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Title:domestictravel,deputationandlocaltravelpolicy
Author:nutan.mehta
LastUpdatetime:0603201711:25:06
LastUpdateby:nutan.mehta

Domestic Travel,

Deputation and Local

Travel Policy

InputZeroTechnologiesPvt.Ltd.
EffectiveFrom 1Mar2017
Version 2.0

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TableofContents

1.DomesticTravelPolicyObjective.

2.EmployeeCategorizationforTravel
Plans..
3.
Applicability...............................................................................................................
4.TravellingandConveyanceMode
....
4.1BusandTrain
4.2AirTravel
5.Booking
Guidelines.....................
5.1Travel
5.2Lodging
5.3LocalTravel
6.Travel
Plan...
7.LodgingBoardingandMiscellaneousChargesforDomestic
BusinessTravel..
8.DeputationPolicy
Objective
9.DefinitionofDeputation..

10.

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Applicability
11.
Scope
12.
Policy
13.Allowanceswhileon
Deputations
14.PolicyonLocalTravel
Objective
15.
Eligibility.
16.
Scope..
17.Inappropriate
Charges.......
18.Reimbursement
Guidelines..
19.
FAQs

DocumentChangeHistory

Change
Policy
Revision Policy Document type
Revision Rationale revision/
Version Effective Release/ (add/
Description forchange Document
No. Date Revision modify
revision
/
2 01Mar 02Mar17 Policy Document
Objective Modify
17 Upgradation revision

Employee
Document
Categorization Modify
Revision

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Categorization Modify
Revision
ofTravelPlan
Document
Applicability Add
Revision
Travellingand
Document
Conveyance Modify
Revision
Mode
Booking Document
Modify
Guidelines Revision
Policy
TravelPlans Modify
Revision
Lodging
Boardingand Policy
Modify
Miscellaneous Revision
Charges
Deputation Policy
Add
Policy Revision
Policyonlocal Policy
Add
travel Revision
Reimbursement Policy
Modify
Guidelines Revision
FAQs Add
Policy
1 Apr15 Dec15
Published

DomesticTravelPolicy

1.Objective
TheobjectiveofIZTTravelPolicyistoensurethatallthebusiness
travelsundertakenbyemployeesareconsistentwithBusiness
objectivesofIZT.
BusinessTravelIncludes:
Travelfromasales/presalesandtechnicalperspectivetocustomers
orprospects.

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TravelrelatedtoTrainings,ConferencesandExhibitions.

Temporaryandshorttermprojectrelatedtravelstocustomersin
differentcities.

2. Employee Categorization for Travel

plans

EmployeeType TravelMode

AllEmployees,Trainees Air,TrainACIII,Bus
andContractors

3.Applicability
Thispolicyisapplicableforallthepermanentemployees,traineesand
contractorsofIZT.ForDirectorsandManagingDirectorsoftheIZTbillswill
beapprovedaspertheactuals.

4.TravellingandConveyanceMode
4.1BusandTrain
FortravelbyBusorTrain,necessaryapprovalwillberequiredfrom
themanageronemail.
Fortrainjourney,travelcanbebyRajdhani/Shatabaditrainsandthe
busjourneybyACorVolvobuses.

4.2AirTravel

Ifthereisapressingbusinessneedtoreachimmediatelyatthe
destination,exceptioncanbedoneforairtravelonlyafterDirectors
approvalonemailwithreasonwhichwillhavetobeattachedbythe

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approvalonemailwithreasonwhichwillhavetobeattachedbythe
employeewhilesendingtheclaimtoFinanceDepartment.
Airtravelshouldonlybedonebyeconomyclassandeffortsneedto
betakentoflythemosteconomicalflight.
Directors/BoardofDirectorsmaytravelinbusinessclassin
exceptionalsituations.

Documentsrequiredforseamlesscheckin:
Passport
Avalidphotoidentificationcard(PAN,DrivingLicence,Adhaarcard
orVoterID)
Validbookingvouchers
Boardingpass

5.BookingGuidelines

5.1Travel

Employeeswillbookaticketforanytravelthemselves.Incaseof
emergency,managementcanbooktheticketfortheemployees.
Foranybusinesstravel,employeesaresuggestedtobooktheticket
inadvanceassoonastheirtravelhasbeenconfirmed.Booking
shouldbedoneatleast7daysinadvance.However,emergency
booking(lesserthan7days)willonlybedoneaftergettingsecond
approvalwithbusinessjustificationforemergencybythemanager.
Incaseemergencybooking(onlytrain/bus,notair)isdonebythe
agents,maximum5%oftotalticketamountorRs.300/(whichever
islesser)willbeallowedasbookingchargesbytheagent.
Dependinguponthebandwidthandavailability,ticketbookingcould
bedonebyHR/Financedepartment.However,theyshouldbe
consultedforoptimumandbestoptions.

Employeeswilltravelusingmosteconomicandefficienttravel.

Ladyemployeewilltravelonlybetween7.00a.m(startof
train/flight/bus)and8.00p.m(reachingtime).Incaseanylady

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train/flight/bus)and8.00p.m(reachingtime).Incaseanylady
employeeoptsforthejourneyotherthanthespecifiedtime,itwillbe
athersolerisk.

5.2Lodging

Incaseofselfbooking,accommodationinguesthouse/hotelshould
bebookedbytheemployeesinthehotelslikeOyoRoomsorones
withinapprovedbudgetinAnnexureA.Wherethesearenot
available,exceptionshouldbesought.
Thelodginglocationshouldbebookedwithin5Kmsofthework
location.
LodgingExpenseforthepreviousnighttothedayofarrivalorany
checkinbefore12PMofthesamedaycannotbeclaimed.
e.g.Myflight/Trainreacheson18th JulyMorningat6am.To
freshenupIwanttotakeahotel.Hotelwilllevichargesforstayof
17th night.Itmustbebetweenemployeeandhoteltoseeifthey
allowearlycheckinatnoadditionalcostthanthestayfor18th night.

Lodgingcannotbeclaimedincasethetravelisjustforadayi.e.
samedayreturnorreturn<24hrs.Howeverincaseof
circumstanceswheresecurityisaconcernorthiscannotbe
managed,approvalshouldbesoughtexplicitly.

5.3LocalTravel

CarRentals:Fortoandfrotransportfromairport/bus
stand/RailwaystationTaxiscanbebookedinadvanceoratthetime
ofreaching(OnlyOlaandUbercabs).Forbookingfromanyother
Cab/Taxipriorapprovalisrequired.NoPremium/luxurycabcharges
willbereimbursedotherthanthenormalonesunlessyouhave
foreigncustomersandunderspecialcircumstances.Howeverprior
approvalwillhavetobetakenforthesame.

6.TravelPlans

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TravelPlan1 TravelPlan2

Travellingupto14days Travellingmorethan14days

Accommodationinguesthouse/hotelifbookedby
IZTTravelDeskorSelfBooking,therateswillbeas
perAnnexureA(III),boarding,miscellaneous&
conveyanceexpenseswillbecoveredasper
AnnexureA(I).forupto14days
IncaseofownarrangementonLodging,Boarding
Miscellaneous&conveyancetheeligibilitywillbeas
perAnnexureA(II).
Initial7daysaccommodationinguest
house/hotelisprovidedbyIZTTravelD
incaseofSelfBooking,therateswillbe
AnnexureA(III),boarding,miscellaneous
conveyancechargeswillbecoveredas
annexureA(I).
8th dayonwardsdeputationpolicywillbe
applicable.Incasethecompanyprovides
accommodationduringdeputation,empl
onlybeeligibleforBoarding,Miscellaneo
Conveyance(BMC)specifiedindeputat
policy.

Note:

1.Incasethetravelextendsbeyond14dayswherestayisnotknown
tobemorethan14days,still14dayspolicywillapplyand
deputationwillapplyfrom15th Day.

2.Incasestayisformorethan14days,deputation/TravelPlan2will
beapplicablefromday1.

3.IncaseCompanyprovidesaccommodationforthecompletestay,the
employeewillhavetonecessarilystayinthecompanyprovided
accommodationandownarrangementwillnotbeapplicable.
4.Ifanemployeetravelsforlessthan14daysandsubsequently
extendshis/herstayformorethan14daysduetoofficialreasons,
thenthemonthlydeputationallowancewillbeapplicablefromthe
dateofextension.

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5.Ifanemployeeisrequiredtotravelforofficialreasonsafterstaying
inalocationformorethan14daysthenmonthlydeputation
allowancewillbeapplicable.

6.Intheeventanyemployeeisrequiredtotravelforpersonalreasons,
duringtravelplan1ortravelplan2,theexpensesforthattravelwill
havetobebornebytheemployeeunlessapprovedotherwisein
advance.Noallowanceswillbepaidonthedayswhenemployee
travelsforpersonalreasons.

7.Lodging,Boarding,Miscellaneous&
ConveyanceChargesforDomestic
BusinessTravel
Zone A: Metro Cities like Delhi, Gurgaon, Noida, Mumbai,
Bangalore,Chennai,Hyderabad,KolkataandPune

ZoneB:Allothercities

AnnexureA
I II
Boarding(B),Miscellaneous(M) Own
andConveyance(C)Perday Arrangement
(Including
Boarding,
IndiaCityZone EmployeeBand Lodging,
Miscellaneous,
Conveyances)
WithBills WithoutBills
PerDay(INR)
(INR) (INR)
withoutbills
MetroCities BelowManagerial 500 300 1000
cadre
Managers/Senior 600 400 1200
Managers
Heads 700 450 1500

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Heads 700 450 1500

AllotherCities BelowManagerial 400 250 800

cadre
Managers/Senior 500 350 900
Managers
Heads 600 400 1000


PleaseNote:

1.Boarding,MiscellaneousandConveyancesChargesincludeallfood
expenses, laundry, housekeeping, local conveyances, official phone
calls,faxes,photocopying,internetcharges,otherexpensesincurred
forofficialpurposes,tips,porterageandothernonbillexpensesetc.
2.Own arrangement include all expenses such as Lodging, Boarding,
Conveyance,andMiscellaneous.
Ownarrangementoptionwillcompletelybevoidincaseorganization
makes the arrangement of Guest house/Service apartment. Hence
its mandatory to take prior approval before making own
arrangement. This is to avoid duplicate charges where already
companyhasastayarrangement.
3.OwnArrangementwillnotbeapplicableforasingledaytrip.
4.In Own arrangement , Annexure I and Annexure II will not be
applicable.
5.TravelAdvancecanbeoptedbyanemployeeandunutilizedamount
willhavetobereturnedwithin7daysofreturn.

DeputationPolicy
8.Objective
1.Tolaytheframeworkunderwhichofficialtravelwillbeconsideredas
Deputation.
2.To help employees with opportunity to work on various projects

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2.To help employees with opportunity to work on various projects

thereby enabling them to succeed in lateral movement and
developmentinotheroperationsintheinterestoftheorganization.

9.DeinitionofDeputation:Deputationwouldmeananystay
whichismorethan14daysuntil90days.Anystaybeyond90dayswillbe
consideredastransfer.

10.Applicability
The policy is applicable for all employees be it on probation, confirmed or
trainees,contractors.

11.Scope
Scopeofpolicyistocoverthelivingexpenseswhileonprojectoutsidethe
baselocation.

12.Policy
TheProjectManagerwillhavetoinitiatedeputationforanemployee
basedontheprojectcriticality.TheemployeeandHRwouldhaveto
beinformedaboutthesameoneweekinadvance.
Any stay beyond 90 days would be considered as transfer.
Employees will have to stay in guest houses/service apartments
wherevertheorganizationhasthem.

If Company takes care of the accommodation during deputation

period,then employee will not be eligible for deputation allowance
towardslodging/accommodation.He / she will be eligible for BMC
only.
Domestic Travel policy will have to be adhered to when one is on

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deputation with respect to booking of initial accommodation and

Travel. Travel arrangement and accommodation may be facilitated
bytheAdministration/FinanceDepartment.

13.Allowanceswhileondeputation:
Employees will be provided the following deputation allowances if they
maketheirownarrangementaspertheirbands:
Grade Per Month Boarding PerMonthLodging/
Miscellaneous and Accommodation
Conveyance(BMC)
Below Managerial Rs.6000/ Rs.12000/
cadre
Manager/ Senior Rs.7000/ Rs.15000/
Manager
Heads Rs.8000/ Rs.20000/
Directorsandabove Atactualsagainstbills Atactualsagainstbills

Note:
1.If stay is for less than 14 days due to unforeseen circumstances
while on deputation, then these amounts will be prorated for the
month.Thiswouldmeanthattheemployeewassentondeputation
from the 1st day and his/her stay got reduced due to unforeseen
circumstances.

2.Please note that claims without bills will be considered as taxable
amount.

3.No allowances will be paid when on leave or when away from the
project site. Organisation will not provide any house deposit to
employees.

4.If employee travels on personal reasons while on deputation, he /
she will not be paid the allowances for those days and or travel

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she will not be paid the allowances for those days and or travel
expenses.Theallowanceswillbepaidprorated.

5.EmployeesonDeputationwillhavetopreparedetailedreportonthe
assignmentregularly.

6.It would be sole responsibility of the employee to take care of his
belongings and company property during the period of deputation.
Organisation will not take any responsibility in case of any loss of
companypropertyortheftduringthatperiod.

7.When using company accommodation, employee will take care of
thepremisesandtheamenitiestherein.

8.Any damages caused due to mishandling and negligence will be
recoveredfromtheemployee.

9.Employee on deputation will be governed by the rules and
regulationsoftheclienthe/sheisdeputedto.

10.A formal letter of Deputation will be issued by HR department and
employees will be expected to follow the terms mentioned in the
letterandthepoliciesprevalentatthatpointintime.

PolicyonLocalTravel

14.Objective
Toenableemployeesclaimtheirlocaltravelforofficialpurposes,whichdo
notincluderegularprojecttravel,usingtheirownvehiclesorusinganyother
modeoftransport.

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modeoftransport.

15.Eligibility
Thepolicyisapplicableforallemployeesandtrainees.

16.Process
16.1Employeeswhousetheirownvehicleonofficialdutymayclaimfuel
reimbursementasfollows:

TwowheelerRs.3/perkm

FourWheelerRs.7/perkm.

OnlyManagersandSeniorManagerswillbeeligibleforFour
wheelerclaims.

16.2Billspertainingtotheclaimsshouldbeattachedalongwiththeclaims.

16.3Employeeswhouseothermodesoftransport:

Formalapprovalwillberequiredfromrespectivemanagerswhile
usingcabs.TakingacabforLocalTravelisrestrictedtoUberand
Ola.Alsoifanycorporatetieupsaretheretheyshouldbeleveraged
asfirstchoice.

WhereautofromOlaisused,hardcopiesofbillsneedtobe
preservedandfortheothers,thesamecanbenotedandlater
claimed.

16.4Financewillreleasetheamountonlyonreceiptofthehard
copiesofthebillsasperthecutoutdates.

17.InappropriateCharges
Thefollowingcategoryofexpenseswillnotbereimbursed:
Alcoholicdrinks

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