1.

02 : Hotel policies and procedures

1.02.03 : Finance Department

Procedure no. : 1.02.03.01.08 Effective date : 01/03/2012

Prepared by : Director of Finance GM approval :

Affecting : Finance Team

Subject : Travel Policy, Expense Claims & Reimbursement

Purpose
Purpose of this policy is to have a travel policy and business expense policy and to
ensure that the reimbursable expenses are approved and documented in a
consistent manner.
To meet business requirements, ambassadors need to travel locally and abroad.
During such travel, employees need to spend money on ordinary, necessary, and
reasonable business expenses. It is the policy of the hotel to reimburse such
expenses along with arranging air ticket for overseas travel. Ordinary expenses are
those expenses, which are customary or usual to a business community, and
necessary business expenses are those expenses, which are appropriate and helpful
for business development and relations.

Procedure
Business Travel (Overnight travel out of U.A.E)
Business travel policy for the hotel and convention center will be broken up into four
categories as follows:
 Category I - Executive Committee Members which include General Manager,
Hotel Manager, Director of Finance, Director of Sales & Distribution, Director of
Human Resources, Director of Rooms, Director of F&B, Executive Chef and
Director of Engineering
 Category II –Head of Departments and number two positions in each department.
 Category III – Assistant Managers and Supervisors.
 Category IV - Line Staff.

Before any business travel ambassador has to fill Travel Approval Form (TAF) and
needs to be approved by immediate Manager/Excom, Director of Finance and
General Manager. Any business trips taken without such approvals will not be
reimbursed.
Employee shall submit the approved TAF to the Accounts Department at least one
(1) week before the scheduled date of departure. It will be used to arrange for
advance payment or to arrange foreign currency (US Dollars, Euros and UK Pounds
only) in required denomination from authorized exchange dealer to meet the
approved expenses.
All business trip airline tickets need to be purchased from hotel recommended travel
agent using the services of Executive Secretary. Here are certain guidelines for air
tickets and hotel bookings:

 All ambassadors will be allowed to travel by air in economy class.

  Stay in Four Star Hotel is allowed which will be duly supported by hotel
statements. Locations where the Accor property is in operation, the
ambassadors will be required to stay in any classification of Accor Hotels.
 Company expects ambassadors to exercise good judgment when
distinguishing between comfort and extravagance. Ambassadors should
travel and conduct business in comfort.
 Meals, Laundry, Intra city transport, business telephone calls duly supported
with documents will be allowed for reimbursement.
 Expenses incurred on cigarettes, cigars and liquor is to be borne by the
ambassador (except while entertaining business associates/clients).
 One personal call of maximum five minutes duration on daily basis is also
allowed for reimbursement. All calls made over above this limit will be borne
by the associate.
 It is understood that in few cases proper documents will not be available e.g.
transportation, reasonable expenses will be reimbursed in absence of such
documents.
 Upon return, excess foreign currency shall be returned back to respective
agent. Any realized losses or gain during exchange will be considered as a
part of the expenses.
.
The Travel Expense Report shall be made promptly upon returning to the office and
must be settled within five (5) working days. No new travel approval form will be
approved if the previous travel advance or expense report has not yet been settled.

Lodging expenses need to have a hotel folio as backup for the hotel patronized.
Business Meals includes meal expenses incurred by an employee while on an over-
night business trip. Business meals also include meals taken with suppliers,
business consultants, prospects or customers during which a specific business
discussion takes place. The details of business expenses must be documented on
the expense report under food on expense report.

The following information is required for Business Meals expenses:

o Cost (including tax & service charge)
o Date
o Name and location of Restaurant
o Full names, titles, and business relationship of all persons attending

Employee relation Expenses

All authorized Ambassador Relations Expenses incurred for the benefit of hotel
employees will be reimbursed. Ambassador relations expenses are expenditures for
departmental picnics, workshops, holiday parties, service anniversaries, etc which
provide a business benefit in form of improved moral, motivation and future job
performance. Please record these expenses under other and provide details on why
incurred and the names of associates present. Such expenses shall be pre-approved
by Director of Finance and General Manager.

Entertainment Expenses

Similarly, reimbursement of entertainment expenditures is appropriate only when the

entertainment facilities a bona fide discussion of business, the persons being
entertained are not affiliated with the company, and those in attendance are
necessary to facilitate the business discussion. Entertainment should be extended
only to third parties with whom the Company does business or exploring potential
customers.

Other Expenses
All the personal expenses which need to be reimbursed according to the employment
contract such as school fees and utility bills etc. will be done once a month on the
submission of the expense voucher.

Omission
Compensatory Expenses are expenses which are not ordinary, necessary and
reasonable business expenses (e.g. spouse travel costs, dinner with family friends
on business trip). These expenses if reported in expense reports will not be
reimbursed or if the advance provided to associate was used for this purpose then
associate needs to repay it. If the repayment is not made within 5 working days
after return then the amount owed to the company will be deducted from their
salary.

For ambassadors who use their credit card or cash, reimbursements will be made by
company promptly after expenses have been:
Itemized in Expense Claim Form (please refer to the form).
Substantiated by attaching receipts for expenses. Please remember that
receipts are mandatory to support these expenses.
Approved by the authorized person on the expense report. All expense
reports for Executive Committee members need to be approved by the GM
and DOF before reimbursement. Rest of the expense reports need to be
approved by the respective Executive Committee Member additionally to the
GM and DOF.

Expense Claim Form

Please consult the Accounting Department prior to the completion of this report if it is
new to you.

List down all the expenses in date chronologic order.

Document exchange rates for all currencies utilized, supported by exchange

memos issued by a bank or financial establishment or obtained from website
www.xe.com/ucc. Mention the exchange rate in Rate column.

Document all expenses in the respective currencies they were incurred. The
exception to this is hotel bills which are to be divided in to Accommodation,
F&B, transportation, Laundry etc. Separate lines shall be used for different
hotels. All hotel expenses shall include service charges and taxes.

Meals include only daily meal costs for self. Therefore, meal charges with
outsider(s) should be treated as entertainment. (Please refer to Entertainment
Policy)

Telephone & Internet include business related incurred at a hotel or from any
other sources.

All other expenses will be recorded as miscellaneous and an explanation is to

be given.
Last line shall mention the advance if any given to start the mission.

The differences, if expenses exceed advances, represent the amount to be

reimbursed to the employee. If the advances exceed the expenses, the
amount is recorded as amount due to company.

When the Expense Claim is completed, it is to be dated, signed and approved

by the Division Head and passed to the Finance & Accounting Department for
further processing. All Expense Account Report should be approved by the
General Manager.

Expense Account Reports should be filed for reimbursement within five (5)
working days after the trip and must be submitted by the end of the month
covered by the report.

Expenses which were incurred more than two months prior to the submission
of the report will not be reimbursed.

All expenses should be covered by supporting receipts including checks

included in a hotel folio, with the exception of certain items (such as tips or
taxi fare). Expenses claimed without supporting documentation will not be
reimbursed.

-End of Policy-