Travel & Expense Policy
Effective 2025-01-01 · Version 2.1 · All amounts in CNY unless noted
1. Air Travel
| Route Type | Default Class | Price Cap | Upgrade Conditions |
|---|---|---|---|
| Domestic < 4 hours | Economy | ¥2,500 / ticket | Not permitted without VP approval |
| Domestic ≥ 4 hours | Economy preferred | ¥3,500 / ticket | Business permitted with manager approval |
| International | Business | Market rate | Approved by Department Head; 14-day advance booking required |
⚠️ All flights must be booked through the approved corporate booking channel or reimbursed at the most economical available fare at time of purchase.
2. Hotel Accommodation
| Destination | Nightly Limit | Notes |
|---|---|---|
| Tier-1 cities (Beijing, Shanghai, Guangzhou, Shenzhen) |
¥800 / night | Breakfast included preferred |
| Other domestic cities | ¥600 / night | Business-class hotel; minimum 3-star |
| International | ¥1,200 / night (or equivalent in local currency) |
Requires pre-approval; hotel chosen by traveller |
- Extended stays (>7 nights): serviced apartments may be substituted at equivalent rate.
- Double-occupancy or shared rooms are not required.
3. Meals & Per Diem
Daily Meal Allowance
¥200
Per day, all meals combined
Per Diem (trips > 3 nights)
¥150
Flat daily allowance — no receipts required
- Client entertainment meals follow the Client Hospitality Policy (separate budget, pre-approved by manager).
- Alcohol is not reimbursable unless pre-approved for client entertainment.
- Receipts required for all individual meals over ¥50.
4. Ground Transport
| Mode | Policy | Limit |
|---|---|---|
| Taxi / Didi (ride-hailing) | Permitted for airport transfers and client meetings | ¥300 / trip |
| High-speed rail | 2nd class standard; 1st class if booked >3 days in advance | ¥800 / ticket |
| Rental car | Requires manager approval; economy class only | ¥500 / day |
| Personal vehicle | Reimbursed at ¥0.80 / km | Requires odometer records |
5. Submission Requirements
- All expense claims must be submitted within 15 business days of trip return date.
- Each item must include: date, category, amount, description, and receipt photo.
- Claims over ¥5,000 require manager counter-signature before submission.
- Non-compliant items (over-budget, missing receipt) must be marked and will require written justification.
- Currency conversion: use the official CNY mid-rate on the date of transaction.
6. How to Submit
- Ask the AI assistant: "Claim my expenses for my [city] trip" — it will compile and check your report automatically.
- Review the compiled report and confirm items. The assistant will flag any non-compliant items.
- Confirm submission — the assistant posts directly to this portal.
- Track reimbursement status at Expense Claims →
- Finance processes approved claims within 5 business days.