Entertainment Network India Limited Title: Domestic Travel & Tour Policy

Effective: 1st Jan 2016

Version No. Effective Date Change Type

1.0 1st Jan 2016 Domestic Travel & Tour Policy

1.1 15th Jan 2018  Extension of company Tie-up

with OLA/UBER- Clause 2.1
 Incorporation of GST details for
all hotel Bills, for claiming of
reimbursements – Clause 6.2.
 Extension of Harvey for Cashless
Hotel bookings. Clause 6.1
 Recovery of air fare charges for
employee no shows (already
being followed)

1. Domestic Travel Entitlements:

Levels Air Train

Managing Director Business Class 2 Tier AC
CXO’s /EVP /SVP / VP Economy 2 Tier AC
Economy (low cost carriers
AVP / Group Head / Group only) 2 Tier AC / 3 Tier AC
Manager
Sr. Managers / Managers Train or Air -Economy 2 Tier AC / 3 Tier AC
(only if Air travel is approved
by RD’s and Function
heads)
 All the Team Members are advised to book tickets in the lowest available fares within
the time gap of two hours.
 Designated team members are allowed to fly business class
 In case of no shows for air tickets, the cost will be recovered/adjusted from the
employee’s travel claims
2. Local travel by road while on inter-city tour:

2.1 Company has entered into a national tie-up with OLA nd UBER for any local
conveyance while team members are on tour. Under this arrangement, the team member will
not be required to pay the radio taxi operator and instead the bills will be directly paid for by
the company. Please use this facility for making local car travel arrangements only while on
tour.
2.2 This amount will stay as an advance in the name of the team member and will need to
be cleared through the travel claims to be submitted within 45 days of the travel journey.
2.3 Advances that remain standing in the name of the team member beyond 45 days will be
recovered directly from the team member’s salary.
2.4 In case of non-availability of OLA/ UBER due to any reason, employees can travel by
normal cabs and claim as per the Daily Local Conveyance mentioned in clause 6. 2.5 If a
Company owned or Company hired vehicle is availed of during a tour or for a local journey,
specific approval should be provided and booking should be routed through FIM only.

Those entitled to hire a car please note that SUV's like Innova / Xylo should be hired only in case
there are 4 or more team members travelling together.

3. Air Travel exceptions .

Senior Managers & Managers who are normally eligible for journey by rail, will be permitted for
journey by air, based on work requirements. Prior permission for air travel should be obtained
from Regional Directors / Functional Head.

4.Road Journey using own mode of conveyance :

Rate of reimbursement for fuel and other expenses for journeys undertaken by road will be Rs.
6.00 (Rupees Six only) per km, when the Executive uses his/ her own car. Total of such expenses
should not exceed the cost of air/rail travel for the same journey. Prior permission of Department
Head/ Station Head is necessary for this.
When one or more team members travel in same car, the reimbursement for the road journey will
be allowed only to the team member, who owns that car or the one who pays for the journey
expenses. Also, the claiming member when billing, must state the name of other team members
who have traveled with him/her.

5. Food & Beverage expense reimbursements :

Reimbursements made towards food expenses expressly exclude alcoholic beverages (when on
tour or otherwise). The cost of alcoholic beverages, if incurred by any team member, must be
borne by the team member. The company will not reimburse liquor expenses of members on
travel unless there is prior written approval from the CXO’s. Reimbursement of food and non-
alcoholic beverage expenses of team members on travel will be reimbursed post submission of
actual bills.
6. Entitlement of Hotel and other expenses:

Hotel
Sr City Expense Guest House Daily Local
No Designation Class Limit Stay (DA) Conveyance Incidental
A b c d e f
Board of
1 Directors As Per Board Resolution
A 8500 650 800
2 MD & CXO's B 7000 550 700 150
C 4500 400 600
A 7000 500 500
3 SVP/ EVP/ VP B 5500 400 350 125
C 4000 300 200
AVP/ Grp A 5500 500 350
4 Head/ Grp B 4500 400 250 100
Mgr. C 3500 300 150
A 4000 400 200
5 Mgr / Sr.Mgr B 3000 350 150 75
C 2500 200 100
Class of cities:
Class A – Delhi, Mumbai, Kolkata, Chennai & Bangalore
Class B –Ahmedabad, Pune, Surat, Indore, Coimbatore, Kochi, Guwahati Amritsar & State
Capital.
Class C – Rest of India
* Rates mentioned above are including Taxes & excluding food. Food bills will be reimbursed
on actual submission of the bills.

6.1 Cashless Hotel Booking

ENIL has tied-up with Harvey worldwide (aggregator), under which the hotel stay
charges will be settled by the aggregator and the employee will not have to pay the hotel
at the time of checkout. Employees who wish to avail this cashless benefit, need to get in
touch with their FIM, who are authorized to book through Harvey.

6.2 In case employee does his/her own bookings, then hotel bills should be in company’s
name and should carry GST number of the state where employees travel. Eq if an
employee’s base location is Mumbai and he is travelling to Chennai, then the hotel
should mention the GST number of Enil Tamil Nadu office. (PFA list of ENIL’s GST
nos. in Annexure 4)
6.3 Please note – For self-made bookings, it is compulsory to have GST Number and
Company’s name on the Hotel bills to get the full reimbursement. In case the bill is
without company’s name and correct GST number, ENIL will reimburse only the basic
amount to employee. e.g. In case of self booking by employee in a Delhi hotel, if the
Hotel bill is for Rs.5900/- in which 5000/- is basic and 900/- is GST, if the GST number
of ENIL Delhi is not mentioned or incorrectly mentioned or of any other state, ENIL will
reimburse only Rs.5000/- to employee.

Monetary limits specified in Column ‘d’ above are meant for reimbursement of actual hotel
expenses only and do not represent flat daily allowance rates to be paid to the team members.

Incidental Expenses specified under Column ‘f’ in the table above are payable only in the case of
stay in Hotels and not otherwise. These are meant to cover expenses in nature of tips, cartage,
coolie etc.
While staying in hotels, all Executives are encouraged to stay on twin sharing basis together with
their peers/colleagues as a measure of economy and because it fosters a feeling of good
fellowship among colleagues. Directors and Departmental Heads will however have the option to
stay in individual rooms within the parameters prescribed hereinabove.

When staying in the company guest houses team members will be entitled for a sum mentioned
in Column ‘d’ of the table above as reimbursement towards food and other expenses when they
are accommodated in the company guest house. This sum is for food as well as incidental
expenses and hence the team member will not be entitled to claim food and incidental expenses
over and above the sum mentioned. The member will, however, be entitled to claim conveyance
expenses.. (Annexure II Attached).

In the event of the Guest House facility or accommodation therein not being available,
employees are encouraged to stay with their friends and relatives. In such cases, they will be paid
Rs. 1000/- subject to a limit of Rs. 5000/- (Rupees five thousand only) per city in a single trip.
No food and incidental Expenses are payable in such cases.

In cases where an Executive at the place of his/her tour checks out of a hotel/guest house and
spends the day on official work and leaves the place in the night for return to his/her branch,
he/she will be paid as per the limits specified in Column ‘d’. No food and incidental expenses
will be paid for that day. Conveyance, however, shall be payable.

7. Meetings and Conferences

Whenever executives are invited to attend any Group Meetings/Conferences, and the expenses
on lodging, boarding and transport are paid/borne by the Company, only Incidental Expenses
under Column ‘f’ will be paid.

Executives undertaking tours on invitation/sponsorship by outside parties, where expenses are

borne by such outside parties and not by the Company, team members will be paid as per the
limits specified in Column ‘d’ but no other conveyance reimbursement or Incidental Expense
will be paid to them in such cases.

8.Tour Claims

Travel Expenses Bills must be submitted to the Company soon after the journey is completed but
not later than 45 days from the date of returning to the office after the end of the journey.

If the claims are not submitted within the stipulated timelines, the advances will be recovered
from employee’s salary in following month after giving due notice to the employee.

9. Administration
Administration and Finance Department will jointly administer this policy

10. Entertainment and Business Promotion expense reimbursements

Expenses incurred during the tour on entertainment should not be included in the travel bill, but
should be claimed and get sanctioned separately giving the usual details like the names of the
persons entertained etc. Annexure III. These expenses will need to be signed off by CXOs.

11. Other circumstances

An employee on leave, if recalled to duty before the expiry of his/her leave period, would be
entitled to reimbursement of traveling expenses in accordance with these rules for the journey
from the station he/she is camping while on leave to the place where he/she is asked to report. If
he/she feels necessary to return to utilize his/her remaining period of leave, then return journey
fare may also be paid to him/her, depending upon the circumstances of each case.
In case any designation is not covered in the above classification, application will be decided in
relation to the closest relevant category, while keeping in view their functions and grade.
For special contingency, advance payment against traveling expenses may be made if required
but the advance must be proportionate to the expenses likely to be incurred on the tour.

12. Process for Travel

Before the start of travel, team member must get his / her travel approved from the approving
authority. This approval must be taken in the travel sanction request form (Annexure 1).

 Post approval the team member must send a copy of the approved travel sanction form to
the travel desk.

 The Travel desk is responsible for all travel related bookings. Post booking, the travel
tickets along with a copy of the counter foil of the invoice for the bill of tickets (where
available) must be handed over to the team member. The original copy of the
invoice/internet confirmation of booking must be retained by the employee.
  The travel claims must be submitted within 45 days of the travel. Travel bill/Hotel
bill/airplane boarding pass and e-ticket copy/train ticket photocopy/taxi bills/food bills, as
applicable, should be attached with the filled-up format of travel expenses statement form
(Annexure II)

 While submitting the claim the team member must mention all the company paid
expenses. For instance, the company has purchased the flight tickets for the team
member, the team member is required to mention the cost of such expenditure made by
the company in this regard and attach e-ticket copies supporting this with his travel claim.
If the company has paid for the hotel accommodation, then the team member needs to
find out what this amount was and enter it in his travel claim.

 The team member must send the duly filled travel expenses statement/claim form along
with the supporting and with the signature of the approver on the claim statement to the
Branch Finance/Location finance.

 Branch/Location finance must send the settlement documents to the Corporate Finance.

 The Corporate finance will credit the amount due to the team member directly in his or
her bank account within 15 working days from the date of claims received (subject to no
queries in the claims)
 For computing the daily allowance/reimbursements, the “tour day” will be deemed to
begin one hour before the scheduled departure of the flight / train, and one hour after the
actual arrival of the flight / train, and would include journey time provided, however, that
a “tour day” would be deemed to have been completed if an executive happens to be
away from the headquarters for more than six hours at a stretch.

Annexure 1 Travel Sanction Request form

Annexure II Travel expense settlement form

Annexure III- Business Promotion/ Staff welfare form.

Annexure IV – List of GST numbers

‘The Company reserves the right to review, modify or withdraw any policy at any time without
giving any notice’