COMPANY NAME

CITY
CORPORATE HUMAN RESOURCE DEVELOPMENT DEPARTMENT
TRAVEL POLCICY

HRD/HRP/003

01/12/2008

1. Objective
To administer and provide guidelines to employees on domestic travel.
2. Scope and coverage
All employees i.e. probationers and permanent nature and also the trainees
across the branches are covered under this policy.
3. Applicability
This policy will apply to the existing employees and employees who may join in
future.
4.

Eligibility

A. Travel
Travel

Grade

Class
Air / II AC / III AC

M5 & Above
M4* & M4

Air, II / III A/c, I Cls, A/C CC/

AC Bus

M3*, M3, M2* &

M2
M1*,M1 & M*
S1-S6 and others

1st Class / III A/c / A/c CC /

AC Bus
II sleeper/CC / Ultra Delux Bus
II sleeper / CC / Bus /

Local conveyance
Taxi (Tata Indigo or
equivalent)
Auto/Taxi (Tata
Indica or equivalent)
Auto
Bus / Auto
Bus

(i) All employees must submit a requisition (format attached) to the local
administration / Personnel / HRD Department giving sufficient time to arrange
for tickets.

Wherever the travel takes place within a distance of 100-150

kms., the employee shall make arrangements on his own and keep the
Administration department informed. All outstation travel must be planned
well in advance, so as to facilitate to obtain confirmed tickets.
(ii) Travel arrangement for eligible employees shall be made by air only when

a) the journey necessitates for travel more than 13 hours or

b) the journey involves to start in the morning and back to originating city
on the same day or
c) the journey is made by direct flight
(iii) All travel includes overnight stay at the destination cities shall be made by
train only
(iv) Where there is no direct flight or the journey is to be made for 4-5 hours,
then, the travel shall be made by train only.
(v) Whenever employees have to travel, due to work exigencies, may even be
allowed to go by flight on economy airlines with an appropriate approval by
the authority concerned.

While returning he will travel as per the eligibility

specified above.
(vi) The Branch In-charges can travel as per the eligibility in the next higher
grade. However, the boarding and lodging eligibility remains the same.
B. Boarding (Eligibility per day)
Grade
M6 & Abv
M5
M4* & M4
M3* & M3
M2* & M2
M1*, M1 & M*
S1- S5
Others

A+ City
Actuals
350
325
300
250
200
200
200

A' City
Actuals
325
250
200
175
150
150
150

B' City
Actuals
250
200
175
150
125
125
125

C' City
Actuals
200
150
125
125
125
100
100

A+City: Mumbai, Delhi and Chandigarh

A City : Chennai, Kolkatta, Bangalore, Pune and Hyderabad
B City : Cochin, Vizag, Coimbatore and other state capitals not covered
in A+ and A cities
C City : All other towns not covered in A+, A and B cities
C. Lodging (Eligibility per day)
Grade
M6 & Abv
M5
M4* & M4
M3* & M3
M2* & M2
M1*,M1 & M*
S1- S5
Others

A+ City
Actuals
2500
2200
1300
1000
700
500
400

A' City
Actuals
1600
1250
750
500
450
375
225

B' City
Actuals
1500
1000
625
450
375
300
175

C' City
Actuals
1200
750
500
375
250
200
125

A+City: Mumbai, Delhi and Chandigarh

A City : Chennai, Kolkatta, Bangalore, Pune and Hyderabad
B City : Cochin, Vizag, Coimbatore and other state capitals not covered
in A+ and A cities
C City : All other towns not covered in A+, A and B cities

(i)

Wherever company has guest house or accommodation facility, the

employees will have to first seek accommodation in such places. If there is
no room in the guest house, only then the employees have to look for
accommodation elsewhere.

(ii)

Own arrangement: Employees can make own arrangement for their stay. In
such cases, he will be eligible for 40% of the boarding and lodging
eligibilities and he need not produce any bills to claim the same. However,
this will not be applicable to employees who hail from Chennai / native
whenever they visit Chennai / native places on official duty.

(iii) Employees nominated for residential training programs /conference/ seminar

outside, will be eligible only incidental expenses.
(iv) The above Boarding and Lodging eligibility includes laundry expenses,
newspaper, mineral water, etc.
(v)

Boarding expenses can be claimed by en employee if the journey starts

a)
b)
c)
d)

before 8.00 a.m.

after 8.00 a.m.
after 2.00 p.m.
after 9.00 p.m.

- 100% of the eligibility

- 75% of the eligibility
- 50% of the eligibility
- NIL

(vi) Boarding expenses can be claimed by an employee if he reaches the

destination
a)
b)
c)
d)
a)

before 8.00 a.m.

after 8.00 a.m. & before 1 p.m.
after 2.00 p.m.
after 9.00 p.m.

NIL
25% of the eligibility
50% of the eligibility
100%

The boarding eligibility mentioned in clause 4(B) above applies only when
the travel is made for more than 12 hours. The rates will apply as per the
eligibility at the destination centre. Whenever the travel is made less than
12 hours, only the incidental expenses viz. breakfast, lunch or dinner,
coffee/tea expenses alone can be claimed as mentioned in clause (v) or (vi)
depending upon starting and arrival time.

b)

Wherever, an employee travels for less than 4-5 hours a day, but stays over
night at the destination, his eligibility of boarding expenses shall be worked
out by applying the above clauses (v) and (vi). For example, an employee
leaves for Ahmedabad from Baroda at 10.30 a.m. and returns on the next
day after 9.00 p.m., can claim 75% of the boarding eligibility [mentioned in

clause 4(B)] on the day of travel and 100% boarding eligibility for the next
day. And if the same person reaches the originating city before 9.00 p.m.,
then he can claim only 75%, so on and so forth.
c)

While claiming boarding and lodging expenses, employees who are in the
grade M1* and below, can combine both these expenses and submit bills,
provided the sum total of boarding and lodging expenses do not go beyond
his eligibility. For example, an employee in M* grade travels to A+ city may
incur lodging expenses of Rs.600 and boarding expenses Rs.300. This is
acceptable as the expenses are well within his actual eligibility of Rs.900/per day (i.e. Rs.700 + Rs.200) towards boarding and lodging. However, this
will be acceptable only on production of lodging bills.

This facility is not

available for employees in grade M2 and above.

5. Submission of bills and Accounting
(i) On return from the tour, employees must submit their TA bills within 4 days
from the date of reaching the station along with approved On Duty form,
necessary tickets, vouchers, bills, etc. in original to accounts department.
(ii) Official Telephone expenses can be paid in full, provided the vouchers for the
same are submitted.
(iii) Employees may take cash advance on account of outstation travel and
submit the bills along with necessary vouchers duly authorized by the HOD/
Functional Head.
(iv) Bills submitted more than the eligibility will not be allowed.
(v)

If any employee is traveling with his colleague, senior, any expenses

incurred jointly should be claimed only by the Senior Employee.

(vi) A travel report, stating the purpose of travel, outcome and other
developments, etc. must be submitted to the HODs concerned. Receipt of
the same should be acknowledged by the HOD / Functional Head in the
Travel Expenses Statement. The format of Tour Report and Travel Expenses
Statement are enclosed.
(vii) The TA bills shall be verified by the accounts department.

Accounts

department is authorized to deduct the expenses incurred which are not in

line with the policy.

6. Review and amendment

Management shall review this policy periodically and amendments required, if any
shall be made accordingly.
7. Residual Power
This policy is basically guidelines and the management reserves the right to
withdraw / modify to suit organizations philosophy at any time without assigning
any reason whatsoever.
8. Effective
The scheme shall come in to force with effect from 1st January 2009.

Head-HR

Head Finance

Executive Director

CMD