Air Travel Approval Policy

1.0

DISTRIBUTION
Corporate, Sales and Manufacturing Plants

2.0

APPLICABLE FORMS
Intercontinental Travel Approval Form

3.0

APPLICABILITY
This procedure applies to all Baxter (India) Pvt. Ltd, employees, contractors and
temporary workforce in all functions. This policy is effective w.e.f. 23 March, 09

4.0

PURPOSE
The purpose of the policy is standardise the approval process for Travel and controls
on the travel expense.

5.0

RESPONSIBLE DEPARTMENTS
Finance and HR

6.0

PROCEDURE
Regional Travel( Within Asia Pacific)

Pre-approval in travel authorization form is required from Finance Director and

Country Manager
Three quotes for Airlines fare should be taken and economical option should be
selected.

Intercontinental Travel ( Outside APAC)

Pre-approval on Intercontinental Travel Authorisation Form as per attachment

from Finance Directors, Country Manager and Vice President Finance Asia
Pacific.
Approval request should be raised at least month before the date of travel
Three quotes for Airlines fare should be taken and economical option should be
selected.

Domestic Air Travel

7.0

Pre-approval from the supervisor before the date of travel

Three quotes for Airlines fare should be taken and economical option should be
selected.

Exception
Exception to the procedure defined above in the policy document is required to be
approved by Finance Director and Country Manager

Baxter India Private Limited

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Air Travel Approval Policy

Intercontinental Travel Approval Form
Employee Name:

_________________(Print) Position/Function: _________________________

Job Location (country): _________________Destination Country:________________________

Travel Duration: From ____________________ (mm/dd/yy) to ___________________ (mm/dd/yy)
Business Purpose/Justification:
__________________________________________________________________________________
__________________________________________________________________________________
_________________________________________________________________
Number of Previous Trips Made in 2009:
To Proposed Destination____________________ To All Non-APAC Destinations ________________
Estimated Cost in USD: ________________________ (use current FX rates; include air tickets, hotel,
meals and other travel related expenses)
Requestor: (Pls Sign & Date)

___________________________
Approvals: (Pls Sign & Date)
Direct Manager:

Country Finance Director:

(if applicable)
_________________________ _________________________
Name (print):

Name (print):

Asia Pacific Functional VP:

Asia Pacific Finance VP

Country General Manager:

(if applicable)
___________________________
Name (print):

(if applicable)
____________________________

_________________________

Name (print):

Yogi Yogendran

Baxter India Private Limited

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Air Travel Approval Policy

Applicability:
1. This approval form should be used before making a reservation for an out-of-Asia-Pacific trip.
2. It starts immediately for travel arrangements. The Company will formally inform all employees in
case this business control is removed in future.
3. The approval for out-of-Asia-Pacific travel is required for all Baxter Asia Pacific employees,
contractors and temporary workforce in all functions.

Approval Matrix:

Need to Travel
outside
Asia Pacific

Country
Finance
Directors
Approval

Country
GMs
Approval

No

Direct
Managers
Approval

Yes
Are you a
Regional
Employee

APAC
Function VPs
Approval

APAC
Finance VPs
Approval

Travel
Arrangement
with Vendors

Send Signed
Approval Form
to Zhou Qun

Central Filing
@ APAC
Finance

Baxter India Private Limited

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