Page 16 - Ipsos

7. PROCEDURE FOR AUTHORIZATION, PAYMENT AND REIMBURSEMENT

All Ipsos MENA entities should hold agreements with hotels (at least 2), transportation and travel agencies
in order to have the best rates and Employees are expected to use Company-approved suppliers for airlines,
hotels and travel agencies

7.1 Preparation of the travel

7.1.1 Employees should request travel reservations and arrangements to be made by the Company’s
administration department. Employees are not allowed to directly book their own reservation. An
employee Travel Request Form (TRF) form is available for this purpose

7.1.2 The Travel Request Form (TRF) is to be used in the following order:

i. The employee fills his request and sends it by email to the local administration department

ii. The local administration department quotes the whole travel cost and fills the form (no
authorization can be given without a full quote), then sends it by email to the local finance department
(unless the TRF indicates that the travel cost is to be affected to the direct cost of a specific job, in
which case it is sent directly to the employee’s direct manager).

iii. The local finance department checks the budget of the employee and his/her current travel
consumption to guarantee that the budget limit is respected, fills the form then sends it by email to
the employee’s direct manager.

iv. The employee’s manager either prints the form and signs it, or sends it by email to the managing
director

v. The managing director either prints the form and signs it, or sends it by email to the local
administration department who is then free to start booking the travel.

7.1.3 The Travel Requests Form (TRF) should be submitted as far in advance as possible to the Company’s
administration department or to any other in charge person designated by the company, especially
taking into account possible visa requirements

7.1.4 All travel and visits within Ipsos MENA countries should be communicated previously with the visited
country

7.1.5 An employee planning to travel may request an advance to cover expenses when submitting the TRF.
The advance must be requested minimum 7 days before the beginning of the travel and must in every
case be done by bank transfer or by cheque.

• The use of cash for advances is prohibited.
• The advance can never cover the cost of plane tickets
• The advance can never cover the cost of hotels inside MENA (except for employees
of countries with WHT)

7.2 During the travel

7.2.1 Whenever an Ipsos MENA company requests from another sister Ipsos company to send one of its
employees to visit her and accomplish a specific task, the requesting Ipsos company will then be in
charge of providing the employee accommodation and - if possible - lunch and transportation

Accommodation will have to be made in not less than a four (4) star hotel or the company’s guest
house (when applicable/available). For employees of Group 2 and Group 3, unless the employee
specifies on the TRF that he/she will pay for the hotel charges, the requesting Ipsos Company will

Travel Expenses Policy & Procedure January 1st, 2017 Page 4 of 7