When employees travel for company-related purposes, it is Paradise Nutrients Pty Ltd’s responsibility to provide safe and reliable travel arrangements. This company travel policy serves to clarify the conditions and parameters of a company-paid trip.
1. PURPOSE
The purpose of this company travel policy is to:
- Outline the authorization and reimbursement process for travel arrangements and expenses.
- List the company-paid travel expenses.
- Establish protocols that oversee the travel arrangement process.
2. SCOPE
This company travel policy is applicable to all employees including sub-contractors at Paradise Nutrients Pty Ltd.
Paradise Nutrients Pty Ltd sees traveling out of the city, state, and/or country as a fully-paid business trip, as well as one-day trips that are four (4) hours away from the office.
3. AUTHORISATIONS AND REIMBURSEMENTS
All company travel arrangements must be authorised by senior employees at least one (1) week before the expected travel date, depending on the circumstances and the required travel arrangement time period. Employees are not permitted to authorise their own travel arrangements.
Employees are expected to submit a Travel Expense Report before reimbursement can be paid. In the Travel Expense Report, employees must include all company-paid expenses. The Finance Department is responsible for examining the Travel Expense Report and finalising reimbursement payments.
4. TRAVEL ARRANGEMENTS
All travel arrangements must be reserved at least one (1) business day before the travel date. The Finance Department is responsible for the booking and payment of all transportation, accommodation, and travel-related expenses.
5. TRAVEL EXPENSES
While traveling, employees will be able to use a company-paid taxi service to and from the airport, hotel, and business location. If an employee wishes to travel for personal reasons, he/she will be responsible for the travel fare.
6. ACCOMODATION
Paradise Nutrients Pty Ltd employees will have accommodation pre-arranged on their behalf by the Paradise Nutrients Pty Ltd administration, given reasonable notice, within business hours.
7. OTHER EXPENSES
If an employee is hosting a client(s) of Paradise Nutrients Pty Ltd, the entire meal for the employee and the client(s) will be reimbursed.
In addition, if an employee requires a meeting, boardroom, or conference room while traveling, Paradise Nutrients Pty Ltd will book the room and make the payment.
8. PERSONAL TRAVEL
Paradise Nutrients Pty Ltd will not be financially responsible for any personal expenses or personal travel arrangements. If an employee chooses to travel with a companion/someone else, Paradise Nutrients Pty Ltd is not responsible for his/her partner’s accommodation, leisure, and/or travel expenses. An employee is required to submit receipts for his/her expenses only.
9. INTERNATIONAL TRAVEL
If employees are required to travel out of the country for business, Paradise Nutrients Pty Ltd is financially responsible for all travel arrangements, including accommodation, transportation, visas, travel insurance, and medical expenses. International trips should be authorized at least thirty (30) days before the expected travel date.
The Finance Department is required to submit a Travel Expense Report before and after the trip. Both reports must be signed off by at least two senior officials before and after the trip.
