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COMPANY NAME CITY

CORPORATE HUMAN RESOURCE DEVELOPMENT DEPARTMENT TRAVEL POLCICY

HRD/HRP/003
1. Objective

01/12/2008

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 Grade M5 & Above M4* & M4 M3*, M3, M2* & M2 M1*,M1 & M* S1-S6 and others Travel Class Air / II AC / III AC Air, II / III A/c, I Cls, A/C CC/ AC Bus 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. specified above. While returning he will travel as per the eligibility

(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) before 8.00 a.m. b) after 8.00 a.m. c) after 2.00 p.m. d) 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. available for employees in grade M2 and above. This facility is not

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.


line with the policy. 6. Review and amendment

Accounts

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

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