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Title National Travel

Document SOP_PMP_2.XX
Code

Current version 1.0

Release date Jan 30, 2024

Effective date Feb 23, 2024

Supersede N/A
version

Information Veriff-CONFIDENTIAL
classification

Approvals

Name Date

cUlla Helm (General Jan 30, 2024

Counsel)

cBrian Close NDirector of Jan 9, 2024

Finance, Accounting and
Control in Accounting)

Author/creator of the SOP Date

cKristin Komp NBusiness Nov 8, 2023

Quality Assurance
Manager)

Process owner Date

cMarie Jürimäe Jan 19, 2024

NWorkplace Manager
Estonia and Global H&S
Specialist)

1. Purpose
The purpose of this SOP is to define basic
tasks and responsibilities associated with
national business travel. This procedure
provides guidance and explains processes
related to national travel of our employees
across all Veriffʼs locations and is also a
resource for arranging your Business travel
and any expenses related to that travel as
well as processing your expense report.

2. Scope
This procedure is applicable to employees
employed by following entities (hereinafter
referred as “Employee”): Veriff OÜ, Veriff
Inc., Veriff Spain S.L. and Veriff UK Ltd
(hereinafter referred as “Company”) and
also Companyʼs team members employed via
employment service providers NDeel and
similar). This procedure is a resource for
arranging your national Business travel and
any expenses related to that travel. This
procedure starts when the employee has a
valid business case for business travel and
ends when the employee has received the
approved upon compensation to their
personal bank account.

3. Acronyms, definitions
For all common terms used in this procedure,
please refer to the
[Link]

3.1. Business travel is a journey taken for

business purposes (e.g. meeting a client,
attending a conference, working from
another group entity by the needs of the
company etc), during which Employee will
fulfil their responsibilities in a destination not
specified as main place of work in the
employment agreement of the employee,
generally for a period of no longer than 30
calendar days in a row.

3.2. TravelPerk is a tool used for booking

flights and accommodation for both national
and international travel.

You can find all the details about

TravelPerk from TravelPerk Handbook.

3.3. National business travel - A business

travel within the country to any other place
than to the place of work stated in the
contract.

3.4. Per Diem NDaily Allowance) - A monetary

amount specified by the legislation for
covering living and meal expenses while
travelling in connection with work.

3.5. Approver - An employee appointed by

the Division Head/ the Division Head who
approves their Area employeeʼs travel
requests in Travelperk or on any other
booking platform.

4. Responsibility-Matrix
Under the direction of the Veriff divisional
heads, Area Leads are responsible to ensure
compliance with this SOP by all employees
within their area or team. Any
tasks/responsibilities described in this
procedure may be delegated to subordinate
staff, on condition that they are adequately
trained and competent to perform the
delegated task.

Roles ARSCI:

Accountable ,A-

The stakeholder who bears overall responsibility

for making sure that the tasks within responsibility
scope get completed with the right level of quality.

Responsible ,R-

The stakeholder who has to carry out specific

tasks according to the specifications provided by
the "Accountable".

Sign-off ,S-

The stakeholder who is required to review and

provide sign-off. While C stakeholders can opt out
from contributing if the specific task is not relevant
to them, S stakeholders need to always be involved
and provide sign-off.

Contributor ,C-

The stakeholder who is required to provide input

and ensure that the input is complete from the
specific stakeholder perspective point of view.

Informed (I)

The person who needs to be made aware of the

results of the work, as this is required for their own
tasks in R, A, C responsibility.

Actions/Functio Empl Appr Area Fina

n oyee over Lead nce

Makes a C A/R/
business case S
for business
travel

Applies A/R
reasonable
business
judgement and
makes cost-
efficient
decisions when
travelling for
business.

Approves the I A/R I

travel bookings

Monitoring the R A/R/

travel and S
entertainment
spending of their
area and
securing that
business travel is
justified and
expenses related
to it are
reasonable

Any A/R
cancellations or
changes related
to business
travel

Approves the C R A/R

Business trip
report

Finds a A/R
substitute for the
Approver and
creates a
Workplace ticket
and chooses
“Travel“ to
inform the
Workplace team.

5. Workflows
Cross-functional workflow - National Travel:

Process area: Expense

Sub-Process: Travel Doc. Ref: [Link] National Travel Version: 1.0
Instruction name: National Travel

-Preceding activity- -Within 7 days-

6. After travel, submits a
1. (if the duration is longer
Business case for business trip report 8. Receives funds to the
0. Start than 1 day) Inform
travel their bank account
Area Lead about the costs
Spendesk
Employee

2.(if applicable) Book flights

9. End
Drive
TravelPerk

Refer to
Business Trip Report
3.(if the duration is longer
than 1 day) Book
accommodation
TravelPerk

4. Receives the request,

makes a decision

TravelPerk
Approver

Go to
No 5. Request is approved? Yes
end
Area Lead and Finance

Go to 7. Reported expenses are

No Yes
step 6 approved?

6. Trigger events

Start:

-preceding activity- There is a valid case for

business travel.

Request an approval for business travel from

the Area Lead.

End:

Receives funds to their bank account.

Additional Events:

N/A

7. Step by Step process

7.1 National Travel

Step Role Action Syst

no. ols u

N/A Employee -preceding activity- N/A

Has a valid reason for

travelling for business.

Take account the

[Link]
net/wiki/spaces/BQ/pa
ges/3103065957
before booking any
travel.

1 Employee If the duration of the N/A

National Business
Travel is longer than
one day and involves
lodging and/or in-
country flight
expenses, then inform
your Area Lead prior
to the trip in order to
inform them about the
costs.

2 Employee If applicable book Trav

your flights via for fl
TravelPerk if you need
Elron
to travel by plane
for tr
within the country.
Esto
For other modes of
transport (such as
personal car, taxi, bus
or train), please see
Transportation Rules
for the reimbursement
costs.

3 Employee If the duration of stay Trav

is more than 1 day,
book your
accommodation.

Please see
Accommodation Rules
for additional
information on your
responsibilities and
maximum room rates
allowed by Veriff.

Please see per diems

set for other expenses
during your stay
based on your
location.

4 Approver Receive the request Trav

via TravelPerk and
make a decision.

5 Approver Is the request Trav

approved?

If no, travel cannot be

compensated by Veriff
and the process ends.

If yes, the employee

can go on the
business trip, continue
to step 6.

6 Employee During the Business Goog

Trip the Employee will Shee
be
Spen
compensated only for
the things agreed with
authorized approver
(as per cost approval
matrix).

After the Business

Trip:
Fill in the business trip
report - Business Trip
report template

Fill in the 'Business

trip report' within 7
days after the end
of the business trip.
Describe the
purpose of your
trip in following
detail:
If you visit
conference or
exhibition -
provide the
name of the
event together
with the link;
If you visit
clients or
partners -
provide the
name of the
company and
contacts.
Add all receipts
where the
purchased
product/service is
described and
visible:
Card payment
confirmation is
not a receipt;
Payments in
cash without
receipt canʼt be
reimbursed.
Add per diem
according to your
location;
Add personal car
costs.

Download the filled

report and add to
Spendesk.

More
information
about
reimbursing
the costs in
Spendesk can
be found here:
Expense
management
on Spendesk

7 Area Lead Receive the Business Spen

and trip report with
Finance reported expenses
and approve the
reimbursement.

8 Employee If the Business trip N/A

report was filled in
corrently and
expenses were agreed
to be reimbursed by
the Area Lead and
Finance, the funds will
be deposited to your
bank account.

If the report was

incorrectly filled in and
rejected, go back to
step 6 and make the
correction(s) to the
'Business trip report'.

9 Employee Process ends. N/A

Exceptions - N/A

8. Data involved in this process-

CRUD

Step Syste Data used Cre Rea Upd

no. m or atio d ate
tool n s

4, 5 Travel Flight Yes Yes Yes

Perk details (if
applicable
)
Accommo
dation
details
Employeeʼ
s personal
informatio
n:
first
name
last
name
email
ID
card or
passpo
rt
details

6, 7 Spen Employeeʼ Yes Yes Yes

desk s personal
informatio
n
first
name
last
name
Expense
claims

6 Googl Business trip No Yes Yes

e report
Sheet template
s

9. Business Rules

Accommodation Rules:

In case of changes in travel plans, Employee is

responsible for changing or cancelling the
accommodation booking to avoid cancellation fees

The maximum room rates that can be applied whe

booking accommodation domestically are set
below:

Location Maximum room rate

(per night)

Estonia NTallinn, 100 EUR

Tartu)

UK NLondont 300 GBP

US NNew York) 300 USD

Spain NBarcelona) 300 EUR

Mexico 250 USD

Brazil 250 USD

Colombia 250 USD

National Per Diem

No receipts are needed

Employeeʼs location Per Diem rate

Estonia NTallinn, No daily allowance for

Tartu) National Business
Travel.

UK NLondont 25 GBP if staying

overnight.

If the stay is not

overnight, daily
allowance is 10 GBP.

US NNew York) 70 USD

Spain NBarcelona) 15 EUR if staying

overnight.

If the stay is not

overnight, then there
will be no added daily