
Section 3 covers vehicles and mileage. Personal vehicle mileage must reflect actual journeys with full postcodes, no estimates. Company car users must submit monthly mileage logs. Car hire requires line manager approval and comprehensive insurance.
Section 4 covers expense claims and reimbursement. Claims must be submitted within 30 days with receipts via Concur or local systems. Section 5 addresses meals, entertainment, and incidentals, including a two-drink alcohol limit and rules for business entertaining with attendee details.