The Company will reserve the basic

The Company will reserve the basic standard of room for employees.

 If the employee stays in a class of hotel lower than his/her entitlement, he/she

cannot claim for the difference in hotel rates.

 Employees may stay in a higher class of accommodation, subject to approval

by the Department Head (at least General Manager level), if he/she is

accompanying clients, investors, bankers and/or government officials who are

staying in the same hotel of higher class.

 If the employee has made personal arrangements for accommodation (eg. stay

in his/her own house, or a friend/relative’s house), he/she cannot claim for any

accommodation costs from the Company.

b) No-show

 Employees are required to inform the department’s appointed travel

administrator to cancel the room reservation if they know they will be a no-
show. If it is after office hours, the employee is responsible to liaise with the

hotel directly to make the cancellation.

 The employee should record the cancellation reference number, full name of

hotel staff he/she corresponded with, and the date and time of the

correspondence.

 If the cancellation is not made in time to avoid cancellation or no-show charges,

and it is found to have been possible for the employee to cancel the

reservations in a timely fashion thereby avoiding the charges, the employee will

bear the charges.

c) Room Charges

 Employees are required to pay for accommodation costs first, and claim for the

expenses with supporting receipt(s).

 Mini-bar, on-demand movies and other miscellaneous expenses are

considered personal expenses.

Approved by: Corporate HR Effective Date: 25 March 2014 Page: 4 of 7

INTERNAL – V1

STAFF HANDBOOK

Handbook Code: IWC_VN_HB_R0_Section 9 Revision Date: 25 March 2014

Title: Business Travel

9.1.4 Travel Documents

 The employee must ensure his/her passport has at least 6 months’ validity for the

 The employee is responsible for bearing all passport-related fees, including

 The employee must apply for any necessary visas prior to the business travel.

duration of the overseas business travel to avoid possible rejection at immigration.

application, replacement and renewal.

He/she may approach the department’s appointed travel administrator for

assistance.

9.1.5 Business Travel Allowance

 All employees are eligible to claim for incidental out-of-pocket expenses incurred

while on business travel.

 All employees internal rank Senior Manager & below can claim for daily travel

allowance. This allowance is for the purpose of covering meals, drinks between

meals, personal calls, tips, laundry and other personal expenses and will be auto-
computed based on the travel itinerary in the Travel Expense when the employee

submits his/her travel claim.

 The daily travel allowance for each full day spent overseas is as follows: