Table of Contents
1. Purpose
This procedure defines the authorizations required for business travel.
2. General
This procedure applies to business travel by all personnel in the Home Office and in Field Construction.
Before making any plans and/or bookings for travel, the necessary authorization for travel shall be obtained.
3. Responsibilities
The Employee/Originator is responsible for obtaining the required authorization for his travel using the "Authorization for Travel" form.
The Cost Center Managers are responsible for appointing the administrative supervisors who are authorized to sign the travel request.
The Office Services department is responsible for arranging rental cars for travel of Home Office personnel after receiving a completed "Authorization for Travel" form.
The In-House Travel Agent is responsible for booking arrangements and/or reservations for travel for Home Office personnel, after receiving a completed "Authorization for Travel" form.
The Field Office Manager is responsible for making bookings and/or reservations for travel for construction personnel after having received a completed "Authorization for Travel" form.
The Project Manager is responsible for signing the "Authorization for Travel" form when appropriate.
The Accounting Department is responsible to check at random.
4. Procedure
4.1 General
Travel authorization for the Home Office and the Field Construction personnel is detailed in the table below.
For train travel and travel by private car within the BENELUX, no authorization is required.
|
EUROPEAN CONTINENT |
INTER-CONTINENTS |
||||
|
Authorized Personnel |
Home Office |
Field Constr. |
Home Office |
Field Constr. |
|
|
Administrative Supervisor |
P |
P |
|||
|
Project Director/Manager |
P |
P |
P |
P |
|
|
Cost Centre Manager |
P/N |
P/N |
|||
|
General Manager |
P/N |
P/N |
|||
|
Project Construction Manager |
P/N |
P/N |
|||
|
Manager Construction |
N |
N |
|||
P = Authorization required for travel chargeable to project.
N = Authorization required for travel not chargeable to a project.
When required by contract, authorization shall also be obtained from the client.
4.2 Home-Office
Reservations and/or bookings for travel shall be made through the In-House travel agent located in the Home office.
Arrangements for car rental in The Hague shall be made through the Office Services department.
Neither the In-House travel agent nor the Office Services Department will take any action with respect to travel reservations, travel bookings and car rentals without having received the completed "Authorization for Travel" form (see paragraph 4.4).
4.2.1 Car Travel
Authorization for travel by private car to destinations outside the Benelux shall be obtained in the same manner as specified in paragraph 4.1 for European Continental travel.
4.2.2 Outside Expediting and Inspection Travel
Whereas per paragraph 4.1 the Project Director/Manager is required to give travel authorization, for travel by outside expediters and inspectors the Project Director/Manager may delegate this to the Manager Procurement.
4.3 Field Construction
Reservations and/or bookings for travel shall be made by the Office Manager on receipt of a duly filled-out "Authorization for Travel" form (refer to para 4.4).
Whenever practical European sites' office managers will order air tickets with the In-House travel agent in the Company home-office, whereas office managers on overseas sites will obtain air tickets from the local agent of In-House travel agent.
This procedure does not apply to travel in connection with the assignment of the employee, as is covered in the employee's assignment letter (or foreign assignment agreement). For such travel, authorization is required from the Project Construction Manager only, for which the "Authorization for Travel" form is to be used also.
4.3.1 Authorization from persons located in the Home Office shall be obtained by telefax.
The telefax authorization shall be attached to the "Authorization for Travel" form (ref. 6.2).
It is the responsibility of the Field Office Manager to ensure that all required authorizations are obtained and indeed received.
4.3.2 Car Travel
For construction sites within the Benelux, authorization for business travel by private car to destinations outside the Benelux shall be obtained in the same manner as specified in paragraph 4.1 for European Continental travel.
4.3.3 Airlines, Class and Travel Route
Refer to procedure (ref. 6.1).
4.4 "Authorization for Travel" Form
The authorization for travel must be in writing and form ref. 6.2 shall be used for this purpose.
For Home Office personnel the "Authorization for Travel" form ref. 6.2 is available from the supply room or the Department. Site Construction shall obtain these forms from the Home Office, through the Construction Department.
5. Flowchart
6. References
|
Document Number |
Title |
Level |
|
| 6.1 |
CM-MA-806 |
Business Travel Policy |
2 |
| 6.2 |
REC12008 |
Authorization for Travel |
5f |
7. Attachments
None.