International Travel Policy
1. Objectives of International Travel Policy
a. Ensure all employees have a clear and consistent understanding of policies and procedures for business
travel.
b. Provide business travelers with a reasonable level of service which is cost effective to the business.
2. Definition of Business Trip (International)
An approved and business-related absence to a location outside Pakistan is considered to be an
international business trip under these regulations. For business trips, only actual business-related
expenses can be reimbursed if supported by official receipts. Private expenses cannot be reimbursed. The
beginning of a trip is the time of departure of flight from the city of workplace or residence. The end of a
trip is the time of arrival at the city of work place or residence. This includes travel to and from the airport.
3. Approval
All business trips must be authorized in advance by the relevant authorized signatories as per signature
mandate. Changes to the travel route or an extension of the stay must also be approved. as mentioned
above. If employee plans to combine annual leave with the business trip, this must be approved in
advance.
Additional costs resulting from private traveling will be borne by the employee.
4. Air Tickets
• All air tickets must be arranged through HR from the Company’s approved travel agents.
• Traveler in coordination with HR and approved travel agents shall arrange the most adequate flights.
• Purchase of ticket by employee himself and subsequent reimbursement is generally not allowed.
However, exceptional cases of self-purchase of tickets justified by sound evidence of necessity will be
considered by HR for reimbursement.
5. Class Entitlement
• Economy for all employees.
• In a situation where an employee may be accompanying a business associate or client who is traveling
in a different class, the employee may obtain necessary approval prior to travel to upgrade to that
class.
6. Hotel Accommodation
• All hotel bookings are to be made by the HR Dept. within following limits:
For Middle East USD 80 per night
For USA and Europe USD 100 per night
For Far East and Australia USD 100 per night
For Africa and other Asian countries USD 80 per night
• Justification in advance with travel approval request will be required in case hotel is booked by
Conference/seminars/Training organizer or sponsors at the higher value than the assigned limit or if
the hotel room as per limit near the place of visit is not available.
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• All hotel charges must be paid directly with the credit card/ or cash by the Employee at the check-out
time. The Company will not reimburse the costs of private telephone calls, mini bar, mini fridge, room
service etc.
7. Travel Advance
• Traveling advance is only allowed with a justified and reasonable expense estimate.
• Any travel advances older than 3 months shall be deductible from respective employee’s salary. It is
the responsibility of traveler to monitor and settle the travel advance balance.
8. Time Limit for Claiming Expenses
• Expense claims older than three months will be rejected unless submitted with a valid reason.
• Incorrect claims will be returned for the required corrections and therefore may result in delay
payment. Bank charges due to delayed payment of credit card bill shall not be reimbursed by the
Company.
9. Other Costs
Costs like storage of baggage, business excess baggage, parking fees, telephone calls, internet charges for
URA Access, local transport, taxis etc. will be reimbursed with the supporting bills and are to be claimed
as additional costs in the Expense re-imbursement form. HR can ask for additional documents and
information in case of extraordinary higher additional costs.
10. Laundry and Other Expenses
Costs for laundry can be reimbursed on a business trip, however, such expense must not exceed 5 USD
per day. Laundry expenses must be incurred in the country of visit and be supported with original receipts.
11. Tipping
Tipping for individual meal, porterage, room services or other services is not claimable as the same has
already been included in the daily allowance.
12. Rate of Exchange
All Expense Claims should be processed and converted in the currency of the Employee salary. The used
exchange rate has to be documented and attached to the claim. For the rate of exchange of money spent
abroad (fees, taxi, hotel costs etc. according to the receipts) the actual rate to be used is the one that
applies when the currency was obtained. The receipts for changing money are to be enclosed with the
expense claim. In case of non-availability of exchange rates receipt open market selling rates of the day
of departure shall be applicable. In case of usage of credit card traveler can claim travel expenses on the
basis of open market rates. Upon receipt of actual credit card bill differential recovery/refund can be
obtained, if required. In case specific foreign currency is not locally available double conversion only from
USD to required currency is allowed.
13. Credit Cards / Corporate Card
Frequent travelers are issued with corporate credit card. Corporate credit cards are to be used for
business purposes only. Cash withdrawals for personal use are not encouraged any expense arising out
due to personal cash withdrawals shall not be claimable/reimbursable. Late payment charges/mark-up,
Charges due to unauthorized usage shall be borne by the relevant user. Upon termination of employment,
all corporate cardholders must return the corporate card to his/her direct supervisor or to Human
Resources. Prior to termination of employment, the cardholder must reconcile the account and pay any
remaining balances.
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14. Insurance
Permanent Employees of the company have been covered against risks of death and disability during
travel on business trips. Health insurance is arranged by the company in cases of countries where it is a
requirement for visa issuance.
15. Lost or Stolen Baggage
The ultimate responsibility for retrieving and compensating lost baggage lies with respective
airlines/carrier.
16. Cancellations
Ticket cancellation when a trip is cancelled or due to other reasons after the ticket has been issued, the
traveler should immediately contact / inform HR so that credit note can be claimed from travel agents
for unused tickets.
17. Overnight Allowance – International
The Overnight allowance is a compensation amount that can be claimed in case of not staying in a hotel
or Company provided accommodation. This is the case where an Employee finds it convenient to stay
with his friends/relatives or has his own apartment in that place/country. Employees, who make their
private arrangements while on business trips, shall be entitled to charge the lump-sum amount
equivalent to 50% of the applicable hotel rates. In such case no further costs whatsoever shall be
compensated. Employees under the deputation period traveling back to his/her home city, are not
entitled to claim the overnight allowance.
18. Daily Allowance – International
The Daily Allowance is a lump sum compensation for the expenses incurred during a business trip. Food
costs are already covered by fixed daily allowances. The amount of the daily allowances differs from
region to region.
19. Duplicate or False Claims
Any employee who is found to have duplicated claims or fraudulently claimed against company will
face disciplinary actions according to the company rules. Any Travel document older than 3 months
shall not be reimbursed.
20. Daily Allowance for day of departure and return:
For the day of Departure:
• Up to 14:00 Hours – 100% of daily allowance
• After 14:00 Hours – 50% of daily allowance
For the day of Return:
• Up to 14:00 Hours – 50% of daily allowance
• After 14:00 Hours – 100% of daily allowance
21. Daily Allowance 100% (lumpsum) per Calendar Day in USD
• For Middle East: 50
• For USA and Europe: 50
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• For Far East and Australia: 50
• For Africa and other Asia countries 50
22. Deduction for Meals Provided on Official Account
• For Breakfast 15%
• For Lunch 25%
• For Dinner 30%
Airlines meals are not deductible.
23. Residual Power
The Company reserves the right to add to, alter or amend, or cancel this policy at its discretion if needed
in future.
Revision Number Summary of Changes Updated by Effective from
International Travel Policy
v1.0 First Version HR Dept. 01/10/23
