2.12 | Travel Policy

This policy applies to all employees and others authorized to travel on behalf of Sampoerna University. Compliance with these policies is the responsibility of the employee traveling on university business. In the event of employees performing domestic and international business travel, Sampoerna University will provide facilities for transportation, accommodation, or replacement of for a private residence; and travel allowance for laundry, meals, and per diem as governed within this Policy, which the amount will be determined based on the employee level (Level) or Academic Rank (Rank).

2.12.1 | Business Travel Criteria

Business travel is travel conducted by the Sampoerna University (SU) employees for work purposes that include domestic or international business travel that meets the following criteria:

1. The period of business travel not exceeding 30 (thirty) calendar days.
2. Distances of destination more than 100 km (by air) and or with mileage of more than 3 hours by road (normal condition) from its base town (office or home). The time and distance criteria can be excluded if the employee travels more than one day to destinations, so efficiency considers that the employees can utilize the business travel facility.
3. Travel is not conducted for internal department purposes such as meetings, in house-training, in-house conferences, or team-building events organized by the internal units or university.

In case of employee conduct a business trip, which is not meet the criteria of domestic and international business travel, the University will provide taxi vouchers or an operational car, except for Employee with Level 20 and above or who has obtained a car allowance. The use of taxi vouchers and operational car will be regulated on separate policy or procedure, managed by the General Affairs Department (GA). Facilities and business travel benefits provided by the university must be understood as the fulfilment of substantial basic needs for employees on business travel, not as a source of additional income for employees. Provision for compensation leave due to domestic and international business travel is set on Compensation & Benefits Policy. In case of business travel that requires a new/ renewal passport and visa for the employee, it will be processed to the appointed travel provider through the HR Department. The University will bear the new/ renewal passport and visa fee and will be paid through reimbursement/ cash advance process.

2.12.2 | The Provision for Report Submission of Domestic and Overseas Business Travel

1. The University is responsible for the existence of Employees who do business travel. Therefore, any aspect related to ticket reservation, transportation, and accommodation, including authorization and procedure regarding ticket reservation, transportation and accommodation, must refer to applicable Business Travel regulation and procedure managed by the GA Department.
2. For after office hours emergency and transit, transportation and accommodation reservations can be made to the appointed travel provider, through Internal Booker, based on approval from each related Director.
3. Employee or Appointed Project Administrator is mandatory to complete Travel Request Form (TRF), which explains information such as location, time, transportation, and accommodation related to Employee’s Business Travel. TRF must be approved by the related Department Manager or Head of Department. Hence employee may submit a request for a business travel allowance and operational cash advance required to implement the assignment. If TRF has been approved, business travel allowance and operational cash advance can be disbursed by the Finance & Accounting Department. Regarding the payment of business travel allowance and operational cash advance, the respective employee must consider the timeline regarding the submission and approval of TRF effectively.
4. Request for business travel allowance should be separated from advance request for program or other needs.
5. Employees who have finished conducting business travel must make a Travel Expenses Statement (TES) as an accountability report no later than 3 (three) working days after they return from the business travel. Supervisor must approve TES with minimum Manager Level and or Head of Department.
6. If required additional cost in the business travel other than planned before, then reimbursement could be provided as long as there’s a clarification of the use of additional cost for the benefit of the assignment and has received approval from the Head of Department.

2.12.3 | Transportation

a. Air Transportation Facilities

1. Air transportation facilities are granted if the trip cannot be reached by intercity bus, ship or train within 3 (three) hours effective travel time, and based on the consideration of Head of the Department of the respected employee should reach the destination immediately.
2. All efforts should be made to get a ticket with the most efficient costs, such as:
   • Make an early reservation.
   • Using a fixed ticket, especially if the date or time of flight is already confirmed;
   • Using ticket with economy class and most economical flight based on price comparison from 3 (three) Airlines.
3. The type of Air Transportation that would be applied refers to the employee’s grade.
4. If several employees of different grade of the business travel together, then the employee with a lower level or rank cannot use the employee’s facilities in a higher rank even though they are there for the same projects.
5. If an employee with a higher level would like to reduce the entitlement class to be with another employee, then the employee with a higher level must first notify the Internal Booker before the Internal Booker and pay for tickets. The University will reserve tickets for the flight according to the class information.
6. For employees who live in Jakarta and surrounding areas, when employees leave directly from the house to the Airport / Station / Terminal, University will provide a taxi voucher as a replacement transportation cost from the house to Airport / Station / Terminal, that can be obtained from GA Department before Employee do business travel. Taxi Voucher also provided the replacement of transportation cost from Airport / Station / Terminal directly to employee’s home. For this need, the employee can also use an online taxi service or private car. The University will pay the expense for using application-based taxi services or private cars to the respective employee by reimbursement method based on the invoice issued by respective application base taxi provider or for private cars by attaching proof mileage from their house to Airport/Station/Terminal, which the University will only reimburse the cost of gasoline.
7. To avoid and reduce the risk of the University losing critical managerial skills, then the following constraints are used for employees with Manager and Director Level who will perform business travel in the same flight:
   • It is not allowed for more than two employees with level Managers or directors from the same unit.
   • The related Director or Employee with the highest rank is responsible for determining the compliance of business travel implementation.
   • This requirement could be exempted for business travel with limited transportation modes.

b. Land Transportation

1. The University provides land and sea transportation facilities for business travel, which air transportation facilities do not accommodate.
2. The University will reimburse taxi, including application-based taxi, between the airport and hotel/place to stay and to the workplace and vice versa by submitting payment receipts unless taxi receipts are unusual and not available.
3. Car rental is allowed only if the use of local transportation (e.g. taxis) are impractical or more expensive when compared to car rental.
4. Personal Vehicles
   The use of personal vehicles for business travel is not recommended. Therefore, it requires, the approval from the immediate Supervisor (minimum manager level) with the following considerations:
   1. Operational vehicle, taxi or car rental is not available, and public transport is inadequate.
   2. The Head should approve reimbursement of expenses of Department.
   3. Employees are expected to have sufficient insurance to protect their interests because the University is not responsible for any damage caused to the employee’s vehicle.

c. Accommodation

1. Facilities Lodging
   • Accommodation facilities include only a lodging facility (the room).
   • Will impose a twin sharing facility if there are two or more employees of the same gender at the same level and is valid for Staff and Officer level. Twin sharing facility does not apply to the Manager and Director Levels.
   • Suppose several employees of different levels or ranks do the business travel together for the same project and business travel objective. In that case, the employee with a lower level can use the employee’s facilities in a higher rank, or the employee with a higher level can use the facilities of the employee in the lower level if those respective employees are agreed to share facilities.
   • Employees of the opposite gender either of the same rank or different, if they do the business travel together, they will have separate accommodation according to their rank.
2. Private Residence
   • The replacement cost of a private residence is given to employees who choose to stay at a friend’s or family to reimburse host expenses. The replacement cost is calculated per day of stay, provided in advance and payment receipt is unnecessary. The maximum amount refers to the cost of a private residence.
   • Employees who received and took a hotel facility is no longer entitled to reimbursement of a private residence.

2.12.4 | Travel Allowance; Laundry, Meals, and per diem

1. Laundry
   The University provides laundry allowance reimbursements incurred during business travel, if the employee is traveling for more than 3 (three) days.
2. Meals
   Meal allowance for a full day or half-day based on the following criteria:
3. According to mealtime elapsed in the day, the day of departure and arrival may occur a partial day).
4. The day between departure and arrival will occur full day valid replacement (full day). The amount of reimbursement for each level. Employees are not entitled to the meal allowance mentioned above if the accommodation costs are already combined with the meal costs, except for breakfast, which the hotel provides typically as compliment.
5. Per diem
   The University provides per diem business travel to cover incidental expenses incurred on business travel to cover personal purposes such as tips, newspapers, magazines, transportation to get food, personal transportation, private telephone and more. Per diem business travel is calculated based on the number of calendar days of business travel, including the number of days used to travel from one city to another.

2.12.5 | Costs that are not borne by the University

Employees are not allowed to reimburse costs that are not related to business travel or expenses that are not properly authorized. Here is a list of costs that the University will not cover:

• The cost cigarettes and alcoholic beverages purchase
• Costs associated with personal travel or sightseeing
• Purchase of personal items
• Loss of or damage to personal items
• Penalties in connection with traffic violations
• Personal entertainment and reading materials
• The cost of childcare
• Costs of Beauty Salon

Although not all costs can be included in the list above, the principle of fairness should be used in every case. The request for reimbursement of those Fairless must obtain approval from HR Department in advance. If the third parties of the event that employees attended have provided meals and accommodation, the University will no longer provide reimbursement for the related two things.

2.12.6 | Duties and Responsibilities

Employees who perform business travel

• At the time of going to perform domestic or international business travel, employee (thru project admin) must ensure submission of a Travel Request Form (TRF) and the Event master Form (EMF) approved by the immediate Supervisor (minimum at the level of Manager and or Director).
• At the time employees have returned from business travel, the employee must submit Travel Expenses Statement (TES) as the official travel report, which the immediate Supervisor approved (at least the level of Manager and or Director) no later than 3 (three) working days after returning from the business travel.
• In the event where an employee combines personal travel with business travel, for example, for holiday purposes, the University will only bear the business travel allowances until employees completed their duties and will cover the return ticket costs only from the location of the task to his base town. The employee will bear any additional costs incurred due to personal travel. Employees are required to inform the Supervisor (minimum at Manager level) and HR Department if additional time and/or change of location is required from the Business Travel.

Supervisor

• Provide approval to the Travel Request Form (TRF) proposed by the employee. The supervisor must refer to the guidelines for domestic and international business travel policy before approving the allowance for business travel.
• Provide approval to the Travel Expenses Statement (TES) proposed by the employee. The supervisor must review the accuracy of the cost stated in the TES, including matching the business travel schedule with the actual implementation, which could be seen in the original boarding pass.

General Affairs Department
Oversee and ensure the process of ordering transportation, accommodations, and taxi vouchers (include the usage of application base taxi) relating to employee’s business travel are in accordance with the applied procedure.

• Finance, Budget & Accounting Department
  Ensure that all approved TES has been attached with adequate financial documentation and keep records of all costs under the correct account.
• Human Resources Department

Human Resources Department is responsible for:

• Periodic review and renewal of the Business Travel Policy;
• Approve (Exception Approval) for the cost increment 10% higher than the related employee’s entitlement or upgrading car rent usage;
• The operational decision about the day-to-day application of this Business Travel Policy.

2.12.7 | Disciplinary

1. The University will not reimburse domestic and International Business travel costs if the employee does not make a Travel Request Form (TRF). Employees who have not settled/made a realization for the previous travel allowance cannot request another travel allowance.
2. If, since the return from business travel, the employee has not made a Travel Expense Statement (TES) for their 2 (two) previous consecutive business trips, then the University will suspend the employee’s next business travel.
3. If the employee can justify the delay, this should be approved by the Head of Department. The justification should be given to the Finance & Accounting and HR Department as the basis for disciplinary suspension.
4. If the Employee is proven, based on the facts, had committed fraud against the existing Policy, the HR team will follow up the reporting, and the HR team will impose a sanction following the applicable University Regulation to the related employee. Not limited to the provisions below, the following are examples of things that are categorized into acts of fraud:
   1. Falsify proof of payment (receipt);
   2. Change any pieces of information listed on the proof payment for personal benefit;
   3. Repeatedly put forward the replacement cost/ double (double charge).