GUIDELINES FOR BUSINESS TRAVEL
1. INTRODUCTION
The principles set out in these guidelines are applicable to domestic, regional, and international travel.
Whilst it is acknowledged that travel on behalf of the company can be onerous, with personal sacrifices made by employees, travel is carried out at a cost to the company and as such needs to be regulated.
Employees who travel on behalf of the company need to ensure that they are fully aware of and apply these guidelines prior to their trips.
These guidelines apply to all Bloom & Grow employees.
2. LEVELS OF AUTHORISATION
The following are the applicable levels of authorization:
| TYPE OF TRAVEL | APPLICABLE | STATUS | APPROVAL LEVEL |
| -------------------- | ---------- | ------------- | ------------------------------------ |
| Domestic Travel | All Staff | Economy Class | Department Head\/ Regional Manager
|
| Regional Travel | All Staff | Economy Class | Regional Manager/ Director |
| International Travel | All Staff | Economy Class | Managing Director |
Department Head applies to Head Office only
Regional Manager refers to the person in charge of a regional office.
3. RESPONSIBILITY FOR ARRANGEMENTS
Once the right level of authorisation is obtained and signed off, the individual traveler should make the business-related travel arrangements as soon as possible.
Travel reservations are to be made using either a designated corporate travel management company or the online travel booking tool. Each regional office is encouraged to nominate travel agents to obtain the most economic rates. Authorized approvers are responsible to ensure all travel-related arrangements are reasonable and cost effective.
4. PASSPORT
Employees are to bear the cost of obtaining their own passports but the Company will bear the cost of obtaining a passport on a case-by-case basis for those staff whose role requires frequent international travel.
5. VISAS
Employees are responsible for filling in all forms required for a visa to be issued and will also be responsible for any other requirements e.g. visa photos, etc. The Company will bear all the necessary costs of obtaining the visa.
6. EXPENSES
In the event that an employee needs to use a personal credit card or cash during the trip for Company expenditure, the employee will be reimbursed within one month of providing receipts and completing the official expense form.
7. TRAVEL INSURANCE
With the exception of China staff(due to the regulations of China), all employees of Bloom & Grow will be automaticaly covered by Group Travel Insurance which is arranged by the Hong Kong office. A copy of the insurance policy is located on B\&G’s Google Drive. If any China staff has to conduct business travel, they are encouraged to take out single trip. Insurance at the most cost-effective rate. The insurance premium can be reimbursed by the Company as a travel expense.
8. FLIGHTS
Employees will travel on the cheapest possible flights as recommended by the Company’s travel agency or online booking tool. The Company will bear the cost of all business-related flights. Employees are encouraged to travel outside of working hours so as to maximise the time available for business purposes. In the event that it is not possible to travel at the weekend, employees flying on a flight in excess of eight hours may arrange their work commitments to commence ten hours after arrival providing that the work commitments allow for such an arrangement. This arrangement holds good for incoming and outgoing international flights.
9. FREQUENT FLYER PROGRAMMES
Some airlines offer programs which provide benefits to persons using them. Employees may register for/join such programmes in their private capacity. Any benefits accruing to the employee as a result of flying on Company business will be for the employee’s personal benefit. The Company will not, under any circumstances, become involved in any dispute the employee may have with the airline or the frequent flyer programme administrators.
10. TRAVEL EXPENSES INCURRED ON A CREDIT CARD PROVIDED BY BLOOM & GROW
Loyalty points awarded following the use of a credit card provided by Bloom & Grow are owned by Bloom & Grow and do not accrue to the traveller i.e. the traveller may not use the points for his or her own benefit. The same principle applies where travel arrangements are made and paid for in advance of the travelling date using a Bloom & Grow credit card.
11. ROAD/RAIL TRAVEL
Employees are expected to make use of the most economical and practical form of transport which does not compromise their personal safety i.e. taxi or public transport. Employees must pay for the transport and retain receipts as proof of expenditure and claim the cost incurred as per Clause 6. 3Car hire is discouraged. Only under exceptional circumstances should car hire be arranged for the travelling employee. Employees will be required to provide a copy of their international driving licence and justify why they should be making use of a self-drive option. Car hire is to be approved by the Managing Director.
12. ACCOMMODATION
Where accommodation is not being arranged by the host Company, it must be booked prior to departure. The authorized approvers(in Clause 2, and hereafter) may exercise their discretion with regard to accommodation but are urged to make use of four-star accommodation. All other employees will be booked into three-star accommodation if available, otherwise the nearest equivalent at their destination. Booking must be standard room type. If accommodation is for a period of 14 consecutive nights or more, a serviced apartment is suggested instead of a hotel room. All-in daily room rate is recommended no more than the equivalent of HK$1,200/ US$200 for managerial grade and HK$800/ US$120 for non-managerial grade in Asia/ other regions respectively. However, it is understood that the room rate may vary according to the season or during special periods such as exhibitions, events etc. The authorized approvers are expected to exercise their best judgement to arrive at the most effective and economic solution. Travellers in a group should preferably stay in the same hotel. This will facilitate transport, security and meal arrangements.
13. MEALS
Meals incurred during business travel will be reimbursed at a cost not exceeding the following limits on a per-day basis as per Clause 6. However, meals incurred in based city / country are excluded under this guideline. In general, breakfast, lunch and dinner are 20%, 30% and 50% of the below amounts respectively:
Hong Kong - HKD 250
China - CNY 200
Singapore - SGD 50
Malaysia - MYR 90
Indonesia - USD30
Taiwan - TWD 1000
Vietnam - VND 500,000
Europe - EUR 40
Australia - AUD 50
USA - USD 50
If breakfast is included in hotel room rate, the day rate is reduced to 80% of the amount shown. For other regions, the traveller should consult with the authorized approver prior to the trip.
In the event that the employee participates in company-organised events such as training where all 3 meals are provided for the full day, no meal allowance claim will be allowed. If an employee has pre-authorised coffee or meals with customers during the trip, she or he should claim entertainment expense without the limit of above.
14. TELEPHONE AND INTERNE
An Employee should be mindful of using the least expensive mode available to make calls that are necessary for business. It is strongly recommended that travelling employees do not use the hotel room telephone for making direct long-distance calls. An employee should use a corporate cell phone or corporate calling cards for all long-distance calls if available. Roaming charges for business-related cell phone calls can be reimbursed when other options are unavailable. Employees are encouraged to use Skype or any other free online tools. The cost of internet connections in a hotel for business purposes will be reimbursed by the company. The charges of international internet roaming access over 3G cellular networks are relatively high, the travelling employee is not recommended to use mobile internet access unless for emergency business purposes. Internet roaming expenses will be reimbursed on a case-by-case basis.
15. ENTERTAINMENT
Entertainment cost is anything over and above the cost of accommodation, transport and meals. The Company will pay for the reasonable cost of pre-authorised entertainment, although such expenditure is discouraged.16.PERSONAL TRAVEL PRE, DURING OR AFTER A BUSINESS TRIP. Under certain circumstances, an employee who is required to travel internationally for business purposes may enjoy personal travel before, during (at weekends only where the business trip necessarily is of more than one week’s duration) or after the business portion of the trip. It is recommended that the employee make no personal arrangements or incur any personal expenditure until the personal travel plan has been approved. Pre and post-business trip travel may be undertaken. Leave must be submitted for the personal days. The employee will be responsible for all arrangements and costs during pre or post-business travel. In the event that it is agreed that it is necessary for the employee’s business travel to bridge a weekend, the Company will pay for the accommodation and meals of the traveller over the weekend. Authorisation for the above must be obtained from the Managing Director prior to any booking arrangements being made.
17. BUSINESS VISIT CANCELLATION
Where a business visit is cancelled, the Company will not be responsible for reimbursing the traveller in respect of any personal costs incurred.
18. GUIDELINE CHANGES
These guidelines cannot cater for every conceivable situation that may arise in the course of undertaking travel for business purposes. Where the guidelines do not cater adequately for a particular decision or situation, the employee and the authorized approvers should apply the philosophy of treating the travel expense in a way that will stand rigorous corporate governance scrutiny. The Company reserves the right to amend or change the above provisions at any time without prior consultation with the affected employees.
19. IMPLEMENTATION
These guidelines will come into effect from 2September2013