Page 17 - Ipsos

also be in charge of settling the hotel charges of the employee which must then be re-invoiced to the
employee’s pay BU, including any WHT charge, so as to receive 100% of the incurred expense.

7.2.2 Reservations made by the Company’s administration department will be paid directly by the Company.
Travel expenses (meals, phone calls, transportation, etc.) paid by the employee are reimbursed based
on the original receipts / invoices

7.2.3 Hotel bills must be reviewed carefully and signed at the time of checkout to ensure accuracy of charges

7.3 After the travel

7.3.1 Within one week of completing a business travel, the employee should complete a Travel Expenses
Report (TER) form, and submit it for signature to his/her manager, then to the finance department.
The finance department will not accept any Travel Expenses Report (TER) unless:

- The report is signed and approved according to the approval matrix specified under the section 3.2.
- Every receipt/invoice is duly attached
- The name of every guest is clearly indicated on every invoice
- each receipt shows the corresponding line number on the TER

7.3.2 Finance will reimburse the employee within maximum 2 weeks by bank transfer or by cheque, as part
of the normal payment cycles twice per month.

The use of cash to refund expenses is absolutely prohibited.

7.3.3 Receipts are required for every expense with no exception, even for small amounts

7.3.4 The company has no obligation to refund expenses submitted more than 2 months after the return of
the employee to his/her home country. Country head/Manager’s approval is necessary in such cases
and should be exceptional.

7.4 Travel Insurance

Ipsos MENA group provides travel insurance for its employees. Details of these policies and their
coverage should be obtained from the Company administration department while getting the ticket

Travel Expenses Policy & Procedure January 1st, 2017 Page 5 of 7