MICROmega Group of Companies Travel Policy
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1 MICROmega Group of Companies Travel Policy MICROmega Travel Department Meagan Pollock (known as NOSA Travel Agency) Leanne Foo Physical Address: 66 Park Lane, Sandton Postal Address: Private Bag x9966, Sandton, Addresses: Telephone Numbers incl. Extensions: Meagan ext 5144 Leanne ext 6339 Fax Numbers Meagan Leanne After Hours Contact Number carried by Meagan Objective: To ensure that the levels of the MICROmega Group of Companies travel expenditure incurred is adequately controlled, approved and thereby reducing MICROmega Group of Companies overall travel expenditure. To provide a uniform method for all travel bookings (namely flights (both local and international), car rental and accommodation requirements). Scope and Implementation of the Policy: This policy is applicable to all subsidiaries of the MICROmega Group and has been communicated to all existing subsidiary Managing Director s. Should any changes affecting the travel policy be decided on, this will consequently be communicated to all subsidiary Managing Directors. It is the responsibility of the subsidiary Managing Director to communicate and monitor compliance to the travel policy to all affected parties in their respective subsidiary. Procedures for Travel Bookings and Approval: New Travel Booking and Approval (Domestic and Regional Bookings): Need for domestic / regional business travel arises Traveler is to complete the Travel Booking Application, through the NOSA Travel website - Bookings.nosatravel.co.za
2 This is then submitted to the coordinator, who will ensure that the request has been completed correctly, once the information has been verified the request will then be forwarded onto the relevant manager for approval. Once the travel office has received the approval they will then book the arrangements according to the request received, with the details provided based on the concept of most economical option available and then issue the documents. NOTE: If the only available flight option is excessively expensive, the travel office will double check with the trip approver before proceeding with the travel arrangements. New Travel Booking and Approval (International Bookings): Need for international business travel arises Traveler is to complete the Travel Booking Application, through the NOSA Travel website - Bookings.nosatravel.co.za This is then submitted to the coordinator, who will ensure that the request has been completed correctly, once the information has been verified the request will then be forwarded onto the relevant manager for approval. Once the travel office has received the approval they will then book the arrangements according to the request received, with the details provided based on the concept of most economical option available and then issue the documents. NOTE: If the only available flight option is excessively expensive, the travel office will double check with the trip approver before proceeding with the travel arrangements. Change of Booking and Approval: The coordinator is to advise the travel office that there is a change to booking as well as give a valid reason for the change. If the reason to change is not a valid one, the cost to change the ticket will be covered personally by the traveler If there are any cost implications, as a result of the change, a new booking request must be completed (refer to the process for New Travel Booking). The travel office will process the request for changes once it has been approved by the relevant manager.
3 Cancellations of Bookings The travel office is to receive written instruction to cancel any travel arrangements All bookings will be cancelled and request for refunds where possible All cancellations must be submitted to the office 24 hours prior to the trip commencing If the passenger is unable to travel due to ill health a valid doctor s note is also required, to assist in applying for a full refund from the suppliers Trip Approval and Authorised Signatories: All trips are approved by means of an authorised online travel booking form, which must be submitted by to the travel department. Requests for local and regional bookings need to be submitted 2 weeks prior to the date of departure to the travel office. Requests for international bookings need to be submitted 4 weeks prior to the date of departure to the travel office. If you are within the above mentioned time frames, approval for that trip will have to be obtained by the respective Managing Director for that subsidiary. No bookings can be made without an authorised booking form. Staff may not request the travel department to issue and release any travel documentation without submitting the authorised booking form. If there are any changes to the booking once it has been approved, and that incur additional costs, the changes must be sent back for approval to the relevant trip authoriser, before the booking can be amended. The booking form needs to be authorised by the respective subsidiaries Managing Director or another designated signatory within the respective company. If the Managing Director of a subsidiary company or any Senior Management staff member are travelling, the trip approval needs to be approved by either the Group Financial Director or the Chief Executive Officer of MICROmega Holdings. Turnaround time for bookings is 6 hours on domestic bookings and 24 hours for international bookings depending on the complexity of the routing. If the travel office is unable to meet these turnarounds times they will communicate with the traveler / booker directly.
4 General Policy for Booking Company Travel: Bookings should always be done as far in advance as possible, to ensure that bookings are done on the best available rate. Domestic air flights must be booked at least 14 days in advance. International air travel must be booked 28 days in advance. Only in exceptional circumstances will a deviation from this policy be accepted. That justification will need to be approved by the relevant Managing Director. When requesting a booking please be sure of your dates and times. Last minute bookings and/or changes are to be avoided as much as possible due to higher cost implications involved. Changes or cancellations of already booked air tickets are costly and the company will only be paying for these if the changes were inflicted by the client. Should the change be self-inflicted by the employee due to poor planning, then any additional costs will be charged to employee. All bookings are to be handled by the MICROmega travel office known as NOSA Travel Agency; no external travel agencies are to be used. The cheapest available option is to be booked as far as flights and accommodation are concerned. Car rental is booked through Avis on the corporate account. Corporate agreements with preferred suppliers are to be considered as well when booking travel, but only after price as primary performance driver. For international air travel (regional and overseas) the most direct connection should be considered where possible (if not contradicting the price criteria too much).
5 Travel Products and Suppliers Car Rental: MICROmega s preferred Car Rental Company Domestic Regional (neighboring countries: Namibia etc.) International Avis Avis (if required, depends on country) No Car rental (but if required, Avis) The following subsidiaries have corporate accounts with Avis: MICROmega Holdings Limited NOSA NQA Africa Sebata The subsidiaries have been issued with the current Avis corporate rate sheets: Rates for South Africa bookings include Lesotho and Swaziland and are based on super cover including 100 free km / per day Rates for Namibia bookings are based on super cover including 100 free km/ per day, Bookings for other countries, including our neighboring countries can be made as well if required. Avis bookings are handled via Avis Micros-site / Avis online reservations systems or via Amadeus GDS, which is more efficient and a more economical way than dealing with the Avis call center. A secondary account has been set up with Europcar for MICROmega Holdings, for the cases where Avis does not have availability. The policy regarding car groups: Domestic (South Africa incl. Swaziland and Lesotho) Regional ( Namibia) Management: Other Staff: Management: Group B Group A Group B Group A
6 General policy regarding car rental: The driver must be an employee of MICROmega Holdings Limited or one of its subsidiaries. The driver must be in possession of a valid driver s licence. The minimum driver age is 21 and the driver must have had his/her driver s licence for at least one (1) year. No drinking and driving will be tolerated whilst driving a rented car, if you are going to be drinking and driving please make use of a taxi service. Only the person in whose name the car is booked may drive the car. If the authorised driver allows another person to drive the car and an accident occurs, MICROmega Holdings Limited will hold the employee in whose name the vehicle is booked liable for all related damages, costs and expenses. If there is an accident or the vehicle is damaged or stolen, the driver in whose name the vehicle is booked must immediately report this to the Avis Careline on This number will be provided by Avis when the keys for the vehicle are issued to the driver. If an additional authorised driver is required for the vehicle, the travel department must be notified of this on the booking form (an additional charge applies for a second authorised driver). This person also needs to be available when signing / collecting the rental car. Driving rented vehicles under the influence of alcohol and/or drugs is not allowed and if an accident occurs in this situation, MICROmega Holdings Limited will hold the employee in whose name the car is booked liable for all the related damages, costs and expenses. The employee in whose name the car is booked will be personally liable for all traffic fines and their administrative costs. Neither MICROmega Holdings Limited nor their subsidiary companies will accept any responsibility for any other costs such as upgraded vehicle categories or unacceptably high petrol expenses incurred while travelling on company business. Avis insurance waivers - super collision damage and super theft loss waiver and general public and third party liability are applicable to all rentals. An excess remains as per rate sheet in case vehicle is damaged, lost or stolen. Windscreen Damage waivers will automatically added to the reservation at minimal charge due to poor state of roads and damage caused. Avis / Europcar terms and conditions apply
7 Air Travel MICROmega s preferred Airlines Domestic Regional and Neighboring Countries International Fly Mango, Kulula/ Comair / British Airways and SAA including SA Airlink and SA Express SAA including SA Airlink and SA Express SAA Corporate agreements have been set up with all of the above mentioned airlines. We want to support our preferred airlines as much as possible; however the most economical ticket generally should be booked even if the respective carrier is not one of our preferred airlines. Overview: Low Cost carriers and their domestic corporate offerings Corporate deals Mango Kulula Structure and contents of corporate deal Reservations Changes Combine on case to case basis between normal internet fares, Mango Flex (set fares for all routes with unlimited changes), and Mango Plus (higher set fare for all routes with unlimited changes and lounge access and meal voucher). Corporate set fares not available for block out dates. If booked on normal internet fare: R 120 admin fee per flight + difference in fare if applicable. Mango Flex or Mango Plus: free unlimited changes subject to availability and route day of week/ blackout pricing difference. Changes have to be made min of 2.5 hours before departure or ticket is forfeited! No set corporate fares offered. But Bizdeal agreement where one books normal internet fares but attached gets 2 free date/ time admin fee changes per sector and refunds are possible. 2 free date/time admin fee changes but difference in fare if applicable. Name changes are charged at R 150. Changes have to be made min. of 2.5 hours before departure or ticket is forfeited! Refunds No refunds / cancellations No refunds / cancellations Minimum spend required No No Route network Smallest route network but expanding covers most important local routes Biggest route network as it the most established low cost carrier Value for money Best value for money through most competitive set corporate Not as much value for money advantage as competitors, since
8 fares including unlimited changes, added benefit: flexibility of combining different options on one return flight. no set corporate fares offered, but still beneficial (free admin fee changes) plus bonus of dealing with Comair s corporate division (monthly statements) All corporate deals with the low cost-airlines are set up so that there is an additional contact within each subsidiary (same as for car rental, refer to contact list at end of this document) that is aware of these and can handle bookings for these, should Meagan and Leanne both not be available. As far as the airlines are concerned the MICROmega Group is set up as one account, with the group credit card being used as means of payment. General booking rule still applies (in order of priority) for domestic, regional and international flights: Most economical option Preferred airlines Most direct route (for regional and international air travel) Domestic travel: The travel department will quote / book the most economical ticket for all trips, unless advised and authorised differently by management. Regional Travel (neighboring countries): The travel department will quote / book the most economical ticket for all trips, unless advised and authorised differently by management. International Travel: The travel department will at least quote two different options before submitting the request for approval. If the more expensive quotation is accepted / authorised over the most economical option, the reason must be specified on the booking form. The policy regarding class of air travel: Domestic Regional and Neighboring Countries International Senior Management: Subsidiary Managing Directors: Senior Management: Subsidiary Managing Directors: Senior Management: Subsidiary Managing Directors: Business class
9 General policy regarding air travel: No staff member/s or subsidiary Managing Directors are permitted to fly business or first class except as authorised by the CEO, or unless fully recovered from client. In the case of two or more members of senior management / subsidiary Managing Directors travelling to the same destination at the same time, different flights should be booked for them. The chartering of an aircraft must be authorised by the Chief Executive Office of MICROmega Holdings Limited. Frequent flyer / air miles tickets may not be used for a company trip and the cost of the flights claimed against expenses. The traveler will still retain frequent flyer program benefits if signed up for one and depending on the class booked. Frequent flyer programs may not enjoy preference over the companies preferred carrier or the most economical ticket. Generally changes and cancellations to existing bookings involve penalties (depending on fare / class booked) please make sure of the correct dates and times before booking! No refunds are given in case of any flight cancellation for a Mango or Kulula flight, whilst British Airways and South African Airways can do refunds, but they will charge an admin fee for cancellations. Any unavoidable changes to existing air tickets are to be made as long in advance as possible and at least 3 hours before the original flight booked, as otherwise the current ticket will be considered as a no-show and the seat will be re-sold by the respective airline and ticket considered nonrefundable. Check in time for domestic flights is generally 60 minutes prior to departure, and check in times for regional and international flights is 2 hours prior to departure. The company will not be responsible for any flight connections missed by the traveler. Each respective airline s terms and conditions apply.
10 Accommodation MICROmega s currently used properties / hotels Domestic Regional and Neighboring Countries International Currently mainly various B & B s and guesthouses all over the country, City Lodge Group properties and other hotels Various properties guesthouses and hotels in different countries Various hotels in different countries The MICROmega Group of companies mainly uses guesthouses and bed and breakfasts for their domestic and some of their regional accommodation requirements, due to them firstly being around in all small towns where often no other options (hotel chains) exist and secondly them usually being a more economical option than hotels. Various different hotels in different cities within South Africa, throughout Africa and overseas are also booked. MICROmega does not currently have a preferred hotel group for domestic travel or preferred hotels in other countries that they travel to. The properties currently used for domestic and regional travel are summarised in a database, which will be optimized with the aim to get a preferred property database. A database for international accommodation options will be built up over time. The general booking rule applies to accommodation arrangements as well: the most economical and appropriate option available is to be booked!! The minimum accommodation standard is 3 stars. The estimated budget for domestic accommodation arrangements is: generally from R750 up to R1000 per night / single room including dinner and breakfast, anything over this amount needs management s approval. Most domestic and some regional accommodation bookings are settled by EFT with the respective properties (ideally 7 or 14 day accounts with selected properties), otherwise the company credit card will be used for payment. International accommodation bookings are settled by using the company credit card.
11 Guideline regarding accommodation standards: Domestic Regional International Senior Management: Subsidiary Managing Directors: Senior Management: Subsidiary Managing Directors: Senior Management: Subsidiary Managing Directors: 5 star accommodation (hotel) 4 star accommodation / B&B 3-4 star accommodation / B&B 5 star accommodation (hotel) 4 star accommodation 3-4 star accommodation 5 star accommodation (hotel) 4 star accommodation (hotel) 3-4 star accommodation (hotel) General policy regarding accommodation arrangements: Staff members and subsidiary Managing Directors are encouraged to arrange meetings at optimal times to ensure that the requirement for accommodation (overnight trips) is reduced. The MICROmega Group won t accept any responsibility for other costs such as room service, mini-bar or laundry services incurred whilst travelling on company business. The dinner allowance at the bed and breakfast / guesthouses will be up to R a night. All personal expenses must be settled by the traveler at the property before departure. Each properties terms and conditions, as well as their cancellation policy applies. Sundry Sundry travel expenses mean taxies, trains, meals, parking and entertainment. All sundry expenses must be supported with receipts and names of persons entertained. No company cash will be advanced to local travelers. The staff member will have to claim these sundry expenses back by filling in a claim expense form. With travelling regional or internationally, the traveler is required to settle all sundry expenses when he/she checks out, using either company foreign exchange or his/her credit card and reclaim his/her company expenses.
12 Foreign Exchange In order to provide for certain expenses when travelling to foreign countries (regional and international travel), foreign exchange can be requested when booking. Foreign exchange must be arranged through the travel department. Personal purchases or non-business related entertainment should not be paid out of the company travel allowance; the traveler is requested to use her/ his personal credit card. The traveler must submit a trip reconciliation form when returning from a regional or overseas trip, which has all receipts and supporting documentation attached to it. The trip reconciliation form must be signed by respective authorised trip approver and submitted to the finance department together with the balance of foreign currency not used. Passports / Visa It is the responsibility of each employer within the company to be in possession of a valid passport. The passport needs to be valid for at least 6 months after any intended return date back to South Africa. If the traveler should need to obtain a visa, the travel office will assist where possible, however the onus will lie on the traveller that he/she has a valid visa prior to departure. Travel Insurance A travel insurance policy, issued through TIC, will be required for each and every traveler, traveling across border, regionally and internationally. It is necessary for the traveler to contact the travel office to issue such a policy, especially if the travel arrangements have been booked by the client. Leisure bookings for staff Any travel arrangements for leisure bookings through the company (using the company s corporate deals) are on request basis only and have to be approved by respective manager / subsidiary Managing Director. If the request gets authorised the staff member will have to pay the company into respective subsidiaries bank account for amount in question. Leisure bookings are not a priority for the travel office; business travel takes preference over all leisure bookings / requests. Employees are responsible for bearing all costs related to their spouse / partner or family accompanying them on any trips.
13 Secondary contacts within MICROmega Group for travel arrangements Company/ subsidiary Contact for travel* Phone Holdings and all subsidiaries Meagan or Leanne MICROmega Holdings Limited Sue-Marie Saayman , Ext 5202 MICROmega Securities Chenelle Oosthuizen Ext 5109 MECS Africa Joanne Carton-Barber , Ext 5608 NOSA Group TBA , Ext 6303 TBA Sebata Cecile Marx , Ext 5533 Stable-Net Cecile Marx , Ext 5533 Turrito and Cloudware Zonica Brown , Ext 6056 MICROmega Security Solutions Sue-Marie Saayman , Ext 5202 Sciam Professional Solutions - currently dormant for travel NOTE: Meagan and Leanne are the primary travel contacts for all travel requirements, but in the event that they are both not available, there is a second contact within each subsidiary that can handle car rental and (domestic) air travel bookings for the low cost airlines and in some cases SAA bookings as well.
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