This document is the A-Gas Group's global travel and expenses policy. It applies to all employees and outlines rules for booking flights, rail, taxis and accommodation, as well as submitting expense claims. Country-specific limits and tax rules are referenced in appendices.
This is the global Travel & Expenses Policy for A-Gas Group, applicable to all employees. It sets out the rules for booking business travel, claiming expenses and ensuring compliance with tax and local requirements. The policy covers approval, booking, receipts and submission timelines.
Section 1 covers travel approval and planning. Travel must be pre-approved by a line manager and booked through approved systems like Concur. International travel requires valid visas, vaccinations and passports. Travel time on non-working days may qualify for time off in lieu with manager approval.
Section 2 details travel arrangements. Taxis are only for overseas travel or when public transport is unavailable. Rail is second class or economy. Flight class depends on leg length: Economy for 0-7 hours, Premium Economy for 8-10 hours, Business Class for 10+ hours. Accommodation must be booked via approved systems with cost guidelines in country appendices.
Section 3 covers vehicles and mileage. Personal vehicle mileage must reflect actual journeys with full start and end postcodes. Company car users must submit monthly mileage logs. Car hire requires prior approval and should use approved suppliers with comprehensive insurance.
Section 4 addresses expense claims and reimbursement. Claims must be submitted within 30 days with receipts (except mileage). Expenses are reimbursed via payroll. An external audit team reviews claims in Concur. Missing receipts require a declaration form.
Section 5 covers compliance, insurance and local requirements. Section 6 details meals and entertainment: reasonable spend, maximum two alcoholic drinks, and no drinking and driving. Business entertaining requires attendee names, organisations and business purpose. Gifts must follow the Anti-Bribery & Corruption Policy.