TravelPolicy for Edge Coordinators (EC)

Version No. 1.3

W.E.F 20
th
Feb-2014
Policy Owner 2COMS

Eligibility: This is applicable to all ECsof 2COMS.
Purpose: To streamline and regulate the travel expenses of ECs.
City Categorization:

Category A Category B
Cities
Bengaluru, Chennai, Delhi, Mumbai,
Hyderabad and Kolkata
Rest all

Policy:

1. APPROVALS:

1.1. Deviations: All deviations from this policy are subject to Prior approvals of the Functional
Head (Client). If the ECs foresee any possible deviations from the policy while planning the travel
they must obtain Functional Heads (Clients) approval on email before travelling. In any case,
Functional Heads (Clients) approval must be obtained before incurring any kind of expense
involving deviation from the Policy or any expense not covered under the policy.




1.2. All travel claims which are within the Policy Limits are subject to respective Regional
Manager- Academic Deliverys (Client) approval.




2. OUTSTATION TRAVEL

2.1. Mode of Travel:
The mode of travel for ECs travelling outside their base locations (Outstation) will be as follows:
Please note that if the above mentioned approvals are obtained after proceeding
for the travel or incurring the expense, then the same will not be accepted and the
expense will not be reimbursed.


Mode of Travel
Mode: Train (Sleeper Class) or Bus (Non-AC) only
Tickets will be self-booked and reimbursed on production of tickets

2.2. Accommodation:
While on Outstation Travel, the Hotel room rent eligibility will be as mentioned below:
Hotel Stay / Room Rent
City Single Occupancy Double Occupancy
Category A
Rs.1500 per night (Inclusive of
taxes)
Rs.2250 per night (Inclusive of taxes)
(combined eligibility for 2)
Category B Rs.1000 per night(Inclusive of taxes)
Rs.1500 per night (Inclusive of taxes)
(combined eligibility for 2)
Direct payment must be made to Hotels, which will be reimbursed against original bills
If no overnight stay is involved, ECs are not expected to check-in to a Hotel

2.3. Boarding Expenses Reimbursement:
Food and other expenses incurred during outstation travel will be reimbursed as per the amount
(cap) mentioned below.
Boarding Expenses Reimbursement
Boarding Expenses Reimbursement Entitlement:
Up to Rs. 350 per day; subject to production of
original bills
Boarding Expenses include food, laundry, telephone, and miscellaneous (excluding alcohol, which will not
be reimbursed)
Is Applicable only in case of outstation travel.
In case of same-day return (or day-trips) only 60% of the above entitlement shall be applicable provided the
minimum distance travelled is 40kms (one way). However, in case the trip duration is more than 10 hours,
then full entitlement shall apply
In case of outstation travel involving overnight stay, if the EC has travelled less than 10 hours on the first or
the last day of the travel, then only 60% of the above entitlement shall be applicable for the first or the last
day.
Not applicable if stay and meals are organized by the Company (e.g. in case of Trainings,
National/Regional meets etc.)

2.4. Local Conveyance in the Outstation Location:
While on outstation travel, local conveyance in the outstation location will be reimbursed on
actual Auto-rickshaw fare only. No bills will be required.

3. LOCAL TRAVEL (WITHIN BASE LOCATION)



3.1. Local Conveyance Reimbursement Rate:
For local travel in base city (where the EC is posted), the ECs may claim conveyance
reimbursement as follows:

Local Conveyance Reimbursement Rates
Any mode (self-owned 2 wheeler or public
transport):
Rs. 4 per km
Not applicable for local travel from residence to school or vice-versa.

3.2. Local Conveyance Reimbursement Limits:

3.2.1. The maximum daily limit of Local Conveyance Reimbursement is as follows:
Category A cities Max 200 kms per day cumulative
Category B cities Max 100 kms per day cumulative

For longer distances, ECs are advised to choose mode of travel as described under 2.1.

3.2.2. Any travel involving overnight stay will automatically qualify as Outstation Travel and ECs are
advised to choose mode of travel as described under 2.1. However, in case ECs use personal or
hired vehicles for such travel, then reimbursement will be made on basis of Sleeper Class Rail-
fare for the shortest possible distance between the locations.

4. Business Expenses:
All Business Expenses example Courier Charges, Cyber Caf Charges, Register &File Purchase
charges etc will be reimbursed on actuals on submission of the requisite bills.

5. Interpretation and Exceptions:
While the policy aims to cover most situations, there may be situations which may arise which are
not included in the Policy. In all such cases, and also any other areas pertaining to this Policy, the
joint decision of the Functional Head (Client) and CEO of 2COMS will be final and binding.

Note -Wherever possible, the ECs should use necessary caution to ensure that expenses are
curtailed within reasonable limits without in any way compromising on safety and comfort e.g.
sharing hotel accommodation, making calls from PCO rather than using the hotel telephone,
pooling of public transport instead of taking different modes of transportation to the same
destination etc.

6. Time Lines to Claim Reimbursement
The reimbursement claim along with the required approvals (and in the correct reimbursement
claim format) should be emailed to 2COMS within 15 days from the date of expense. For eg, if an


EC has traveled on the 12th of the month, the reimbursement claim with required approvals and in
the correct reimbursement claim format) should be emailed to 2COMS latest by the 27th of that
month.

7. Expense Reimbursement Process:
Kindly refer Annexure 1 for the process to claim travel expense

8. In case of Non-Availability of bills
In case of non-availability of any mandatory bills (travel/food/accommodation), the expense claim
will not be processed.

9.Disputes
In case of any dispute or discrepancy under this reimbursement policy, the joint decision the
Functional Head (Client) and CEO of 2COMS would be final and binding on all Edge Coordinators.
Neither 2COMS nor the Client shall be under any obligation to disclose the reasons for non-
reimbursement of any reimbursement claim (if any).





















Annexure 1
Process to Claim Reimbursement
Step No. Description
1
The Reimbursement Claims must be submitted in the format given below and
emailed to your Regional Manager- Academic Delivery for approval
2
Forward the approved claims in the required format to
travel.expense@2COMS.com

An approved reimbursement mail has to be email to 2COMS (travel.expense@2COMS.com)
within 15 days of the actual expense date. For eg, if an EC has incurred the expense on 12th of
the month, the approved reimbursement claim (as per the policy) email has to come to
2COMS latest by the 27th of the month.

Reimbursement Format

a) To Claim Reimbursement for Travel within the city

Sr
No
EC
Code
EC
Name
Cost
Type
Travel Expense- Within City
Date
of
Travel
Travelled
From
Name of
School/Venue
Travelled to
Purpose
of
Travel
Kms
Travelled
(A)
Per Km
Reimbursement
in Rs (B)
Total Amount
of
Reimbursement
(A X B)


4










c) To Claim Reimbursement for Boarding Expense
Sr
No
EC
Code
EC
Name
Boarding Expense
Date
Base
City
(City of
Posting)
Outstation City
(City Travelled
to)
Name of
the
school
Travelled
to (in
Outstation
City)
Purpose
of
Travel
Distance
Travelled
in Kms
Nos of
Hours of
Visit
(including
travel)
Bill
No.
Type of
Expense
Amount

Food/Boarding
etc


d) To Claim Reimbursement of Business Expense
Sr.
No
EC
Code
EC
Name
Business Expense
Date of
Expense
Bill
No.
Type of Expense
Purpose of
Expense
Amount

(Courier
Charges/Cyber Caf
Charges etc)



Sr
No
EC
Cod
e
EC
Nam
e
Cost
Type
Travel Expense- Outside City
Date of
Travel
Purpose
of Travel
Travelle
d From
Name of
School
Travelled to
Mode of
Travel (If
App)
Class of
Travel
Amoun
t


Train/Bus
Sleeper/Non
-AC