1. Travel Arrangements:

Travel for research-related activities can be organised either through Ubonex or personally, depending on the nature of the travel and specific circumstances.
Institutional Travel:
Employees/consultants are encouraged to book travel through Ubonex’s designated travel office or system for ease of coordination and compliance with policies. This ensures adherence to budget guidelines and preferred vendor agreements.
Personal Travel Arrangements:
In certain situations, employees/consultants may opt to arrange their own travel. However, prior approval from a supervisor or the travel office is required to ensure compliance with Ubonex’s policies.

2. Acceptable Rates and Guidance:

Ubonex has established guidelines to ensure fair and reasonable travel expenses. Key components include:
Air Travel:
Employees/consultants are encouraged to book economy class tickets. When booking, travellers should aim for rates within Ubonex’s specified guidelines, typically adjusted annually using a recognised travel database.
Accommodation:
Hotel accommodations should be booked at mid- range hotels that balance comfort and cost. Specific nightly rates may be set based on the travel destination, aligning with regional averages.
Meals:
Meal allowances are capped daily, varying by location. For example, a maximum of RM200 per day may be allowed for meals, with higher amounts in major cities.
Transport:
Use of public transportation is encouraged. If a rental car is necessary, employees/consultants should opt for standard vehicles and ensure that costs stay within budget limits.

3. Reimbursement Process:

Employees/consultants must submit expense reports within a specified time frame of 30 days of travel completion, including receipts and justifications for any deviations from policy. The finance department will review and process reimbursements as per institutional guidelines.

4. Policy Review:

This travel policy will be reviewed annually to ensure it remains current and aligned with institutional goals and financial practices.