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PMI Lebanon Chapter Travel Policy and Procedure - 2017-2018

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PMI LC Travel Policy

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PMI Lebanon Chapter Travel Policy and Procedure - 2017-2018

  1. 1. © PMI Lebanon Chapter 1 PMI LEBANON CHAPTER STANDARD OPERATING PROCEDURE SOP NO. PMI-LC-001-01-18 Revision#02 Page No. 1 of 4 Effective Date: 22 Jan. 2018 TITLE: Travel Policy and Procedures Superseded Date : None Prepared by Date VP Governance 5 August 2017 Approved By Date Board 14 September 2018 Revised By Date VP Governance 19 January 2018 Approved By Date Board 22 January 2018 Revised By Date Approved By Date Revised By Date Approved By Date Revised By Date Approved By Date Document Revisions Changes to this policy are made as necessary under the direction of the author, checker and approver. Thechange log describes new topics and other changes: Revision Date Remarks 00 5 August 2017 Draft Document For board review 01 14 September 2017 Final Revision approved 02 22 January 2018 General Revision
  2. 2. © PMI Lebanon Chapter 2 Policy Distribution This policy applies to all board members and will be distributed as directed. Table of Contents Travel Policy and Procedures..................................................................................................................1 1. Introduction.....................................................................................................................................2 2. Ethical Responsibility .....................................................................................................................2 3. Travel Reimbursement...................................................................................................................3 4. Mode of Travel................................................................................................................................3 5. Trip Cancellation ............................................................................................................................3 6. Sponsorship .....................................................................................................................................3 7. Medical Expenses............................................................................................................................4 7.1 Travel Reimbursement Processing......................................................................................................4 7.2 Non-reimbursable Expenses ...............................................................................................................4 7.3 Reimbursable Expenses ......................................................................................................................4 1.Introduction PMI Lebanon Chapter is committed to fairly reimbursing those who travel on PMI Lebanon Chapter business for all reasonable expenditures associated with carrying out PMI Lebanon Chapter’s business. At the same time, travelers must recognize their fiduciary responsibility towards PMI Lebanon Chapter The purpose of the PMI Lebanon Chapter Travel Policy and Procedures Manual is to provide the Board Volunteers (traveler) with a guide to understand the Policies and Procedures relating to reimbursable business travel performed on behalf of the chapter. The manual describes the processes and forms to be used by Board Volunteers when traveling on PMI Lebanon Chapter business. It is the policy of the PMI Lebanon Chapter that all official travels, approval of attendees and associated travel expenses shall be properly authorized, reported, and reimbursed in accordance with approved procedures. 2. Ethical Responsibility PMI Lebanon Chapter Board travelers are expected to exercise good and ethical judgment in
  3. 3. © PMI Lebanon Chapter 3 the use of funds, and share the common goal of minimizing expenses. 3.Travel Reimbursement PMI Lebanon Chapter travel must be approved by the Chapter President. The travel request is submitted via e-mail to the Chapter President for approval. Actual expenses incurred within the approval limits are reimbursed. To be eligible for the travel re-imbursement; the board traveler must meet the below criteria, as follows: - The board member should be PMI and Chapter member in good standing - The board member must attend the full event to be eligible for reimbursement (e.g. if the LIM for 3 days, the board member should commit to attend the 3 days) - The expense report should be submitted to VP Finance and copy the Chapter president within 1 week after the end of the event PMI grants annually $2,000 for the LIM, and $1000 for the Regional Meeting. PMILC grants annually $2,000 for the LIM; and $1000 for the Regional Meeting, if PMILC bank account covers at least six monthly lectures in advance and after consulting with VP finance. The total grant amount available for imbursement will be equally distributed among the travelers. Receipts for airfare, and hotel including taxes are mandatory for reimbursement as per the Expense Reporting Process. 4. Mode of Travel Best endeavors shall be made to plan and select the mode of travel that minimizes travel expenses via special fares and deals. It is expected that each traveler (board member) will exercise good business judgement with the primary goal to always seek the lowest cost alternative while keeping with normal safety considerations. 5. Trip Cancellation In the event that the board traveler needs to cancel the trip, it is the responsibility of the traveler to make certain that all airline, train, hotel, car and other services are canceled. Unless the board of PMI Lebanon chapter convenes to cancel the trip, PMI Lebanon chapter shall not reimburse any fees resulting from the cancellation of the trip. 6.Sponsorship When a PMI Lebanon Chapter Board member travels under the sponsorship of another organization, travel expenses shall not be charged to a PMI Lebanon Chapter account.
  4. 4. © PMI Lebanon Chapter 4 7. Medical Expenses PMI Lebanon Chapter will not be responsible for any medical expenses. 7.1 Travel Reimbursement Processing All requests for travel reimbursement will be completed as per the Expense Reporting process and completed within two weeks of the event completion date. One expense report will be submitted per traveler per event. Cash advances are not allowed. 7.2 Non-reimbursable Expenses Expenses that are not reimbursable by PMI Lebanon Chapter include, but are not limited to: – Ground transportation expenses – Navigation system rental – Satellite radio system rental – Car rental and its insurance – Parking citations or moving violations whether in personal or rental vehicle – Hotel gym fees – Hotel spa fees – In-room movies – Meals – Laundry & cleaning services – Toiletries – Mini-bar charges. Notwithstanding that unanticipated scenarios could occur while travelling on business, the initial budget allocated for reimbursement shall not be increased. 7.3 Reimbursable Expenses Expenses that are reimbursable by PMI Lebanon Chapter include: – Ticket – Visa – Hotel Accommodation – Event Registration – Travel Insurance.

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