BUSINESS TRIP & TRAVEL

EXPENSE POLICY

KEY NOTES
I. Safety, Health and Security
For help, please call the ARCADIS LIFELine +1 443 569 8585 or send
an email to ARCADISLIFELine@iJET.com. This service is available at
any time.
II. Payment
1. Reimbursable Travel Expenses
The following are examples of business travel expenses that
will be reimbursed:
- Air, train or ferry boat travel
- Lodging
- Meals and gratuities employees are expected to use good
business judgement in the choice of restaurants, meals
and alcohol expenditures. Alcohol will only be reimbursed
for Company sponsored events/group and client meals. In
these cases, a detailed receipt must be provided and a
separate line item entered on the expense report coded
to alcohol
- Laundry and dry cleaning (for trips exceeding 5 days)
- Telephone calls and facsimile transmissions
- Car rental, taxis, buses, parking, tolls and in some
instances, personal car mileage
- Baggage handling and storage fees, including excess bag
charges resulting from a business necessity.
- Fees for currency exchange
- Business related Passport and Visa fees
2. Non-Reimbursable Travel Expenses
The following is a sample list of personal expenses that are not
eligible for reimbursement:
- Travel arrangements not booked through the designated
Travel Agency
- Traffic fines, including parking violations or towing fees
- Grooming expenses such as haircuts and toiletries
- Child care, baby-sitting or house-sitting costs
- Amenities such as movies or video rentals, in-room bars,
or massages
- Purchase of items for personal use, including magazines,
books, or other personal reading material
- Other personal entertainment
- Hotel cancellation costs that could have been avoided
- Fees for personal credit cards
- Excessive business meals and business entertainment costs
- Alcohol consumed in the normal course of travel is not
reimbursed except for Company sponsored events/ group
and clients meals
- Personal clothing or accessories
- Premium and luxury car rentals
- Prescriptions, over-the-counter medication or other medic
III. Hotel
1. Choice of hotels on the basis of membership programs is not
allowed
2. A standard type room at the best available rate are provided
for travelers.
3. Hotel rate per destination is indicated as the limit below:
- Max USD 120 per night for travelers stay in hotel in Vietnam
- Max USD 125 per night for travelers stay in hotel in Thailand
- Max USD 140 per night for travelers stay in hotel in Malaysia
- Max USD 160 per night for travelers stay in hotel in India
- Max USD 170 per night for travelers stay in hotel in Singapore,
South Korea
- Max USD 180 per night for travelers stay in hotel in Hong Kong,
Macau, Taiwan, China, Philippines, Indonesia, Brunei
- Max USD 225 per night for travelers stay in hotel in China (tier
1 cities)
IV. Taxi/ Shuttle Fees
1. The use of airport shuttles and taxis upon arrival at the
employee’s destination is the preferred mode of
transportation. Make sure to ask for a receipt if on is not
offered. This documentation aids in the expense-tracking
process.
2. Employees are encouraged to share a taxi, where possible, if
they notice a colleague waiting for a taxi travelling towards
the same destination.
V. Meal and Entertainment
1. Employees will be reimbursed for personal meals at
the rate of maximum USD 35 per day. Reimbursement
will be made on actual expenses; such allowances are
not intended as a per diem amount or an entitlement.
Original itemized receipts must be submitted for
reimbursement of all expenses subject to country tax
authority requirements. In principle, expenses will not
be reimbursed in absence of appropriate supporting
documentation.
2. Business entertainment is only permitted if it is
strictly necessary for business purposes, in line with
the ARCADIS General Principles as detailed under
“specific integrity related commitments”. Employees
will be reimbursed for necessary and appropriate
business entertainment expenses at the rate of
maximum USD 70 per day. Names of the participants
and the business purpose must be listed in your
expense report. Payment of such entertainment
expenses should always be made by the most senior
ranked ARCADIS employee present at the meeting.
3. Approved expenses may be subject to internal review
to assess compliance with this policy. Appropriate
measures will be taken in case of noncompliance.