Purpose
This procedure is to establish a clear and efficient process for MBA staff as well as teaching staff to deal with matters in relation to duty trips, in compliance with the policies and regulations of the Faculty of Business Administration and The Chinese University of Hong Kong. This procedure aims to ensure that all duty trips are recorded accurately, air tickets as well as hotel accommodation are confirmed in a timely manner, and relevant expenses are paid/reimbursed according to the appropriate procedures.
Practice
The following practice is adoptable to duty trip application for MBA staff as well as teaching staff with effect from 14 July 2023 onward until further notice.
Procedures
1. Preparing the form “Record of Duty Trip” by applicant (MBA staff/teaching staff)
1.1. Read Chapter B16 “Duty Trips and Per Diem Allowance” of the Staff Handbook and complete the form “Record of Duty Trip”.
1.2. Submit the completed form together with the appropriate supporting documents (i.e. invitation email, programme and itinerary of the trip, course outline, etc.) to the respective team’s Office Administration Team Coordinator (“OA Coordinator”) at least 4 weeks prior to the start day of duty trip.
1.3. The OA Coordinator checks and passes the completed form and supporting documents to Central Administration (CA) team for seeking endorsement of budget holders/their delegates and approval of Dean.
NOTE: For teaching staff, the OA Coordinator needs to send the completed form and supporting documents to the Department Chair/School Director for endorsement before forwarding to the CA team.
1.4. After the endorsement of budget holders/their delegates and approval of Dean, CA team scans and emails the whole set of documents to the respective OA Coordinator for follow up.
NOTE: For teaching staff, the OA Coordinator needs to email the approved form and supporting documents to the teaching staff for record.
1.5. CA team inputs the record of approved duty trip and uploads the scanned file into CUPIS for the MBA staff concerned and keeps the original record form and supporting documents in the respective employee folder.
2. Confirming the purchase of air ticket via Corporate Travel Management Limited (CTM) by the OA Coordinator after the Record of Duty Trip has been approved.
2.1. From 1 June 2023 to 31 May 2024, for the price of air ticket from HK$15,000 to HK$30,000:
A Direct Purchase Order (“DPO”) is required by the CTM. A DPO can be issued immediately in CUSAP for seeking the endorsement of budget holders/their delegates. Then the OA Coordinator sends the endorsed DPO to CTM for issuance of air ticket.
2.2. From 1 June 2023 to 31 May 2024, for the price of air ticket exceeding HKD30,000:
The OA Coordinator is required to prepare an Expenditure Application (“EA”) in CUSAP for seeking the endorsement of budget holders/their delegates. The OA Coordinator sends the endorsed EA to Ms. Kaisiu Leung (Business Unit) for Business Unit’s approval. An approval email will be sent to the OA Coordinator after the EA has been approved. Then, the OA Coordinator can download the DPO endorsed by Business Unit via the EA application and send to CTM for issuance of air ticket.
3.1. If hotel accommodation is covered by sponsorship or separately paid for, the per diem allowance payable will be reduced to 40% of the full per diem rate.
3.2. If the MBA staff/teaching staff, instead of staying in a hotel, is provided with free accommodation by a friend, relative, lives in his/her own hours, etc., the allowance payable will be reduced to 60% of the full per diem rate.
3.3. For the purchase cost up to HK$15,000, no quotation is required. Direct purchase order or direct invoice is applicable.
3.4. For the purchase cost over HK$15,000, the university ordering and tender procedures published at the website of Finance Office should be followed.
3.5. A quick reference guide is shown below:
| Quick Reference Guide | |
|---|---|
| Purchase Cost (HKD) | Procedures/ Approval Authorities |
| Up to $15,000 | 1. Quotation comparison not mandatory 2. Direct Purchase Order AA: D/U Head or BH |
| $15,001 – $30,000 | 1. Minimum 2 competitive verbal quotations + Quotation Sheet + E.A. e-form 2. Refer to Procedure (A) for details AA: D/U Head or BH + BU |
| $30,001 – $150,000 | 1. Minimum 3 competitive verbal quotations + Quotation Sheet + E.A. e-form 2. Refer to Procedure (A) for details AA: D/U Head or BH + BU |
| $150,001 – $500,000 | 1. Minimum 3 competitive written quotations through Request for Quotations (“RFQ”)
dispatched by BU
through email 2. D/U to submit Forms for RFQ to BU 3. RFQ email box opens at 10:00 a.m. on working days 4. BU to forward opened quotations to D/U for recommendation 5. D/U to assess quotations and raise E.A. e-form 6. Refer to Procedure (B) for details AA: D/U Head or BH + BU |
| Above $500,000 but under Open Tender Thresholds |
1. Tender exercise to invite a minimum of 4 suppliers unless impracticable 2. D/U to submit Forms for Tender Invitation to BU 3. Tender box opens on Tuesday and Thursday at 2:30 p.m. on working days 4. BU to forward opened tender submissions to D/U for recommendation 5. D/U to assess tender submissions and return recommendation to TB Secretary via BU for follow up 6. For purchases of goods, BU to post the invitation to CUHK Procurement System (“CUPro”) for open tendering 7. Refer to Procedure (C) for details AA: D/U Head + TB |
| Open Tender Thresholds: General services: Over $1.4M Consultancy services: Over $3M Services for construction and engineering works: Over $5M |
1. D/U to submit Forms for Tender Invitation 2. After BU confirms posting of open tender invitation (via CUHK Procurement System (“CUPro”)), D/U can separately notify suppliers whom they know about the open tender posting 3-7. Same as above AA: D/U Head + TB |
Supplementary Notes to the Procedures
1. User Guides and Video Demonstrations for preparation of DPO and EA via CUSAP can be found in CUSAP.
2. All oversea trips (including trips to Mainland China) as well as overseas travelling expenses must be approved by Dean.
3. All the overseas travelling expenses should be reimbursed on an actual expense basis and capped at the full per diem entitlement.
3.1. The daily subsistence allowance can be referred to the “Rates of subsistence allowance outside Hong Kong”
3.2. Supportable items for air ticket and transportation: direct flight economy return airfare, airport tax, inter-city public transportation and transportation from/to Hong Kong airport.
3.3. Accommodation and out of pocket expenses should be incurred from the night before the commencement of official duty to the night immediately after the end of official activities, excluding those days for excursions or sightseeing.
4. The approved form “Record of Duty Trip” should be one of the supporting documents for purchase of air ticket and hotel accommodation; and the reimbursement of overseas travelling expenses.
5. Appropriate supporting documents are required for reimbursement of overseas travelling expenses:
5.1. Proof of goods/services purchased: original supplier invoice, etc.
5.2. Proof of Payment: original boarding pass, flight itinerary, original hotel accommodation invoice and official receipt, original official receipts of out of pocket expenses, copies of credit card slip/bank statement (only for the particular transaction shown), invitation email, programme and itinerary of the trip, participant list, etc.
6. For travelling from/to Hong Kong airport by private vehicle, the travelling expenses should be claimed by completing the form “Reimbursement of Local Travelling Expenses Claim”.
