PMI LC Travel Policy

1. © PMI Lebanon Chapter
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PMI LEBANON CHAPTER
STANDARD OPERATING PROCEDURE
SOP NO.
PMI-LC-001-01-18
Revision#02
Page No.
1 of 4
Effective
Date: 22 Jan. 2018
TITLE:
Travel Policy and Procedures
Superseded
Date : None
Prepared by Date
VP Governance 5 August 2017
Approved By Date
Board 14 September 2018
Revised By Date
VP Governance 19 January 2018
Approved By Date
Board 22 January 2018
Revised By Date Approved By Date
Revised By Date Approved By Date
Revised By Date Approved By Date
Document Revisions
Changes to this policy are made as necessary under the direction of the author, checker and
approver. Thechange log describes new topics and other changes:
Revision Date Remarks
00 5 August 2017 Draft Document For board review
01 14 September 2017 Final Revision approved
02 22 January 2018 General Revision

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Policy Distribution
This policy applies to all board members and will be distributed as directed.
Table of Contents
Travel Policy and Procedures..................................................................................................................1
1. Introduction.....................................................................................................................................2
2. Ethical Responsibility .....................................................................................................................2
3. Travel Reimbursement...................................................................................................................3
4. Mode of Travel................................................................................................................................3
5. Trip Cancellation ............................................................................................................................3
6. Sponsorship .....................................................................................................................................3
7. Medical Expenses............................................................................................................................4
7.1 Travel Reimbursement Processing......................................................................................................4
7.2 Non-reimbursable Expenses ...............................................................................................................4
7.3 Reimbursable Expenses ......................................................................................................................4
1.Introduction
PMI Lebanon Chapter is committed to fairly reimbursing those who travel on PMI Lebanon
Chapter business for all reasonable expenditures associated with carrying out PMI Lebanon
Chapter’s business. At the same time, travelers must recognize their fiduciary responsibility
towards PMI Lebanon Chapter
The purpose of the PMI Lebanon Chapter Travel Policy and Procedures Manual is to provide
the Board Volunteers (traveler) with a guide to understand the Policies and Procedures
relating to reimbursable business travel performed on behalf of the chapter. The manual
describes the processes and forms to be used by Board Volunteers when traveling on PMI
Lebanon Chapter business.
It is the policy of the PMI Lebanon Chapter that all official travels, approval of attendees and
associated travel expenses shall be properly authorized, reported, and reimbursed in
accordance with approved procedures.
2. Ethical Responsibility
PMI Lebanon Chapter Board travelers are expected to exercise good and ethical judgment in

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the use of funds, and share the common goal of minimizing expenses.
3.Travel Reimbursement
PMI Lebanon Chapter travel must be approved by the Chapter President.
The travel request is submitted via e-mail to the Chapter President for approval.
Actual expenses incurred within the approval limits are reimbursed.
To be eligible for the travel re-imbursement; the board traveler must meet the below
criteria, as follows:
- The board member should be PMI and Chapter member in good standing
- The board member must attend the full event to be eligible for reimbursement (e.g. if
the LIM for 3 days, the board member should commit to attend the 3 days)
- The expense report should be submitted to VP Finance and copy the Chapter president
within 1 week after the end of the event
PMI grants annually $2,000 for the LIM, and $1000 for the Regional Meeting. PMILC grants
annually $2,000 for the LIM; and $1000 for the Regional Meeting, if PMILC bank account covers
at least six monthly lectures in advance and after consulting with VP finance.
The total grant amount available for imbursement will be equally distributed among the
travelers.
Receipts for airfare, and hotel including taxes are mandatory for reimbursement as per the
Expense Reporting Process.
4. Mode of Travel
Best endeavors shall be made to plan and select the mode of travel that minimizes travel
expenses via special fares and deals. It is expected that each traveler (board member) will
exercise good business judgement with the primary goal to always seek the lowest cost
alternative while keeping with normal safety considerations.
5. Trip Cancellation
In the event that the board traveler needs to cancel the trip, it is the responsibility of the
traveler to make certain that all airline, train, hotel, car and other services are canceled.
Unless the board of PMI Lebanon chapter convenes to cancel the trip, PMI Lebanon chapter
shall not reimburse any fees resulting from the cancellation of the trip.
6.Sponsorship
When a PMI Lebanon Chapter Board member travels under the sponsorship of another
organization, travel expenses shall not be charged to a PMI Lebanon Chapter account.

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7. Medical Expenses
PMI Lebanon Chapter will not be responsible for any medical expenses.
7.1 Travel Reimbursement Processing
All requests for travel reimbursement will be completed as per the Expense Reporting process
and completed within two weeks of the event completion date. One expense report will be
submitted per traveler per event.
Cash advances are not allowed.
7.2 Non-reimbursable Expenses
Expenses that are not reimbursable by PMI Lebanon Chapter include, but are not limited to:
– Ground transportation expenses
– Navigation system rental
– Satellite radio system rental
– Car rental and its insurance
– Parking citations or moving violations whether in personal or rental vehicle
– Hotel gym fees
– Hotel spa fees
– In-room movies
– Meals
– Laundry & cleaning services
– Toiletries
– Mini-bar charges.
Notwithstanding that unanticipated scenarios could occur while travelling on business, the
initial budget allocated for reimbursement shall not be increased.
7.3 Reimbursable Expenses
Expenses that are reimbursable by PMI Lebanon Chapter include:
– Ticket
– Visa
– Hotel Accommodation
– Event Registration
– Travel Insurance.