POLICY & PRECEDURE

Department Human Resources

Subject Business Travel Policy

Reference
Issue Date March 2021 Revision Date June 2021
Version 1.0 Reference

Name Position Signature

Written By
Reviewed By

Approved By

Business
Travel Policy
POLICY & PRECEDURE
Department Human Resources
Subject Business Travel Policy

Purpose
This Policy describes Amrita Medical Center LLC (AMC) guidelines for dealing with Business Travel for
the entire workforce. This procedure is intended to inform employees of their travel entitlement
during official business trips

Scope

This policy covers all AMC departments

General Conditions

 The travel class provided by AMC to the entire workforce should be; Economy Class
 Employees are not allowed to self-purchase any Air Tickets(s) for Business Travel and claim
reimbursement.
 As a general principle, the most economical fare possible should be booked with a suitable airline
in line with AMI guidelines. The HR Department is responsible for booking all air travels in
collaboration with Finance Department. HR Department will obtain a minimum of 3 quotations of
each fare for comparison purposes and select the most economical fare. All Air Tickets booked by
Company shall be via appointed Travel) agencies.
 All Business Air Travel shall be requested using the Form-Business Travel Request by the
Employee and submitted to Department Manager for approval. Post Approval, the Department
Manager shall submit the request to HR-Administration for further processing.
 HR Administration will obtain the following mandatory 3-level Senior Management approvals on
all Business Travel Requests:

Approval Levels For all Departments

Level 1 Managing Director
Level 2 CEO-Subsidiaries
Level 3 Group CEO
POLICY & PRECEDURE
Department Human Resources
Subject Business Travel Policy

Hotels

 As a guideline, AMI expects its Employees to stay in good quality business hotels.
 Reservations and hotel selection is managed by the HR Department.
 Standard rooms should only be booked, unless a special rate applies
 The following Hotel Entitlement shall be applicable while booking any Hotel for all Business
Travel:

Employee’s Grade Level Hotel Rating (Applicable for Booking)

E- Executive 5 Star
M -Managerial
4 Star or 3 Star
S-Specialist

 A cancellation of a Hotel reservation must be made in conjunction with any airline cancellation or
intention of not to travel. Any Cancellation fee incurred shall be charged to the Employee’s
Department. In case of a No-Show by the Employee, Cancellation fee incurred shall be charged to
the Employee.
 All Hotel bookings for Business Travel shall be requested using the Form-Business Travel Request
by the Employee and submitted to Department Manager for approval. Post Approval, the
Department Manager shall submit the request to HR-Administration for further processing.
 HR Administration will obtain the following mandatory 2-level Senior Management approvals on
all Business Travel Requests:

Approval Levels For all Departments

Level 1 Managing Director
Level 2 CEO-Subsidiaries
POLICY & PRECEDURE
Department Human Resources
Subject Business Travel Policy

Daily Travel Expenses (Per Diem)

 Per Diem ("per day" or "for each day") is a daily allowance for expenses—a specific amount of
money that AMI gives to its Employee per day to cover living expenses when travelling for work.
 The total number of days used for calculation of Per Diem is from First Day of Business Travel till
Last day of Business Travel.
 The total Per Diem amount allocated for the Business Travel shall be paid as advance in
Cash/Cheque to the Employee by the Finance Department, two working days prior to start of
Business Travel.
 Per Diem includes the following Expenses:

Meals

 Employee’s meal expense during a Business Travel is covered under Per Diem.
 Meals include breakfast (if not already included in the hotel booking), lunch and dinner only.

Taxis and Hire Cars

 Using taxis is acceptable for local business travel and trips to and from the airport (and alike)
where a complimentary car is not provided. This is covered under Per Diem.

Minor Expenses

 Per Diem also includes the cost of minor items purchased while travelling, e.g., Newspapers,
toiletries, or other incidentals.
 The following Per Diem (Per Day) Entitlement shall be applicable for all Business Travel
POLICY & PRECEDURE
Department Human Resources
Subject Business Travel Policy

South
North Indian
Employee's South East Asia
Europe America & Australia Sub Africa GCC
Grade Level America & Far
Canada Continent
East

Currency EUR US$ US$ US$ US$ AED AED AED

E
90 90 90 90 90 100 100 125
(Executive)

M
75 75 75 75 75 75 75 90
(Managerial)

S
60 6O 60 60 60 60 60 75
(Stakeholders)

 AMC will process no Business Travel expense claim. Employees are required to manage their
expenses as per their allocated Per Diem.

Business Travel Report

 All Employees are required to submit a report post conclusion of the Business Travel to their
Department Manager using the Form- Business Travel Report. The report shall include:
 Lessons Learnt during Business Tour
 Value Add to the Company / Department/Product Line

Auditing of the Business Travel Procedure

 The CEO-Subsidiaries has the authority to initiate an audit of the Business Travel procedure, if
and when deemed necessary.

Records
All forms should be archived by the Human Resources Department in the Employee's personal records

Operating Forms
Form - HR – Business Travel Request
Form - HR – Business Travel Report

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