International Travel Policy

International Travel Policy
www.yash.com

 This document is exclusive property of YASH Technologies Pvt. Ltd.
No part or whole of this document may be reproduced in any form without written permission.
Revision History
Version Effective Date Author Reviewer Approver Change Summary

Sangeeta Prasad,
HR
2.0 14-Mar-11 Payal Jain, K.V. Dharmendra Jain Revised Policy
Department
Narasimha Rao
Sangeeta Prasad,
HR
2.1 8-July-13 Payal Jain, K.V. Dharmendra Jain Cosmetic Changes
Department
Narasimha Rao
Sangeeta Prasad,
Nidhi Singh,
2.2 01-June-14 Payal Jain Dharmendra Jain Updated all sections
Nidhi Bhargava,
K.V. Narasimha Rao
Ashish Raghav Eligibility of Daily
2.3 13-May-16 Laveena Nabar Dharmendra Jain
Sagun Mehra Allowance
Ashish Raghav Eligibility of Daily
2.4 15-June-16 Laveena Nabar Dharmendra Jain
Sagun Mehra Allowance
Payal Jain Eligibility of Daily
2.5 16-Nov-16 Richa Kashyap Dharmendra Jain
Nidhi Bhargava Allowance
Nidhi Bhargava Section 6.2, Revision in
2.6 7-Mar-18 Payal Jain Dharmendra Jain
Payal Jain allowance for Srilanka
 Changes related to
automation of
process on Infogram
Aditi Laveena Nabar (YASH HRIS Portal) in
2.7 20-April-19 Dharmendra Jain
Suryawanshi Payal Jain respective sections
 Removed definitions
and Acronyms in a
separate document
YASH Confidential Page 2 of 18

Table of Contents
1.0 PURPOSE ......................................................................................................................................................................... 4

2.0 SCOPE ............................................................................................................................................................................. 4
3.0 OWNERSHIP/IMPLEMENTATION...................................................................................................................................... 4
4.0 OVERVIEW ...................................................................................................................................................................... 4
5.0 TRAVEL PROCESS ............................................................................................................................................................. 5
6.0 ENTITLEMENTS ................................................................................................................................................................ 6
6.1 TRAVEL ARRANGEMENTS............................................................................................................................................ 6
6.2 FOOD & PERSONAL INCIDENTALS............................................................................................................................... 6
6.3 EXPENSES INCURRED WHILE TRAVELING (EN-ROUTE) ............................................................................................ 11
6.5 LOCAL CONVEYANCE ................................................................................................................................................ 12
6.6 LODGING/ACCOMMODATION ................................................................................................................................. 13
6.7 TRAVEL ADVANCES ................................................................................................................................................... 13
6.8 BAGGAGE .................................................................................................................................................................. 14
6.9 WITHDRAWAL OF FOREX/FOREX HANDLING .......................................................................................................... 14
7.0 NON-REIMBURSABLE EXPENSES .................................................................................................................................... 15
8.0 PRE-REQUISITES FOR REIMBURSEMENT ........................................................................................................................ 15
9.0 CLAIM SUBMISSION & PROCESSING TIMELINES ............................................................................................................ 16
10.0 TAXATION ...................................................................................................................................................................... 17
11.0 AUTHORIZATION & EXCEPTIONS ................................................................................................................................... 17
12.0 GENERAL TRAVEL SAFETY TIPS ...................................................................................................................................... 17
13.0 REPORT SUGGESTIONS & QUERIES ................................................................................................................................ 18

1.0 PURPOSE
 To ensure that international travel (outside India) undertaken by employees for business purpose is consistent
with the business objectives of the Company (YASH Technologies Pvt. Ltd).
 To ensure fair and equitable treatment to employees by defining procedures, guidelines & entitlements
associated for an authorized business travel.
2.0 SCOPE
This policy is applicable to all permanent & contract employees of YASH Technologies Pvt. Ltd. (YTPL/YASH).
Employees travelling out of India for the purpose of fulfilling business need(s) like below, are covered under this
policy.
 Business Meeting/ Conference at YASH group of companies,

 Client Meeting, Technology Exhibitions, Conferences,
 Business Development, Client Relationship Management,
 Knowledge Transfer, Training,
 Onsite (out of India) deputation.
Employees on contract status should refer eligibilities as mentioned in their respective purchase order (PO). In case
nothing is mentioned & an employee is required to travel on business purpose he/she may refer eligibilities as
mentioned in this policy. Terms mentioned in PO will always supersede the terms mentioned in this policy.
When an employee proceeds on an international business travel, the domestic travel part of journey i.e. from base
location/place of posting to location of taking international flight in India shall be managed as per the Domestic
Travel Policy entitlements.
EXCLUSION - The policy excludes instances of relocation/permanent movement to YASH Technologies Inc. (YTI),
YASH Technologies GmBH, YASH Technologies Australia (YTA) or any company under YASH group located in other
countries.
3.0 OWNERSHIP/IMPLEMENTATION
The ownership & implementation of this policy lies with Human Resources (HR) Team. It will be effective from April
20, 2019 & will continue to be in force unless superseded by a revised policy. The HR Team reserves the right to
amend, abrogate & reinstate the entire policy or any part of it as & when it deems fit.
4.0 OVERVIEW
4.1. Employees travelling outside India due to business reason(s) under the scope of this policy are entitled for
return travel, accommodation, insurance and allowances to meet out the daily routine expenses.
4.2. It is the responsibility of the Business Group Head (BGH)/Shared Service Group Head (SSGH) to ensure that an
employee’s travel meets the Business need and the reimbursement shall be made only for actual & reasonable
business expense(s) as defined in this policy.

4.3. Entitlements under this policy are classified on the basis of current grade of the employee, employee type and
the region/country to which travel is undertaken. Please refer section 6.0 for entitlements under different
heads.
4.4. Local conveyance, food & other personal incidentals shall be managed by employee & can be claimed later as
per the eligibilities defined in this policy.
4.5. Employees are advised to begin return travel to their base location within 24 hours of completion of
assignment unless there is a business reason and extended stay is approved by BGH/SSGH.
4.6. The policy authorizes Travel Desk (TD) as a single point of contact for processing all requests pertaining to
Travel bookings, accommodation arrangements, insurance & advances related to travel when employees are
travelling abroad & during their stay (within abroad).
Company reserves the right to disallow /reject reimbursement of expenses related to a travel which is
undertaken by employee (s) on their own, without any formal communication to travel desk and being
assigned to do so by travel desk.
For smooth & hassle-free coordination, request for travel shall be made @ intl.travel@yash.com along with
duly filled TRF (annexure I) as per entitlements of travel as soon as BGH/SSGH approves the travel at least 15
days before the travel date.
5.0 TRAVEL PROCESS
Please refer to the following step by step process for Travel requisition and processing:
• Employee to raise duly filled Travel Indent as per Travel Requisition Form (TRF) to SRM copying IRM
1
• SRM approves as per entitlement(s) & integrities of this policy & send it to BUH/SSUH for approval
2
• BUH/SSUH approves & further send TRF for BGH/SSGH approval

3
•BGH/SSGH approves & send it to BUH/SSUH. Post BGH/SSGH approval, BUH/SSUH to share the approved
4 TRF along with explicit BGH/SSGH approval with Travel Desk copying SRM, IRM & Employee
•In case of any exception, BGH/SSGH shall forward the recommendation to CFO. Post CFO approval
Exceptio BGH/SSGH will proceed as per step 4 defined above.
n Step
•Travel Desk start processing request with Employee/Manager’s consent for travel options & shall
5 confirm logistic arrangements to respective stakeholders
Important points to be noted:
 Employee should submit the scan copy of valid passport to travel desk. Scan copy should include 1 st page,
last page & visa page of the country an employee is travelling to. Kindly note that passport should be valid
for the minimum period of six months from the date of departure from abroad.

 The company advises all approval authorities to avoid exceptions to the guidelines of this policy. While
approving any travel request, approval authorities should meticulously check employee’s eligibility for
benefits under this policy before recommending approvals. Exceptions created as a result of improper
business planning, scheduling, communication gaps, personal preferences or individual favors etc. are strictly
discouraged. However, in a crucial & critical business dependent scenario for an exception on a TRF, the
authority to recommend for an approval rests with employee’s Business Group Head or Shared Service
Group Head (BGH/SSGH). BGH/SSGH can further recommend the need of an approval and forward the same
to the CFO. Final authority to take a decision on approval of any exception is reserved with CFO.
 On confirmation of the bookings, Travel Desk shall share the logistic arrangements with Employee, IRM,
SRM, BUH/SSUH & respective shared service units of base location. In case an employee is traveling from
place of posting which is different from base location/permanent work location, respective shared service
units of that location should also be copied in the communication covering logistic arrangement. Such
shared service units include HRPP and Facilities & Procurement Administration (Facilities).
 Upon receiving travel request, travel desk may revert on the arrangement at least 2 days before the travel
due date if request is initiated as per process.
6.0 ENTITLEMENTS
This section describes the entitlements & integrities with respect to travel arrangements, food & personal
incidentals, en-route expenses, Insurance, local conveyance, lodging/accommodation, and travel advances.
6.1 TRAVEL ARRANGEMENTS:
Employee will be entitled for the return (to-fro) economy class airfare from the place of posting (current location) or
base location/permanent work location to the destination location (place of business assignment) abroad. Travel
booking will be made in the available airlines only.
Family emergency – When an employee is on abroad visit, company will take care of the ticket cost in case of a
sudden demise of family member (Mother, Father, Spouse and Kids) in India. In case return ticket is pre-booked &
available with the employee, employee should get it converted by getting the date change with the help of airlines.
For operational needs, employee should produce the death certificate later on.
6.2 FOOD & PERSONAL INCIDENTALS:
Company provides employees with Daily Allowance (per diem) while travelling out of India. This allowance is paid
towards meeting necessary expenses incurred for food, personal telephone, laundry, tips & other personal
incidentals.
Any leave availed by an employee during this period, unless it is approved Sick Leave (In case Sick leave is exceeding
2 days; recommendation letter from the Doctor with prescription is required) or in case of Leave without pay (LWP)
during this period of stay; employees shall not be accountable for daily allowance for those days. An employee can
claim daily allowance for days of sick leave by providing aforementioned document, if applicable. No other bills shall
be required.
Daily Allowance shall be paid in accordance with the number of days an employee is staying at abroad for business
reason as defined below: -
A) When an employee is travelling by same airline from last departure location in India to destination
location for carrying an overseas travel. It shall start from the day of reaching the overseas destination

location, if the flight lands after 1300 hrs. (local time of host location) then half day daily allowance else full
day daily allowance will be paid for that day.
It shall end on the day of leaving from overseas location to travel back to base location/permanent work
location or place of posting as the case may be, in India. If the departure time of the flight is before 1300 hrs.
(local time of host location) then half day daily allowance else full day daily allowance will be paid.
B) When an employee lands the destined country on or before 1300 hrs. (Local time of host location) but
final destination location after 1300 hrs. while travelling by different airlines. In this case for computing the
daily allowance, time would be considered as per time of reaching the final destination country. Same will
apply in case of return travel.
For ex: an employee whose base location is Pune, he/she is travelling from Pune to Mumbai & left India from
Mumbai to De-monies (US). Booking is by X airlines from India to Chicago & from Chicago to De-monies by Y
airlines & not by X airlines. Here;
1) Pune to Mumbai will be considered as per domestic travel policy.

2) Last location in India is Mumbai
3) Daily allowance would be calculated from time of first landing location in destined country & hence here
time of landing at Chicago will be considered.
6.2.1 ELIGIBILITY OF DAILY ALLOWANCE:
Applicable eligibility for per day, based on current grade of an employee, employee type, region & country to which
travel is undertaken. For the Region(s) other than mentioned below, please inquire from Travel Desk.
S.No. Region Country Grade or Employee Type (Per day)

M1 & T-E2 or
above E5-E6 E3-E4 Contract
USA On Actual $80 $70 $60
Canada On Actual CAD80 CAD70 CAD60
1 AMERICAS Brazil On Actual $80 $70 $60
West Indies On Actual $80 $70 $60
Mexico On Actual $80 $70 $60
Hong Kong On Actual $80 $70 $60
Singapore On Actual S$90 S$80 S$65
Japan On Actual $70 $60 $50
China On Actual $70 $60 $50
Sri Lanka On Actual $40 $30 $25
Bangladesh On Actual $60 $50 $40
Korea On Actual $70 $60 $50
Philippines On Actual $60 $50 $45
2 ASIA
Vietnam On Actual $50 $40 $35
Turkey On Actual $50 $40 $35
Bhutan On Actual $60 $50 $40
UAE On Actual AED 220 AED 185 AED 165
Middle East
(Except UAE) On Actual $60 $50 $45
Thailand On Actual $60 $50 $45
Malaysia On Actual $60 $50 $45

Australia On Actual A$65 A$60 A$50

3 OCEANIA
New Zealand On Actual $65 $60 $50
South Africa On Actual $65 $60 $50
4 AFRICA Kenya On Actual $65 $60 $50
Nigeria On Actual $65 $60 $50
Egypt On Actual $60 $50 $40
EUROPEAN Europe On Actual € 60 € 50 € 45
5 UNION
except U.K Russia On Actual € 60 € 50 € 45
UNITED United
6
KINGDOM Kingdom On Actual £50 £45 £40
6.2.2 ELIGIBILITY OF DAILY ALLOWANCE – WHEN CLIENT BEARS FULL/PARTIAL ALLOWANCES:
When client pays or reimburse partial or full expenses of an employee, YASH will pay subsidized daily allowance
based on few case scenarios as defined further. Wherever client is taking care of expenses on actual & based on
supporting document then employees are required to submit scan copy to client for reimbursement & original
supporting to YASH only.
A) Case-1: Where client is providing breakfast & lunch; YASH will pay daily allowance as per rate mentioned below
on per day basis for dinner & other personal incidentals. In this scenario, daily allowance for weekends will be
paid as per entitlements mentioned in section 6.2.1.

M1 Grade &
above E5-E6 E3-E4 T-E2 or Contract
Brazil On Actual $40 $35 $30
1 AMERICAS Canada On Actual CAD 40 CAD 35 CAD 30
2 ASIA Vietnam On Actual $25 $20 $18
Turkey On Actual € 25 € 20 € 18
Middle East
(Except UAE) On Actual $60 $50 $45
Australia On Actual A$33 A$30 A$25
OCEANIA


Kenya On Actual $33 $30 $25
4 AFRICA
5 EUROPEAN UNION Europe On Actual € 30 € 25 € 23

B) Case 2: Where client is providing breakfast, lunch & dinner; YASH will pay daily allowance as per rate mentioned
below on per day basis for other personal incidentals. In this scenario, daily allowance for weekends will be paid
as per entitlements mentioned in section 6.2.1.

M1 Grade &
Brazil On Actual $20 $18 $15
1 AMERICAS Canada On Actual CAD 20 CAD 18 CAD 15
2 ASIA Vietnam On Actual $15 $10 $10
Turkey On Actual € 15 € 10 € 10
Middle East (Except
UAE) On Actual $15 $13 $11
Australia On Actual A$20 A$15 $15
3 OCEANIA
Kenya On Actual $16 $15 $15
4 AFRICA
EUROPEAN UNION Europe On Actual € 15 € 13 € 11
5
6 UNITED KINGDOM United Kingdom On Actual £13 £11 £10

C) Case-3: Where client is bearing all expenses on actuals including for weekend, except personal expenses, YASH
will pay daily allowance as per rate mentioned below on per day basis for personal incidentals.

M1 Grade &
USA On Actual $20
Brazil On Actual $20
1 AMERICAS Canada On Actual CAD20
West Indies On Actual $20
Mexico On Actual $20
Hong Kong On Actual $20
Singapore On Actual S$20
China On Actual $15
Japan On Actual $15
Bangladesh On Actual $10
Korea On Actual $15
Philippines On Actual $15
2 ASIA Vietnam On Actual $10
Turkey On Actual € 10
Bhutan On Actual $10
UAE On Actual AED 50
Middle East (Except
UAE) On Actual $10
Thailand On Actual $10
Malaysia On Actual $10
Australia On Actual A$15
3 OCEANIA
New Zealand On Actual $15
South Africa On Actual $15
Kenya On Actual $15
4 AFRICA
Nigeria On Actual $15
Egypt On Actual $10
EUROPEAN UNION Europe On Actual € 15
5
except U.K Russia On Actual € 15
6 UNITED KINGDOM United Kingdom On Actual £10
D) Case-4: Where client is paying all expenses on actuals including food, lodging, local travel, weekend
entertainment, miscellaneous (all personal expenses). In this scenario, YASH will pay daily allowance as per
rate mentioned below on per day basis:

M1 Grade &
USA On Actual $10
Brazil On Actual $10
1 AMERICAS
Canada On Actual CAD10
West Indies On Actual $10

Mexico On Actual $10

Hong Kong On Actual $10
Singapore On Actual S$10
China On Actual $10
Japan On Actual $10
Bangladesh On Actual $10
Korea On Actual $10
Philippines On Actual $10
2 ASIA Vietnam On Actual $10
Turkey On Actual € 10
Bhutan On Actual $10
UAE On Actual AED 50
Middle East (Except
UAE) On Actual $10
Thailand On Actual $10
Malaysia On Actual $10
Australia On Actual A$10
3 OCEANIA
New Zealand On Actual $10
South Africa On Actual $10
Kenya On Actual $10
4 AFRICA
Nigeria On Actual $10
Egypt On Actual $10
EUROPEAN UNION Europe On Actual € 10
5
except U.K Russia On Actual € 10
6 UNITED KINGDOM United Kingdom On Actual £10
6.3 EXPENSES INCURRED WHILE TRAVELING (EN-ROUTE):
Expenses incurred by the employee for food &/or personal incidentals like calls etc. during overseas travel (In
transit/during journey), reimbursement will be done as per following norms subject to submission of supporting
bills/receipts etc.: -
Halt Duration Eligibility
Equal to & more than 4 hours but less than 12 hours Lower of actual or $20 or €20*
Equal to & more than 12 hours and less than 24 hours Lower of actual or $35 or €35*
Equal to & more than 24 hours Lower of actual or one day daily allowance as per eligibility*
P.S: *Currency will depend on the country at which halt takes place.
6.4 TRAVEL INSURANCE:
During International travel, the employee will be covered under International Travel Insurance by the Company.
Following points are included (but not limited to) in the coverage of the insurance policy:
 Loss of Luggage/passport.
 Sickness during travel/in-aboard except pre-existing diseases.
 Dental/Accidental etc.

An employee shall be provided a detailed Insurance copy by Travel Desk which contains all the necessary
information regarding insurance policy including details for documents to be submitted in case of any claim, process
etc.
Expenses up-to $50 done against medical emergency would be borne by company as its standard deductible
processing fee/ amount by insurance company from the total payable amount. Apart from that if claim amount is of
$100 then also insurance company will not reimburse the same. Hence, an employee can claim such amount upon
submission of original supporting document.
If need arises for using the insurance, employee need to do a onetime registration at that time only by calling the
helpline provided by the insurance company which is mentioned in the insurance copy.
6.5 LOCAL CONVEYANCE:
 Employees should use public transportation wherever possible as cost of Taxi is usually very high in most of the
countries. However, employees are advised to take such decisions based on the business exigency.
Reimbursement of expenses incurred shall be made at actual on producing the original bills.
 Accommodation arrangement by Travel desk is generally located near to office premises so that employee’s
need not spent much time on local travel. In case the office premise/client location is far from GH, employees
are advised to use prepaid taxi, train, or any other mode of travel where bills are available for local
commutation so that bills can be produced at the time of submitting the claim for reimbursement.
 Employee must avail Company’s cab facility only (if & wherever available) for Business purpose. To avail this
facility; employee must take prior confirmation from Helpdesk. In case an employee avails Company vehicle
from Guest house to office/client location and vice-versa or on business purpose s/he’ll not be eligible for
claiming local conveyance.
 In case an employee needs to avail private taxi for part/full day. Reimbursement of expenses incurred will be
made at actual on producing the original bills along with duly filled Annexure_International Travel (available
while applying for claim in Infogram) subject to prior approval taken from BGH/SSGH & CFO in this regard.
 In a scenario where auto generated bills are not provided/available then reimbursement will be made at a
flat rate as mentioned below. Employee has to mention the name of the location of travel (to & from) &
total miles travelled clearly in Annexure_International Travel (available while applying for claim in Infogram)
for such reimbursement.
- Short Term Visit (STV): An employee may claim for local travel expense at $20 per day or equivalent in the
currency of respective region & country where an employee is travelling, in case overseas travel is for less
than or up to three weeks. The provision of without bill reimbursement at aforesaid flat rate is applicable for
USA only except Moline. For remaining parts of the world, it is based on original bill submission.
- Long Term Visit (LTV): An employee may claim for $150 or €150 per month or equivalent in the currency of
respective region & country where an employee is travelling, in case overseas travel is from 3 weeks to any
duration. The provision of without bill reimbursement at aforesaid flat rate is applicable for USA only except
Moline. For remaining parts of the world, it is based on original bill submission.
- Moline is excluded as cab arrangement is available based on request. Request for cab needs to be made at
helpdesk@yash.com with a cc to traveldesk@yash.com.

 Employees visiting same/very close by locations during same time zones are expected to share CAB.
 Renting a Car (along with fuel charges) is not encouraged. Hence, not permissible.
6.6 LODGING/ACCOMMODATION
All accommodation arrangements shall be taken care by Travel Desk.
Company has Guest House(s) in different cities. It’ll be a primary option allotted to an employee if availability
persists. Employees shall stay in Company provided accommodation while traveling on business purpose, wherever
available & arranged.
In case lodging in Company maintained accommodation is unavailable, TD will arrange alternative accommodation
either in a private Guest house, paying accommodation (P.G) or in a suitable hotel. Mode of payment will be advised
by travel desk.
6.7 TRAVEL ADVANCES
For travel advance request other than daily allowance; it is mandatory to provide the details of all the pre-approved
expenses likely to be made viz., local conveyance, accommodation & other business expenses, if any, in the TRF.
Travel Desk will process such advance & direct Facilities for further processing.
Advance amount will be directly credited to the employee’s travel card provided by Company for the travel. No
advances will be paid if an employee has any amount which is unsettled in books of accounts drawn for previous
business trip (s) or as defined below whichever is earlier.
When advance amount exceeds a certain limit as defined below, employee has to submit the claim along with
supporting documents either in the form of hard copy or softcopy even if the travel continues. An employee needs
to submit the claim as per process defined in this policy once employee is back to base location or place of posting as
applicable in India.
Grade If advance amount exceeds

Equal to E4 grade $6000/- or equivalent in the currency of respective region & country
Equal to E5 & above $10000/- or equivalent in the currency of respective region & country
Amount against daily allowance shall be automatically credited at least 2 days in advance in the employee’s travel
card for an amount equivalent to 15 days daily allowance initially first time. In case travel duration is less than 15
days, amount will be credited for required no. of days accordingly. However, this amount is treated as advance &
claim against the credited advance needs to be submitted on Infogram.
First credit can be made as per the convenience of the employee; in case an employee likes to have part amount as
cash or in travel card. However as per RBI guidelines maximum amount that can be carried as cash should not exceed
$ 500 or equivalent in the currency of respective region & country. Employee should mention any such request
clearly in TRF so that it can be facilitated. However, if no such request is mentioned, Travel desk anyways will
facilitate some amount in cash & card based on eligibility of the employee. Travel desk may also recommend the
appropriate cash amount to be requested by the employee.
If the travel time is less than 20 days than the advance shall be paid in one lump sum, depending on the employee
choice of part or/and full credit in travel card/cash after due consideration of applicable laws.

When an employee is about to complete the 15 days duration in the foreign country; s/he may request for advance
on recurring basis to Travel Desk at least 2 working day in advance specifying the details in annexure III. If advance
amount requested is other than eligibility of daily allowance/payment of accommodation as advised by TD, then
approval from BUH/SSUH is required for processing the advance amount.
In case of withdrawal from ATM; Company shall bear the cost of one withdrawal in every 15 days or part thereof.
Employee has to submit the receipt & card statement reflecting such deduction while claiming for the International
Travel Expenses.
6.8 BAGGAGE:
One bag with standard weight of 20/23 Kg as per airline policy is allowed as check in luggage for international travel.
Extra baggage cost other than 1 check-in- luggage is a non-reimbursable item.
When an employee proceeds on an international business travel, the domestic travel part of journey i.e. from base
location/place of posting to location of taking international flight in India shall be managed as per the Domestic
Travel Policy entitlements. However, as per domestic airline policy 1 bag with standard weight of 15Kg is allowed as
check-in-luggage. Hence, while an employee’s moves for international travel, company shall reimburse the
difference cost subject to supporting and limited to only 1 bag as check-in-luggage.
In case of travel within abroad, if no baggage (free of cost) is allowed by the airline, company shall reimburse only 1
bag with standard weight of 20/23 Kg based on original supporting provided.
6.9 WITHDRAWAL OF FOREX/FOREX HANDLING:
After coming back to India, if an employee has forex currency in cash/travel card, it can be managed as defined
below:
1) In case extra amount of the daily allowance eligibility is being credited in employees travel card by the
company or there is a recovery post claim settlement employee shall return the same by:
a) Drawing a cheque in favor of the company

b) In case cash is available, submit the same to facilities team copying YASH Benefits & Claim (B&C) Desk @
claims.india@yash.com & travel desk
c) In case amount is available in card, fill the cash-out form in the name of the company & submit to
facilities team copying B&C and travel desk.
If B&C Team intimate an employee on claim settlement for recoverable amount post 20 th of the month &
employee opts for the forex cash submission than adjustment of recoverable amount may not be done in
same payroll if an employee is unable to submit the forex cash within same month. However, submission
time should not exceed total 20 days post intimation of claim settlement by B&C Team. Employee can
inform B&C Team who fill further advice payroll for the deduction from payroll or not.
2) If employee has saved some amount out of the credited amount, it is treated as personal belonging of the
employee. However, if employee wants to opt cash-out from card, he/she can submit cash-out form to
facilities. Facilities in return will provide vendor details to the employee so that employee may follow-up
directly with the vendor but in case vendor is not responding than escalation can be done to Travel desk,
who will take it further with vendor.
6.10 OTHER MISCELLANEOUS EXPENSES

Other expenditure incurred for business purposes on account of client engagement, making phone calls for business
purpose etc. will be reimbursed on actuals based on the bills submitted. Approval from BGH/SSGH should be taken
for any preplanned client meetings or engagements.
7.0 NON-REIMBURSABLE EXPENSES
Under this policy certain expenses which fall under non-reimbursement category are as follows along with expenses
which are not in compliance with this policy are: -
 Disapproved travel.
 Up-gradation & expensive travel ticket.
 Cost related to travel of extra member other than employee himself/herself.
 Repair & maintenance of briefcases/luggage or any items.
 Own travel arrangement without consent/approval of Travel Desk.
 Purchasing new return ticket while return for any personal reason except family emergency clause as mentioned
in section 6.1
 Any penalties or fines imposed by any govt. /non-govt. authority for violation of law, rules pertaining to
indiscipline by an employee at the place of travel.
 Local travel on weekends due to any personal reason is a non-reimbursable/payable expense.
 Purchase of grocery/any items for personal need are a non-reimbursable expense.
 Loss of personal property/cash.
 Unsanctioned entertainment, gifts or donations.
 Personal entertainment including cost of paid channels in a hotel room
 Use of additional paid hotel facilities such as health club, gift shop, spa etc.
 Barber, manicurist and shoe shine.
 Membership fees in airline clubs.
 Sightseeing & local travel for personal need.
 Personal medical supplies.
 Consumption of tobacco products & alcohol beverages.
 Toiletries, sundries & other personal items.
 Any personal expenses.
8.0 PRE-REQUISITES FOR REIMBURSEMENT
 Employees are advised to keep and submit all the original bills, receipts etc. for claiming the reimbursement.
No reimbursement shall be made in the absence of original bills/receipts etc. as applicable.
 Supporting documents are required for tax exemption for daily allowance, local & en-route expenses.
 Drop the hardcopy of originals supporting bills by putting the supporting’s in an envelope after mentioning
the tracking ID generated through Infogram in drop box placed at reception
 Please refer to the following table for detailed information on the particulars, essential to be submitted for
he reimbursement of expenses related to International travel:
Sr. Mode of
No Particulars Submission Description
Duly filled –
International Soft copy Duly fill the annexure available in respective header on Infogram
1 Travel Annexure while submitting the claim.

Softcopy of approval e-mail related to confirmation of Travel as well

as the travel tickets as received from Travel desk (TD) needs to be
attached as an object in Annexure itself.
Submission of actual travel ticket copies and in case of date change,

revised ticket copy submission is mandatory.
Similarly, all other e-mail threads related to the duration for which
claim is submitted (in case there is anything specific mentioned
related to travel like cancellation, extension of ticket, etc.) needs to
be attached as an object in Annexure available while submitting the
2 Travel E-mail Soft Copy claim on Infogram
Hard & Soft Original boarding passes even if ticket is booked by travel desk or
3 Travel Proof Copy otherwise.
Mention the details in annexure available while submitting the claim.

4 Per diem Soft Copy No Supporting’s required for claim as per eligibility
Hard copy
5 Local Travel & Soft Copy Travel bills (Cab/ Metro/ Train/ Bus etc.)
6 En- Route Soft Copy Bills/receipts of food & personal incidentals like personal calls etc.
Lodging/Accommo
dation Charges; if Hard copy
7 any & Soft Copy Original detailed bill and proof/receipt of payment made
Softcopy of
the card  Forex Card statement for the duration of travel
8 Travel advance statement  E-mail from TD confirming the cash in hand
 In case of ATM withdrawal charges, travel card statement which
shows such transaction.
 If Supporting document attached for sr. no 8 also shows the
ATM Withdrawal transaction related to ATM withdrawal charges then no need to
9 charges Soft Copy resubmit the same
Hardcopy &  Submission of original supporting document against medical

10 Mediclaim; if any Soft Copy processing fee /receipt as per section 6.4
9.0 CLAIM SUBMISSION & PROCESSING TIMELINES
S. No Type of Travel Claim Submission Approval Workflow Claim Processing

1 Business Travel: Within 30 days of travel Employee > > YASH Within 10 days, payment of
Up to 15 days return date Benefits & Claim Desk>> AP claim by every Friday
India Team
 No delay or offline exceptional approvals will be considered.
 Each approver will have 5 days to take action on the claim submitted.
 In case claim is not submitted within 30 days, Accounts payable (AP) India Team reserves the right to adjust
the full travel advance amount from the employee’s forthcoming payroll.

 It is essential to submit the report immediately if the expense has to be billed to the client. In case of delay,
the client may reject the claim causing financial loss to the Company. In case client rejects the claim due to
late submission of claim such expenses has to be borne by the employee.
 Employees need to ensure that they are claiming for expenses actually incurred within the compliance of this
policy. In case, Approval Authority finds out the claim request to be fake, the complete request can be
rejected & disciplinary action may be initiated against the employee submitting such claim. Moreover, in
case Finance team finds the bills insufficient for processing of a claim, it reserves the right to reject the claim.
 For more details on claim process, refer User Manual available on YOU Portal @ Shared Services> Human
resources> Infogram> library section.
10.0 TAXATION
Daily allowance or any other allowance/reimbursement as per this policy which is not supported with document
proof is taxable income in the hands of the employee.
Employees are advised to keep and submit the original bills, receipts etc. for claiming the exemption. Employee
should submit documentary proof while submitting the claim for reimbursement. The exemption will be provided
upon submission of proper Bills / vouchers/ Invoice/ receipts etc. as the case may be and subject to eligibility as per
provisions of the Income tax Act, 1961. For more details; please contact payroll team @
etaxdoc_helpdesk@yash.com.
11.0 AUTHORIZATION & EXCEPTIONS
 All approval authorities are requested to act proactively on the request initiated by the employee & take
appropriate action within the timelines specified else an employee can take the request for approvals if required
to the next defined level.
 Employees of M grade are authorized to incur the expenses at their discretion on limiting such expenses to the
amounts specified under section 6.0. However, they need to submit a claim on Infogram as per process.
 Exception to the reimbursement limits defined in this Policy, if billed to the client, can be approved by the
respective BGH/SSGH.
 Any other exceptions and deviations to this Policy will require an approval & justification by respective
BGH/SSGH & CFO.
12.0 GENERAL TRAVEL SAFETY TIPS
The key to safe traveling in any area is situational awareness. Know your surroundings and stay in control of every
situation as safety is always in one’s hand. We have listed few important guidelines for your reference to avoid any
inconvenience in a new city & make your travel safe & comfortable:
For detailed guidelines & FAQ’s, please refer the documents available on YOU portal in Travel Desk>> Library section
or connect with travel desk directly.
12.1 GENERAL TIPS:
 Familiarize yourself with train/bus/air schedules before traveling.

 Keep ticket copies & accommodation address with you in your carry-on Luggage.

 Keep the route map of the travelling city if travelling for the first time.
 Keep your mobile recharge & full of battery. Always carry your charger; if possible keep an additional charged
battery.
 Be sure to keep your travel card & some currency of travelling country.
 Always keep contact no. of HR Associate, Travel Desk representative, board line number of the Company &
colleague’s numbers in country of your visit if any, in mobile as well as in some diary.
 Put your name, company address & contact no. on your luggage. For added security, use tags that conceal your
name and company address and remove all old destination tags.
 Do not leave luggage unattended or with someone you do not know.
 Always keep a small flashlight & general medicines with you.
 Never wear anything that projects affluence. No gold chains, diamonds, expensive watches and rings. Better yet:
leave your jewelry at home.
 Never accept a drink & food from a stranger.
 In case of any loss or theft, always report losses immediately.
12.2 AIR TRAVEL TIPS:
 Plan to arrive at airport in accordance with current recommendations by the airline.

 Never agree to carry anything on board or in your luggage for someone else.
 Carry all medication, important papers, and a change of clothing in carry-on luggage.
 Agricultural items are not allowed so please ensure not to carry them.
12.3 UPON ARRIVAL AT YOUR DESTINATION:
 Beware of people claiming to be cab drivers in unmarked cars. Use licensed taxi services only.
 Clearly write out the directions from the airport to the hotel. Stop to ask for directions only in well-lit public
areas.
 If unfamiliar with the local language, carry a card with the hotel’s name and address in local as well as English
language. This can be shown to a cab driver or police officer should you become lost.
 Sit behind the driver so you can see him, but he cannot see you. Pay the driver upon arriving at your destination
and while you are still sitting in the vehicle.
 A woman employee should not travel alone in night and should not board any cab in the night unless there is a
Hotel /GH/Office security guard to escort her.
 Avoid late night movements in the city.
13.0 REPORT SUGGESTIONS & QUERIES
Thank you for your cooperation. We believe that an employee is the biggest asset for the company. Therefore, your
suggestions are most welcome. This will help us in making the policies more employees friendly. For any suggestions
related to policy/process please write to us at corphr.india@yash.com.
For any queries related to claim submission/enrollment, please raise a ticket through Infogram helpdesk following
the below path: Create ticket on Infogram Helpdesk: YOU>> What’s Up>> Infogram Helpdesk
Thanking You – Team HR

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International Travel Policy

Version Effective Date Author Reviewer Approver Change Summary

YASH Confidential Page 2 of 18

1.0 PURPOSE ......................................................................................................................................................................... 4

YASH Confidential Page 3 of 18

 Business Meeting/ Conference at YASH group of companies,

YASH Confidential Page 4 of 18

5.0 TRAVEL PROCESS

• BUH/SSUH approves & further send TRF for BGH/SSGH approval

Important points to be noted:

YASH Confidential Page 5 of 18

6.1 TRAVEL ARRANGEMENTS:

6.2 FOOD & PERSONAL INCIDENTALS:

YASH Confidential Page 6 of 18

1) Pune to Mumbai will be considered as per domestic travel policy.

6.2.1 ELIGIBILITY OF DAILY ALLOWANCE:

S.No. Region Country Grade or Employee Type (Per day)

YASH Confidential Page 7 of 18

Australia On Actual A$65 A$60 A$50

6.2.2 ELIGIBILITY OF DAILY ALLOWANCE – WHEN CLIENT BEARS FULL/PARTIAL ALLOWANCES:

S.No. Region Country Grade or Employee Type (Per day)

YASH Confidential Page 8 of 18

South Africa On Actual $33 $30 $25

5 EUROPEAN UNION Europe On Actual € 30 € 25 € 23

S.No. Region Country Grade or Employee Type (Per day)

YASH Confidential Page 9 of 18

S.No. Region Country Grade or Employee Type (Per day)

S.No. Region Country Grade or Employee Type (Per day)

YASH Confidential Page 10 of 18

Mexico On Actual $10

6.3 EXPENSES INCURRED WHILE TRAVELING (EN-ROUTE):

Halt Duration Eligibility

6.4 TRAVEL INSURANCE:

YASH Confidential Page 11 of 18

6.5 LOCAL CONVEYANCE:

YASH Confidential Page 12 of 18

All accommodation arrangements shall be taken care by Travel Desk.

6.7 TRAVEL ADVANCES

Grade If advance amount exceeds

YASH Confidential Page 13 of 18

6.9 WITHDRAWAL OF FOREX/FOREX HANDLING:

a) Drawing a cheque in favor of the company

6.10 OTHER MISCELLANEOUS EXPENSES

YASH Confidential Page 14 of 18

7.0 NON-REIMBURSABLE EXPENSES

8.0 PRE-REQUISITES FOR REIMBURSEMENT

YASH Confidential Page 15 of 18

Softcopy of approval e-mail related to confirmation of Travel as well

Submission of actual travel ticket copies and in case of date change,

Mention the details in annexure available while submitting the claim.

Hardcopy &  Submission of original supporting document against medical

9.0 CLAIM SUBMISSION & PROCESSING TIMELINES

S. No Type of Travel Claim Submission Approval Workflow Claim Processing

 No delay or offline exceptional approvals will be considered.

YASH Confidential Page 16 of 18

11.0 AUTHORIZATION & EXCEPTIONS

12.0 GENERAL TRAVEL SAFETY TIPS

12.1 GENERAL TIPS:

 Familiarize yourself with train/bus/air schedules before traveling.

YASH Confidential Page 17 of 18

12.2 AIR TRAVEL TIPS:

 Plan to arrive at airport in accordance with current recommendations by the airline.

12.3 UPON ARRIVAL AT YOUR DESTINATION:

13.0 REPORT SUGGESTIONS & QUERIES