POLICY STATEMENT POLICY STATEMENT
The company recognizes that business operations occasionally require employees to travel and
perform work or pursue training and development programs outside of their home base.
This policy is intended to ensure that employees who travel on official business will not be burdened
by the incidental expenses related to the travel. This policy is meant to provide an ‘expense neutral’
benefit as it aims to cover employee expenses and at the same time protect the company from any
unnecessary or excessive travel expenditures. The allowances are also estimated to provide comfort
as well as maintain a reputable image for the traveler and for the company he represents.
Employees are expected to adhere to the stipulations of this policy. However, on some occasions
where the employee may have to make certain judgment calls regarding additional expenses due to
extraordinary circumstances such as emergencies, client entertainment, and other mitigating
circumstances, employees are expected to exercise reasonable judgment that will be fair for both
the company and the employee.
ELIGIBILITY ELIGIBILITY
All employees who travel on official duty whether domestic or international.
PROVISIONS PROVISIONS
A. Authorization A. Authorization
1. All employees required to travel abroad shall fill up a Travel Advise Form specifying all
details of the Official Business trip. For punching employees, they should also file a certificate
of attendance prior to departure for payroll purposes.
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2. On occasions where official business trip is coupled with a personal side trip, employee
must indicate such in his Travel Advise Form. A leave of absence must be filed specifying the
start and end date.
3. All these Travel Advise Forms must be properly accomplished and approved by the
Department Head. Accounting will be provided with copies of the approved Travel Advise
Form for verification of travel allowances.
B. Documents & Fees for International Travel B. Documents & Fees for International Travel
1. Basic travel documents such as Passports, Travel Visa and Travel Insurance shall be secured
by the employee. Fees incurred to secure all necessary documents for the official trip are for
the account of the company.
2. All necessary travel arrangements such as flight bookings and hotel reservations must be
done through an accredited travel agency of the Group. The choice of airline, hotel and mode
of transportation should be in accordance with the established Global and Domestic Travel
Matrix (see Annex A). All travel related expenses and fees are subject to approval of the
Department and Executive Head.
C. Travel Expenses C. Travel Expenses
1. Airfare, hotel accommodations, transportation services, terminal fees and meals are for
the account of the company. All receipts must be in the name of the company, if
traveling on actual mode.
2. All cash advances related to trips must be filed at least a week prior to the actual date of
travel. Liquidation of the cash advances must be done within 3 working days upon return
to work. For domestic travel, liquidation must be done within 24 hours upon return to
work. All corresponding receipts must be attached as supporting documents to the cash
advance or to the claim for reimbursement except if traveler was on per diem allowance.
3. Travelers must make use of the company accredited travel agencies. The names and
contact numbers of these accredited travel agencies will be provided in a separate memo.
4. A schedule of expenses that will be shouldered by the company, subject to certain terms
and conditions, is attached to this policy for reference and guidance. (Pls see Annex A).
C.1 Airfare C.1 Airfare C.1 Airfare
5. Regardless of the class of travel, only the cheapest air ticket will be issued without
compromising the well-being of the traveler. Due consideration will be given to the
safety and reliability of airline carrier, convenient flight schedule, as well as shortest flight
route possible. It should also be noted that there are some destinations, ie. travels within
Japan and Europe, that are served by high-speed trains at much lower cost than by air.
These modes of transportation should be used whenever applicable and practical.
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6. Senior Executives who are authorized to fly on Mabuhay or Business Class for domestic
travel are also entitled to fly Business Class for international travel regardless of flying
hours. Business Class travelers must avail of the discounted business class rates
whenever possible.
7. All travelers are authorized to participate in the Frequent Flyer Membership Programs
offered by the airline and the use of the benefits accorded by such programs is left to the
initiative of the business traveler. However, this will not constitute a motive for the
choice of the airline in making travel arrangements.
C.2 Class of Travel C.2 Class of Travel
8. Class of travel & travel guidelines shall be as stated in Annex A.
9. In accordance with Annex A, all other officers of VP level traveling on international flights
in excess of 5 (five) hours total travel time excluding the layover time can travel on
business class. AVPs and below travel on economy class.
10. The Company will not entertain any request from employees to use the budget for
business class tickets to seek cash refund or issue more economy class tickets.
11. All travelers are expected to consider budget objectives/constraints when following the
above guideline.
C.3 Travel Allowance and Per Diem C.3 Travel Allowance and Per Diem
12. Travel allowance takes effect based on the number of “official travel hours” which are
computed as follows:
• Starting time of journey : 3 hours before departure time
• Ending time of journey : 2 hours after arrival or return to base of
origin
13. Travel allowance is paid at per diem rates, the schedule of which is indicated in Annex A.
However, as these rates will change from time to time (generally annually), HR will send
an advisory for the latest updated rates when filing your claims.
14. The purpose of the travel allowance is intended to cover the traveler's incidental
expenditures including meals when traveling on official business, with the exception of
expenses for hotel room, airport transfer and laundry. However, if meals are already
catered/provided for in the hotel package, training program, business agenda or business
entertainment, per diem rates will be adjusted accordingly.
15. Travelers are not allowed to claim travel allowances for vacation days taken during the
business trip.
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C.5 Laundry Allowance C.5 Laundry Allowance
16. An employee who makes a business trip that is at least 4 hotel nights or more is allowed
to claim for reimbursement on laundry expenses.
17. Laundry allowance claims must be within the schedule provided in Annex A.
18. Laundry expenses must be incurred in the course of the business travel and any such
expenses incurred after the trip will not be reimbursable.
19. Receipts attached must indicate details, whenever possible. Original receipts must be
attached for such claims.
C.6 Telephone Calls (International or Overseas Calls)
20. Business travelers may claim for telephone expenses incurred for official or business use
during travel.
21. Claims for such calls must be supported by the mobile phone billing statement.
22. Travelers must purchase and use local phone cards for a more cost-efficient phone bill.
These cards must be attached to the claim in order to be valid for reimbursement.
23. Use of Blackberry email for the duration of the travel and the related charges will be
shouldered by the company.
C. 7 Hotel and Hotel Rooms C. 7 Hotel and Hotel Rooms
24. Hotel bookings must be made in advance as much as possible in order to avail of early
booking discounts. Travelers must be guided by the hotel category listed in Annex A.
25. Hotel rooms should be standard room. Employees who travel with colleagues and wish to
share a room may do so. In such cases, a higher room accommodation such as superior or
double room may be availed of.
26. Choice of hotel must not be excessive yet must be appropriately reflective of the
respectable public image and status that the company wishes to project.
C.8 Travel Entertainment C.8 Travel Entertainment
27. Only business entertainment expense should be filed; personal and non-business related
entertainment expenses are to be excluded. It is expected that employees will exercise
good judgment in keeping entertainment expenses at reasonable levels.
28. When employee plans to incur expenses that are unusual or costly, employee should
exercise judgment and obtain advance approval his superior.
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There will be times when real urgencies will make certain provisions in this policy difficult to
follow. In such cases, the employee is expected to use good judgment in going outside the
policy if prior approval is impossible. The Dept. Head has the right to deny claims for
reimbursement for entertainment if he deems it excessive and unreasonable.
Appended to this memo is the Policy on Per Diem Rates with updated amounts.
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