Domestic Travel

With effect from: 1st August 2015

 Raymond

Table of Contents
Objective: ...................................................................................................................................................... 3
Scope:............................................................................................................................................................ 3
Purpose: ........................................................................................................................................................ 3
Process Owner: ............................................................................................................................................. 3
Policy details ................................................................................................................................................. 3
Domestic Travel....................................................................................................................................... 3
Stay Arrangements .................................................................................................................................. 4
Hotel...................................................................................................................................................... 4
Self-Accommodation............................................................................................................................. 5
Meal ...................................................................................................................................................... 5
Miscellaneous Expenses.......................................................................................................................... 5
Per Diem Allowance .............................................................................................................................. 5
Medical Expenses .................................................................................................................................. 6
Fax, Photocopying & E-mail / Internet Charges .................................................................................... 6
Entertainment Claim ............................................................................................................................. 6
Local Travel Conveyance ........................................................................................................................ 6
Entitlements .................................................................................................................................................. 7
Reimbursements for Travel, Lodging and other expenses ....................................................................... 7
Reimbursement of personal vehicle usage: .............................................................................................. 8
Rules Pertaining to Expense Claim:............................................................................................................... 9
Travel Advance .............................................................................................................................................. 9
Extended Stay ............................................................................................................................................... 9
Attendance and Leave ................................................................................................................................ 10

2|P a g e Domestic Travel

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Objective:
Domestic travel policy aims to make an employee’s official travel within country comfortable,
convenient and cost effective. This policy defines and communicates the procedures for authorized
business travel and provides norms for reimbursement of reasonable expenses incurred during
travel on Company’s work.

Scope:
The policy applies to all management staff in connection with their domestic business trip where
they represent the company within the Company and beyond base location. Further this policy also
applies to:

 All Sales staff of Lifestyle business

 All GETs, MTs, SMTs will be eligible for entitlements during their training period as per the
grade in which they will get confirmed

Purpose:
The purpose of this policy is to establish the guidelines and procedures to be followed for
compensation and or reimbursement of business travel expenses incurred by employees, provided
the expenses are necessary, authorized, reasonable, out-of-pocket and appropriately documented.

Process Owner:
Business/Corporate - HR and Administration

Policy details
1. Domestic Travel
2. Lodging
3. Other miscellaneous expenses
4. Local Travel (within the city)

Domestic Travel
Company will reimburse employees for reasonable travel expenses incurred while on assignments
away from the base work location.

 In case of an emergency travel (for example if flight departure time is during non-working
hours) then the employee needs to call the travel service provider. The employee should
provide Name, SBU, Department, Employee ID, Cost Centre ID, Reporting Manager and purpose
of travel to the service provider. The Service provider will then process the same after receiving
the necessary approval via email from reporting manager.

3|P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.
 Raymond

 An outside travel agent shall be used only if Travel Desk is not able to provide the required
services. Under such circumstances, the employee shall take prior written approval from the
HOD else no reimbursement shall be made.
 Travel arrangements must be made for a minimum of 7 days in advance of the actual travel
date.
 Cancellation of any travel arrangement (e.g. air and hotel etc.) must be done through the Travel
Desk and with a minimum timeline of 48 hours before departure with necessary approval from
SBU head with reason for cancellation/ alteration.
 Cancellation/Alteration charges i.e. Fare difference + Cancellation penalty (as communicated by
Travel desk / Corporate/ Local admin team) will be borne by the company only based on SBU
Head approval as specified in above point only in case the reason for cancellation / alteration is
for Organisational requirement. (If not approved, the cost will be borne by an employee.)
 Women employees are encouraged to plan their travel itinerary such that they can reach their
final destination latest by 8pm in the evening.
 Employee may book an additional day or half day if required under the following
circumstances:
o If the hotel cannot accommodate early check in or late checkout
o Long time gap between connecting flights
 As per availability, preference shall be given to day rooms at airports.

Stay Arrangements
Hotel
 Corporate / Local Admin team (wherever applicable) will be responsible for ensuring stay
arrangements for employees.
 In case of a group travel, it is advised to stay in twin sharing basis in view of optimizing the
travel expenditure. For Eg. – If Director, GM and Sr Manager is travelling together, their overall
limit for Stay expenses will be (13000+8500+7000) 28500. They will be allowed to stay in the
same Hotel irrespective of their level.
 Hotel accommodation must be at the most economical room rates without sacrificing comfort
or jeopardizing safety and security.
 The Company will not pay for the costs of any extension of stay for personal reasons or
accommodation for a spouse or family members who accompany the employee on his/ her
official business travel
 Employee may book an additional day or half day if required under the following
circumstances:
o If the hotel cannot accommodate early check in or late checkout
o Long-time gap between connecting flights

Exception –
o Employees accompanying a Functional Director / Corporate Director and above
may stay in the same hotel if required, subject to prior approval of the SBU
President.

4|P a g e Domestic Travel

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 Raymond

o If the tour is organized by a client/customer, then employee shall stay at the

provided accommodation

Self-Accommodation
 An employee can choose to stay with relatives or friends while travelling on Company’s
business. This allowance is payable only in Self accommodation cases.
 Bills are not required for claim
 This is calculated from the time the employee reaches destination and leaves the place. It is
reckoned on 24 hours (midnight to midnight) basis
 This is not valid for a day trip – For example, if an employee travels to a location and returns the
same day, then self-accommodation allowance is not payable

Meal
 An employee will not be permitted to make a claim for the above meal allowance while
attending a seminar, conference or meeting. Also if breakfast is included in the hotel room
package, the employee concerned is not allowed to claim breakfast as a separate expense.
 All expenses should be supported by bills and cannot be claimed otherwise, subject to
entitlement limits.
 Meal Allowance shall not consist of the expenses incurred on alcohol and cigarettes
 In the event of expenses incurred towards meals that are not at Guest House, such would be
payable as per eligibility
 If an employee is paying for a meal on behalf of a business associate, he / she can submit the
claim as per the actual receipt.

Miscellaneous Expenses
Per Diem Allowance
Employees travelling on Company’s business are eligible, as per entitlements to claim incidental
expenses towards tips, porter, excess baggage, Fax , Photocopy & Email/Internet Usage, etc.
(Calculated only from the time of arrival in new location to the time of departure from new
location)–

Note: Per Diem to be calculated only from the time of arrival in New location to the time of
departure from New location.

Additional requirement for any specific purpose like business entertainment, exhibitions etc will
need approval of Business Head.

All expenses will be reimbursed only on the basis of submission of actual bills/ receipts/
declaration with necessary approval.

5|P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.
 Raymond

Medical Expenses
 An employee who is on official business travel may seek medical care from a legitimate medical
facility at the place of travel.
 Medical expenses incurred while on official business travel shall be reimbursed according to the
official receipt. Please submit to HR Dept. for verification.

Fax, Photocopying & E-mail / Internet Charges

The Company will reimburse fax, photocopying and e-mail / internet charges or charges for the use
of hotel’s business center provided they are for official business purposes and there are receipts
provided.

Entertainment Claim
Entertainment expenses incurred are allowed if an employee obtained appropriate prior approval
from his/ her HOD provided the entertainment is necessary and directly related to the Company’s
business.

Special meals claim such as rewarding subordinates or functional teams or enhancing departmental
cohesiveness can only be made by the HOD level and above.

Local Travel Conveyance

 Employees would be eligible for claiming reimbursements while commuting within the city,
other than local commute to the base office from home on official duty.
 For intra-office travel within a city or where distance is less than 150 kms, food & per-diem
allowance will not be applicable for Management staff. For eg. In Mumbai – From Thane to
Worli, Ballad estate or Saidhara.
 Where the number of trips to a destination exceeds 10 in a month, it is recommended that an
employee has to buy a First Class Season Ticket covering the sector of frequent travel.
 Parking and toll charges shall be reimbursed at actual subject to submission of bills
 Taxi fares related to Company business are allowed and a receipt should be obtained from the
taxi driver.
 Two or more employees travelling to the same destination should share a taxi, whenever
possible.

6|P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.
 Raymond

Entitlements for DOMESTIC TRAVEL

Reimbursements for Travel, Lodging and other expenses
General
President Sr Manager - Deputy Executive and
Manager -
- Director Manager Manager - AM below
DGM
Economy (If
Economy (If
journey > 12
journey > 12
Travel Air Economy Economy hours & not -
hours & not an
an overnight
overnight travel)
travel)
Rail First AC First AC Second AC Second AC Second AC
Own Vehicle Own Vehicle
(2 wheeler)/ (2 wheeler)/
First Class First Class
Hired AC Hired AC Rail Fare / Rail Fare /
Taxi / Taxi / Metered Taxi / (Auto or Taxi (Auto or Taxi
Local
Own Own Own Vehicle (4 from home / from home /
Travel
vehicle (4 vehicle (4 wheeler) office to office to
wheeler) wheeler) nearest nearest
station) station)

Lodging Tier I 13000 8500 7000 4000 3000

Tier II 7500 6000 5000 3000 2500
Self-
Accommod 1500 1200 1000 750 750
ation

Meal
Other
Allowance Actual 1200 1000 750 500
Expenses
per day
Per diem
expenses
per day (in
Rs.)-Actual 500 500 350 200 200
subject to a
maximum
of

Tier I city – Mumbai, Delhi, Chennai, Kolkata, Hyderabad, Pune, Bangalore

Tier II city – Rest of the cities

7|P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.
 Raymond

Entitlements for LOCAL TRAVEL

Reimbursements for Travel & other expenses
General
President Sr Manager - Deputy Executive and
Manager -
- Director Manager Manager - AM below
DGM
Own Vehicle Own Vehicle
(2 wheeler)/ (2 wheeler)/
First Class First Class
Hired AC Hired AC Rail Fare / Rail Fare /
Taxi / Taxi / Metered Taxi / (Auto or Taxi (Auto or Taxi
Local
Travel Own Own Own Vehicle (4 from home / from home /
Travel
vehicle (4 vehicle (4 wheeler) office to office to
wheeler) wheeler) nearest nearest
station) station)

Meal
Other
Allowance Actual 1200 1000 750 500
Expenses
per day

Based on unforeseen business circumstances and the unavailability of economy class or budget
airlines, business class travel can be permitted to an employee to travel with the specific written
approval, prior to travel by the BU Head.

Note: Claims shall not be processed by Accounts unless the bookings has been done post approval
of the Supervisor.

Reimbursement of personal vehicle usage:

Petrol prices
65-70 71-75 76-80 81-85 86-90 91-95 96-100
(in Rs.)→
Petrol
reimbursement
8.0 8.5 9.0 9.5 10.0 10.5 11.0
for 4 wheeler
(in Rs./km)
Petrol
reimbursement
3.0 3.5 3.5 4.0 4.0 4.5 4.5
for 2 wheeler(
in Rs./km)

8|P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.
 Raymond

Diesel Prices
50-55 56-60 61-65 65-70 71-75 76-80 81-85
(In Rs.) →
Diesel
reimbursemen
6 6.5 7 7.5 8 8.5 9
t for 4-wheeler
(In Rs/ km)

Rules Pertaining to Expense Claim:

 Employee must submit expense reports during the week (7days) after incurring the expenses, or
upon returning to the office, whichever is sooner.
(In case, if due to some emergency the employee is not able to submit the bills within 7 days, he/ she
have a maximum time limit of 30 days. Any bills more than 30 days old will disqualify the employee
from receiving reimbursement for expenses incurred while travelling on company business.)
 If an employee pays the expenditure by using his/ her own credit card, receipts or bills must be
attached together with credit card slips
 Whenever evidence of actual expenses incurred cannot be obtained or is lost, an explanatory
note must be indicated in the claim form and verified by the HOD. The Management reserves the
right to deny any such claim based on the merit of the case presented.
 Any attempt to submit a false expense claim will be treated as a serious offence which may lead
to disciplinary action in accordance to company’s code of conduct
Note: Claims shall not be processed by Accounts unless the bookings has been done post
obtaining necessary approvals

Travel Advance
 Travel advance can be availed at upto 50% of the total travel plan.
 Travel advance for the proposed travel should be obtained through Travel Requisition-cum-
Advance Form post approvals.
 Advances should be requested at least 10 days in advance prior to the date of travel to
Corporate/ Local Admin.
 Employees will be responsible for security of cash and their personal belongings whilst on
travel.
 Request for cash advance will only be entertained if previous advances have been settled.

Extended Stay
Employee can extend their stay -

 Employees will need to apply for a leave if the extended day spills over working day. (The same
also needs a prior intimation and approval by Reporting Manager)
 Any expense incurred during extended days would not be reimbursed and has to be borne by
the employee
 Employee is also not eligible for per diem allowance during extended stay

9|P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.
 Raymond

Attendance and Leave

During the period of travel, the employee would be required to regularize by applying for Out Door
duty, as applicable, by 7th of the following month, failing which the number of days for which the
attendance is not recorded shall be considered as Leave Without Pay ·

Employees are not permitted to take leave during the period of business travel, except with prior
approval· If the employee avails leave during the trip, he/ she will not be eligible for any per day
allowance on the day of leave

Note:

Please note that any misinterpretation or misuse of the policy shall be treated as a Code of
Conduct violation.

10 | P a g e Domestic Travel

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or usage in part or full is allowed without authorized permission.