Travel Policy — Domestic & Abroad

Purpose:

The purpose of this policy is to establish clear guidelines for domestic business trips to ensure consistency and compliance while supporting employees in carrying out related duties outside their primary regular workplace.

Domestic : 

Definitions:

• Business Trip: Refers to domestic travel undertaken by an employee outside the regular workplace, authorized by the company, where each leg of the trip exceeds a minimum distance of 100 kilometers.
  • Includes: Meetings, training, site visits, conferences, inspections, or other company assignments.
  • Excludes: Hybrid work schedules or commuting between home to the workplace (vice versa) or extended stays even combined with the authorized business trip.
• Non-Local: Refers to employees whose home city differs from the designated business trip location.

General Reimbursement Rules:

• Travel expenses & reimbursements are handled through the Human Resources Department and executed upon receiving valid original receipts along with the Travel Form signed by the employee and approved by the Head of Department.
• All Reimbursements will be processed in the monthly payroll as net (non-taxable) when supported by valid original receipts. In the absence of receipts, reimbursements (if any) will be treated as gross (taxable).

Travel Means of Transport:

Referring to the travel (To/From) the business trip destination in which the company provides several options/ means of travel, and the employees may select the applicable option based on their eligibility and business requirements.

Eligibility:

• Chief Officers: Entitled to use any option of land transport.
• Directors: Entitled to use their own car, company fixed trips, or public transportation.
• White Collars: Entitled to use their own car, company fixed Trips, or public transportation.
• Blue Collars and Clerical jobs: Entitled to use public transportation.

Travel Means Options & Reimbursement:

• Dedicated Company Car: Refund against original receipts for fuel and tolls.
• Employee’s Own Car: Refund covers fuel, tolls, and car-related consumptions, based on distance per leg: [EGP 1,000 for up to 400 KM] – [EGP 1,500 up to 700 KM] – [EGP 2,000 for over 700 KM]. (Taxable amounts).
• Public Transportation:Refund against original receipts and is paid up to the rates mentioned per leg:

[EGP 600 for up to 400 KM] – [EGP 900 up to 700 KM] – [EGP 1,200 for over 700 KM]. (Non-Taxable amounts).

In the absence of receipts, reimbursements will be paid at 60% (taxable) of the mentioned rates.

• Company Fixed Trips: Provided between Cairo and Somabay through scheduled round trips, booked via Fleet.Operations@Somabay.com. No reimbursement applies.

Intercity Transport:

Refers to commuting expenses incurred by the employee during a business trip, provided they are managed in a cost-efficient manner. Car rentals or limousine services are excluded unless proven necessary & cost-effective.

Eligibility: Covers commuting expenses at any domestic business trip destination, except for trips to the Cairo offices and/or Somabay location.

Reimbursement: Based on actual receipts. In the absence of receipts, a flat rate of EGP 150 per day applies.

Lodging:

Somabay Destination:

• Eligibility: Applies to employees traveling to Somabay for business purposes.
• Lodging Reservations: Managed by the Corporate Affairs Department upon submission of an official email request, copying the line manager, and specifying the start and end dates for the travel.
• Lodging Criteria: Homeowners staff who have been allocated company housing units are expected to stay in their assigned units once delivered.
• Family Members: Family members may reside in the same booked unit. If the employee requests additional units for family members, costs will be borne by the employee at official staff rates, subject to availability.
• Process: Corporate Affairs will coordinate the reservation process and ensure settlement according to company procedures.

Other Domestic destination:

• Eligibility: Applies to non-local employees who are required to stay at least one overnight.
• Lodging Reservations: Arranged through the Human Resources Department upon submission of an official email request at least 3 days prior to the travel date with copying the line manager, specifying the purpose of the trip along with the start & end dates.
• Lodging Criteria: The default accommodation is a standard single room on a “room only” basis. The most cost-effective hotel will be selected, located as close as possible to the business or training venue.
• Employee Bookings: If the employee wishes to book directly, prior coordination with HR is required. Only cost-effective bookings pre-approved by HR will be eligible for reimbursement.
• Process: Human Resources Department will request the required funds in advance from the Finance Department and will be responsible for completing the final settlement after the trip.

Meals & Laundry:

Somabay Destination:

• Meals: Provided within Somabay facilities through the cafeteria. Covers both the employee and their first-degree resident family members.
• Laundry: Provided through Somabay Laundry and covers both the employee and their first-degree resident family members.

Cairo Office(s) destination:

• Meals: Not eligible for reimbursement.
• Laundry: Covered for non-local employees based on actual receipts, only if the travel duration exceeds seven (7) days, starting from Day 8.

Other Domestic destination:

• Eligibility: Applicable to non-local employees.
• Meals: Daily meal expenses during the business trip are paid as (taxable) allowances per day, according to the following rates:
  • Chief Officers: EGP 1,500
  • Directors: EGP 1,200
  • White collars: EGP 1,000
  • Blue Collars and Clerical jobs: EGP 750
• Note: If the lodging booked on bed & breakfast, then 25% will be deducted from the above rates upon payment.
  • Laundry: Covered as per actual receipts only if the travel duration exceeds 07 days, starting from Day 8.