Flight Ticket & Business Travel

contributors

Yao Jiayuan

last updating date

2021-05-22

Flight ticket

Booking from NTU appointed travel agency

  • Find a suitable flight for your travel through the website, such as Ctrip, Fliggy, Qunar, Expedia (Singapore company) etc. Check the ticket FEE. We have to provide close estimate of the airfare when we submit a business travel application request.

  • Send NTU appointed travel agencies an email about your travel plan (Time & Destination etc). You can also tell them your favourite flight. If you don’t, they might send you any flight. Choose the best flight. An example email is below:

    I would like to book a flight from Singapore to San Francisco for the follow travel plan.

Dec. 8 2019: From Singapore to San Francisco
Dec. 14 2019: From San Francisco to Singapore

Could you please send me a quotation? By the way, if possible,
could you please include a flight via Guangzhou, China (Singapore-Guangzhou-San Francisco)?

  • Submit an online request via iNTU -> ServiceNow -> Request for Services -> Financial Services -> Travel -> Issue air tickcet, i.e., Notification to Travel Agent, to be approved by Prof. Ping Tong after you receive a quotation. The quotation your receive from the agency should be uploaded (Only keep the quotation for the chosen fight). Then, NTU appointed travel agency begin the process to issue/cancel the air ticket.

  • The agency will make a booking for you and ask you to confirm it. Travel booking to travel agent should include the following confirmation paragraph, which need to be included in your reply. Choose one of A-D that is suitable for you.

    I confirm that the reservation of this travel booking has met the following condition :
Traveler(s) is/are :

(A)  Employee(s) of NTU and on official NTU’s business.
(B)  Employee(s) of NTU and their dependent(s) on home leave.
(C)  Invited guest speaker(s) on official NTU’s business.
(D)  NTU student(s) on official NTU’s business.

  • After the agency issue the ticket, please keep your E-ticket and invoice.

  • Payment of the ticket

    • If you wish to bill this ticket to NTU directly, you can send the invoice to your finance department to expedite and process payment of the ticket, along with the email about the approval of the business travel request. Otherwise, the agency may send you a email to ask you to pay it as soon as possible. The address of your finance department is stated in the invoice, just after To. For MAS staff, you can submit the invoice to correspoding Finance Executive referring to NTU Leaders and Executives.

    • If you wish to pay by credit card first and reimburse from NTU later, please ask the agency. Usually, you have to provide credit card number and expiry date.

Booking from non-NTU appointed travel agency

In circumstances where the travel may be arranged through a non-appointed booking channel, a minimum of 3 quotes, of which, one must be obtained from the University appointed agent, is required. Booking made with non-appointed agent must be at a lower cost. You will have to provide the two other quotations when you are making your claim.

Travel Seat

NTU faculty holding academic leadership positions and other individuals specifically approved by President/his delegated approver may travel Business Class for flights exceeding 6 hours on official business. All other faculty and staff are to travel by standard economy class. Please note that premium economy/economy plus seat is NOT standard economy. Please be reminded that you will only be reimbursed for standard economy airfare.

Other Notes

If you have your own travel plan along with the business travel, please contact the correspondig MAS/EOS staff below. For example, you would like to go home for some days, or you would like to fly to anothe city instead of the city holding the conference. Please make sure that your plan is okay. Otherwise, your claim may encounter some problems.

Business travel

Business Travel Application

Business Travel System (BTS): iNTU -> StaffLink -> HR Services -> Business Travel System

Notes:

  • Business travel application and approval must be obtained prior to departure. If for some reason, you are not able to apply or obtain approval via BTS in time, staff needs to seek approval via email before departure. Staff that fail to do so might risk not able to get reimbursed. The Office of Finance has arranged for travel insurance coverage under the University’s Group Travel Insurance Policy. You will not be covered by travel insurance if your travel application request is not approved prior to departure. Proper document like invitation letter/email (mandatory for research trips), abstract and program sheet to be attached in the application. If there is any conference URL, please provide too. Please be reminded that invitation letter/email should be obtained prior to departure too.

  • Travel Allowance Type: Overseas daily allowance (ODA) and reimbursement claims required (100% ODA)

  • Each iterm in Expenditure Item can be estimated 20% more. Please note that should the actual claim amount submitted be less than 110% of your approved budget.

References:

Business Travel Claim

iNTU -> ServiceNow@NTU -> Request for Services -> Finance Services -> Claims & Payroll -> Integrated Claims System (ICS)

  • Travel claims must be submitted promptly upon your return.

  • NSS Finance requires claimants to submit the itinerary, flight invoice, original boarding pass, original receipts (hotel, transport, regestration, membership, abstract), credit card statements of those receipts, and other supporting documents to NSS local supports for processing of BTS claims. These documents need to be uploaded in the BTS too when you submit the online claim.

Notes:

  • The claim period should be the exact arrival/departure time in the conference city (e.g., San Francisco for AGU) that is indicated in the itinerary.

  • Abstract and membership fee should be included in Others, e.g., Others (Abstract Fee + Membership Fee)

  • If you pay with US dolar or other money instead of Singapore dollar, you should claim the actual Singapore dollar in your credit card statement. Rate type should be Credit Card Statement Rate, and Currency is SGD.

  • For AGU membership receipt, you need to write the following statement on it: In order to submit the abstract and attend the conference, I have to be a member first. However, 2019 AGU membership cannot be reimbursed (Sad!!!).

  • For Declaration term in BTS, please tick them except the following cases:

    • If your claim money is less than the previous budget when you apply for the business travel, you don’t have to (meanwhile, you are not able to) tick the first term I declare that the claims for the period stated above are solely for business travel.

    • If the funding you use is not from a funding agency, you don’t have to tick the second term The expense is to be claimed from a funding agency. Please ask Prof. Ping Tong what kind of the funding is. I guess NTU funding does not belong to a funding agency.

  • Please paste all the small receipts on a piece of A4 paper and indicate the purpose of those receipts, e.g., boarding pass, taxi/MRT/bus receipts. It will save a lot of time as it will minimise the need for NSS local supports to call/email you for clarifications.

References:

SAP Concur

SAP Concur will replace BTS w.e.f. 9 Oct 2020 and ICS w.e.f. 1 Nov 2020.

ICS for STAFF will be decommissioned and not able to accept any expense claims after 31 October 2020. Only students’ claims shall continue to be processed through ICS. Staff claims submitted via ICS but not approved by 31 October 2020 will have to be re-submitted via SAP Concur for approval. You will receive a reminder for claims that have yet to be approved in ICS before the system is closed.

  • For Claimant: Claim last submission by 27 October 2020 (Tuesday) 5pm

  • For Approving Authority: Last approval of claim by 31 October 2020 (Saturday) 5pm

For more on how SAP Concur works, view the training videos and user guides or contact Ask Concur/ICS@NTU if you need further assistance.

Contacts

Please refer to NTU Leaders and Executives for correspoding Finance Executive.