EMPOWER, pracat! fri es Sa BO Travel & Tour Policy 2018 Travel & Tour Policy OBJECTIVE * To define the policy that determines employee's travel entitlements and guidelines for reimbursement of travel expenses. ‘+ To provide reasonably comfortable travel, boarding and lodging facilities while on business tour commensurate with the image of the company and conducive to good performance. ‘+ To ensure efficient use of company money for business travel SCOPE This policy is applicable to all employees of Empower Pragati and covers, amongst other things, the mode of travel, hotel accommodation, food expenses and incidental expenses. These are the upper limits for travel entitlements. Employees are expected to seek the most competitive rates at all times and make every effort to minimize travel costs. ‘The guiding principle for this policy is as follows: This policy does not provide for an element of profit or remuneration and is not intended to build status through expensive travel modes. The guidelines for domestic travel have been designed keeping in mind that business tasks are to be performed in an effective and efficient manner. Hence employees are expected to choose that alternative which does not hamper effective performance and is cost effective. BUSINESS TRAVEL Employees who are required to proceed on ‘Outstation Duty’ travel within the country, shall be governed by the following rules with respect to their travel: ‘+ ‘Outstation Duty’ shall mean any travel undertaken beyond office City limits or/and wherever overnight stay is involved, '* Outstation Duty travel is deemed to commence with effect from the time an employee leaves residence or office for departure to his/her business destination and Outstation Duty travel shall complete when the employee arrives at his/her residence or office on return from the business travel.—— EMPOWER | practi ‘reromun ies SHA A ‘Travel & Tour Policy 2018 MODE OF TRAVEL, Employees shall use the most economical means of travel. Travel eligibility is as under: Levels Mode of Travel Local Travel at Outstation Trainer Bus/Train 3rdac/Shared __Bus/ Auto / Shared cab Taxi Center Managers/ Project Bus/Train 3rd ac/Shared _Bus/ Auto / Shared cab Coordinators/MISHead/ Taxi Quality Head/ Placement Head/Function sub heads In the following situations, as an exception, employees not eligible for air travel will be eligible for air travel with prior approval of Project Head ‘© Where travel by rail / road exceeds 24 hours ‘© Where rail / road fare is more than or equal to air fare © Operational exigencies necessitate air travel All air travel needs to be pre-approved by Project Head. Managers and above must book their own tickets and pay for boarding/lodging and then claim from company. For the employee bands below Managers, the company will decide or pay/book in advance. Where convenient rail / road transport is available, employees should use the same (i.e. Delhi — Chandigarh ~ Shatabdi Express, Delhi~ Allahabad overnight Train etc) OR Luxury Buses. Local Travel at outstation shall be as per above entitlements Employees are expected to use the Online Cab services like Uber /Ola or Pre-paid taxi service available at airport and railway station for drop to their Office / residence. Employees are also entitled to hire a vehicle for a drop & pickup to & from airport / railway station. This will be subject to prior approval from the immediate supervisor.EMPOWER |pracan ‘Travel & Tour Policy 2018 ACCOMMODATION The following would be the maximum limits (INR) for Dormitory/ Hostels / Hotel room rent, excluding Taxes) and allowances: Staff Project Head/ (Mobilizers, Cluster head / Placement function head Executives/ Admin/ other Staff) When traveling together Employees below manager level and of the same sex are required to stay together. In this case the maximum limit shall be as per the rates applicable for a single person only and applicable for the person who is entitled to a higher maximum limit. For e.g. a mobiliser and trainer sharing a room would be eligible to rent a hotel room with a maximum limit of Rs.1500. In case the team of 3 members has opted for triple occupancy in order to save company costs, they are entitled to claim the additional charges for extra bedding over and extra breakfast (if breakfast is inclusive of room tariff for the other team members) over above their maximum limit amount. Manager level and above are allowed to stay in separate rooms though the efforts should be to stay together (when of the same sex) to save company cost. When staying together in a single room, the maximum limit shall be as per the rates applicable for a single person only. In all cases, when travelling for mobilization, ToT or any such purpose the aim should be to find shared accommodation. In situations, where a group is mix of different levels, the efforts should be to stay together at one place, within the project budgets.EMPOWER |pracan ‘Travel & Tour Policy 2018 FOOD ALLOWANCE Employees on outstation business travel shall be entitled to Food allowance as per the given Entitlements. The Food allowance is reimbursed to cover expenses on account of all meals (breakfast, lunch, dinner & other refreshments). All such expenses can be claimed only subject to availability of bills. Cities/ Levels, Trainers | Center Managers/ | Project Head/ Cluster Project head / function head Coordinators /Function sub heads Employees are eligible for Incidental Expenses as given above, to claim Out-of-pocket allowance to cover sundry expenses like reading materials, tips, porter age etc., while on outstation business, travel. No bills are required to claim this amount. APPROVALS AND AUTHORIZATIONS Before proceeding on outstation business travel, the employee must fill-up the Travel, Authorization Form and get it approved. Employee should mention the period and purpose of travel in the form. Responsibility Final approval — Operations Head/Director Department's Approval - Head of Department ‘TRAVEL EXPENSE STATEMENTSEMPOWER, pracat! fri es Sa BO Travel & Tour Policy 2018 It is mandatory to submit all the bills to the Reporting Manager with all supporting documents within 48 hours of journey completion. Travel Expense statement in the prescribed form (Annexure V), duly approved by the immediate supervisor must be submitted within 7 days from the date of completion of each outstation official travel. Accounts Department will not settle expense report without the approval. In cases Where amount is due to the company from the employee, such amount should be returned by the employee with his expense statement. Alternatively, it will be adjusted from the employee's salary in the same month in which the travel expense statement is submitted to the Accounts Department. No claim for alcoholic drinks and cigarettes are admissible. While on business travel, if any employee takes leave, such leave must be approved prior to proceeding on a business travel assignment.