For Internal use only

Local Conveyance and UPC

Coffee Day Beverages /HR/
Reimbursement Policy

Local Conveyance and Upcountry Travel

Reimbursement Policy
The contents of this document must not be reproduced or disclosed to any person outside
the organization either wholly or in parts without the prior consent of the Head-HR Coffee
Day Beverages.

Table of Contents
S No. Description Page Number
1. Objective 1
2. Eligibility 1
3. Grade-wise Limits 2
4. Upcountry Travel Limits 3
5. Claim process 4
6. Forms 6
7. Downloadable forms 8

A. Objective:
To articulate a policy on Local Conveyance and Upcountry Travel reimbursement process for
Coffee Day Beverages employees.

B. Local Conveyance and Field Reimbursements:

As part of duties, employees from certain departments spend a considerable amount of time on
the field meeting customers and external stakeholders. This policy has been envisaged with a
view to compensate employees in these departments with reasonable allowances/
reimbursements for client visits on the days they spend on the field. The four categories under
which employees can claim these Field related reimbursements and applicability is given below.

1. FDA- Fixed Daily Allowance:

Applicable for:
 Full-time on roll sales personnel
 Service/Operations personnel who are on field travel
 Any other function where the employee is required to be on field travel

2. Conveyance per km reimbursement for:

Applicable for:
 Any employee travelling out of office on official work
 For employees not having own vehicle auto charges would be reimbursed post
approval from reporting manager

Valid From: 01/01/2014 Page 1 of 8

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Local Conveyance and UPC

Coffee Day Beverages /HR/
Reimbursement Policy

3. VMA- Vehicle Maintenance Allowance:

Applicable foron-roll employees required to travel on field for a minimum of 1 month.

4. MA- Mobile Allowance:

Applicable for on-roll employees as per the limit with prior approval from the reporting
manager

C. Grade-wise Limits for Local Conveyance and Field reimbursements

FDA(Rs.) Conveyance(Rs.)

MA*
Designation Grade Probn. Confd. Per Km Monthly Limits*
VMA (Rs.)
4 Whlr 2 Whlr 4 Whlr 2 Whlr
Sr. General Mgr. II - - 6.00 - 600 - - *Actuals
General Manager IIA - - 6.00 - 600 - - 3000
Upto Upto
Rs.3000 Rs.4000
Sr. Manager IIIA pm* pm* 6.00 2.75 600 - - 3000
Manager IIIB 100 120 6.00 2.75 600 5250 3750 2000
Assistant Manager IV 80 100 6.00 2.75 150 4750 3750 2000
Sr. Executive VA 60 80 - 2.75 150 - 3250 750
Executive VB 60 80 - 2.75 150 - 3250 750
Jr. Executive VI 60 80 - 2.75 150 - 2750 750
Assistant VII 30 50 - 2.75 150 - 2750 350
*Actuals or Limits whichever is less. Food bills to be provided

Guidelines:
 The above allowances/ reimbursements are applicable only for official local field
travel. It does not include any expenses incurred for commuting from home to office
and vice-versa.
 For Mobile phone bills, photocopy of the bill/ 1st page of the E-bill is acceptable.
 If the employee is given a company car or buys it as part of a company assisted
scheme, the employee must use that for official travel and not claim taxi charges.
 Claim forms and process is articulated in the following pages.

Valid From: 01/01/2014 Page 2 of 8

 For Internal use only

Local Conveyance and UPC

Coffee Day Beverages /HR/
Reimbursement Policy

D. Upcountry Travel Limits:

Employees may need to travel to other locations within the country for meetings, trainings,
client visits etc. The city wise hotel stay limits, local travel, food limits and applicable mode
of travel are detailed below.
Designation/ City Local Mode Of
Stay(Rs.) Food(Rs.)
Grade Travel (Rs.) Travel
A 5000 800 1300 Air #* / II TIER
Sr. Gen Mgr. /
B 3500 700 1000 A.C.TRAIN
Gen Mgr. (II, IIA)
C 3000 600 850
A 4000 750 1000 Air #* / II TIER
Sr.Manager (IIIA) B 2500 600 900 A.C.TRAIN
C 2000 600 700
A 2750 550 800 II / III TIER
Manager ( IIIB) B 2250 400 700 A.C.TRAIN
C 1600 400 600
A 2000 500 800 III TIER
Assistant
B 1800 400 600 A.C.TRAIN
Manager (IV)
C 1200 400 500
A 1300 350 500 III TIER
Sr. Executive (VA) B 1000 250 400 A.C.TRAIN
C 900 250 350
A 1300 300 450 III TIER
Executive (VB) B 1000 200 300 A.C.TRAIN
C 900 200 250
A 1000 250 400
II CLASS
Jr. Executive (VI) B 750 175 250
C 500 175 200
A 800 200 350
II CLASS
Assistant (VII) B 700 150 225
C 500 150 175

Note : The city classification represents:

Class City
A Mumbai and Delhi
Hyderabad, Chennai, Bangalore, Kolkata, Pune, Chandigarh, Ahmedabad,
B
Kochi, Trivandrum
C All other cities, excluding the A and B cities

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Coffee Day Beverages /HR/
Reimbursement Policy

Guidelines:
- Employees should opt for train travel if there is an option of overnight train/ journey time is
less than 8 hours.
- All Air travel is subject to prior approval from division head, and must be planned well in
advance to avail of low/ discounted fares.
- The above policy is not applicable for employees in their base location of work. In those cases,
the local conveyance policy will be applicable.
- Only expenses incurred under the headers mentioned above will be reimbursed.
- All claims MUST be supported with valid and original bills for all amounts claimed.
- While travelling upcountry, we expect you to follow the daily sanctioned limit for stay,
conveyance or travel. In all cases where the amount spent exceeds the limits, the excess amounts
will not be payable.
- The prescribed limits for stay, conveyance and food are inclusive of all local taxes.
- All Upcountry bills need to be received before 18th of the month for processing and credit in
the first week of the following month. Claims received after 18th will be carried forward to the
following month for processing. Claims received after two months of travel will not be
processed.

E. Claim Process:

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Coffee Day Beverages /HR/
Reimbursement Policy

F. Timelines:

Valid From: 01/01/2014 Page 5 of 8

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Coffee Day Beverages /HR/
Reimbursement Policy

G. Forms:
Annexure 1
Up Country Travel Reimbursement Form
Name of the Employee
Emp.ID Number
Designation
Department
Place of Visit
Date of Travel
Date of Return
No of Days Stayed
Mode of Travel
Travel Fare Paid By Company
Travel Fare Paid By Individual(Ticket has to be
attached)
Lodging Charges
Food Charges
Conveyance Charges(please attach Separate sheet)
Others(If any)
Total Amount Claimed

Less Advance(If any)

Total Amount Payable

Employee Signature Reporting Manager HOD

Signature Approval Approval

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Coffee Day Beverages /HR/
Reimbursement Policy

Annexure 2
Local Conveyance Reimbursement Form
Name Of Employee
Emp ID
Dept
Designation
Type of Vehicle
Date Of Travel Place Of visit Purpose Client No. Of Amount
Of travel Name Km

Total Conveyance Amount

(Payable As per limit)
Daily Allowance(As per field
visit)
Vehicle Maintenance
Mobile Allowance(as per limit)
Miscellaneous
(If any, please specify)
Total Amount Claimed

Employee Signature Reporting Manager HOD

Approval Approval

Valid From: 01/01/2014 Page 7 of 8

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Local Conveyance and UPC

Coffee Day Beverages /HR/
Reimbursement Policy

Downloadable forms:

Upcountry Travel Copy of Local

claim format.xlsx Conveyance Format.xls

Valid From: 01/01/2014 Page 8 of 8