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23-Apr-2013 DOMESTIC TRAVEL POLICY HR

DOMESTIC TRAVEL
POLICY

MANPOWERGROUP INDIA

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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23-Apr-2013 DOMESTIC TRAVEL POLICY HR

Document Version

Document title DOMESTIC TRAVEL POLICY

Document Number LCP - 7.1.1

Version Number HR - 7.1.1

Policy Date (23/April/2013)

Keywords Domestic, Travel

Author of document HR

Authorizing authority GMD - ManpowerGroup India

Date published 23/April/2013

Applicability ManpowerGroup India

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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23-Apr-2013 DOMESTIC TRAVEL POLICY HR

SUMMARY

The domestic travel policy and procedures explained in this policy pertain to all
ManpowerGroup India employees. The policy and procedures have been developed to help
the traveler expedite the process of traveling while following the guidelines set out by the
organization.

1. OBJECTIVE
1.1 To facilitate business travel for all employees and set guidelines for such travel.

1.2 To ensure that employees are able to conduct the affairs of the company while on
travel without administrative difficulties.

1.3 The organization encourages employees to be thoughtful and to use organization’s

resources ethically while traveling or incurring expenses during business related travel.

2. ENTITLEMENT

These guidelines apply to all ManpowerGroup India employees who undertake authorized
domestic travel.

3. POLICY

1.1 ManpowerGroup India has standard guidelines for employees in all grades regarding
mode of travel, daily allowance, lodging allowance and other travel related expenses.
Refer Annexure for further information.

1.2 The intent of this policy is that payment be fair, equitable, and efficient for both the
traveller and the organization. These guidelines have been designed to be easy to
understand and administer.

1.3 The policy has been designed to encompass as many travel situations as possible.
However, any deviation from the policy due to exigencies of business and
circumstances beyond control shall require the approval of Director – HR & Director –
Finance.

1.4 The organization encourages employees to be thoughtful and to use organization’s

resources ethically while travelling or incurring expenses during business related
travel.

1.5 Administration shall make all travel and accommodation arrangements, with the
exception of unplanned travel arising due to emergency situations.

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1.6 Administration shall follow set guidelines related to mode of travel and any exceptions
shall have the approval of Director – Human Resources. Refer Annexure – 1 for
details.

1.7 Administration shall arrange for accommodation as per set guidelines and in company
Guest House wherever applicable. If the employee makes his/her own accommodation
arrangement, it shall be as per set guidelines. . Refer Annexure – 2 for details.

1.8 In situations where large, unusual or recurring travel expenses are anticipated which
could cause personal economic hardship, the company may choose to grant a travel
advance. Advances are generally discouraged, and Finance should enforce strict
controls around granting and clearing of advances.

1.9 An imprest may be granted only in the case of more than two travels with less than two
days of interval. The amount of imprest (if required) may be decided by the Functional
Head and should be duly approved by Director – Finance. Any travel advance taken
should be settled within 7 days of travel completion.

1.10 The travel expenditure claim statement should be accompanied with the following:

1.10.1 Original Boarding pass/Train ticket/Bus ticket (irrespective of whether the

ticket is booked by Office or self)
1.10.2 Original Hotel (boarding & lodging) bill along with all supporting material
1.10.3 Copy of travel approval and requisition
1.10.4 Any other document that finance may specifically require.

1.11 Cost of air/train tickets booked by the Company is treated as an advance to the
employee till the time the employee submits original boarding pass/train ticket.

1.12 Expenses should be submitted within 10 working days of return from travel. Expenses
submitted more than 60 calendar days after the date they were incurred may not be
reimbursed.

1.13 Travelers should know and follow local requirements for receipt and tax
documentation.

1.14 All cab bookings should be made after receiving duly filled Car/Cab Requisition
approved by the Manager. For travelers to outstation locations, the admin staff at
location may undertake the same, following travel requisition approvals.

1.15 Expenditure on Alcoholic beverages and Cigarettes is not reimbursable as travel

expense. Exception could be made only if employee is hosting a client/business
meeting, pl refer to the additional details in Annexure – 2.

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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4. ANNEXURES & TEMPLATES

Annexure 1: Mode of Travel

Annexure 2: Lodging Allowance

Local Conveyance

Annexure 3: Mode of Transport within the location Travelled

Annexure 4: Use of Own Vehicle

Annexure 5: Procedure for claiming/settling travel expenses

Template 1: Local Conveyance Reimbursement Form

Template 2: Domestic Travel / Out City Expenses Claim Form

Template 3: Client Lunch Claim Form

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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Annexure - 1

Travel Mode Eligibility

Employee Grade Mode of Travel Class

Grade 3 and above
Grade 4 to Grade 5
Grade 6 to Grade 9 and
Temporary employees
Eligible for air travel to places where
the travel exceeds 500 kms. Locations
Air Economy* / II Tier AC by
that can be reached by overnight
train
journey can be considered as train
travel.
Eligible for air travel to places where
the travel exceeds 500 kms. Locations
Air Economy* / II Tier AC by
that can be reached by overnight
train
journey should be traveled to only by
train.
Eligible for train travel III Tier AC by train / Bus

*Air travel is typically in Economy class and all air travel needs to be approved by Director –
Human Resources, Director – Finance and President Operations for their respective teams. All
exceptions will be approved by Group Managing Director.

**Air tickets should be booked at least 7 days prior to the date of journey. Any Air tickets to be
booked in less than stipulated time need to be approved Group Managing Director.

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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Annexure – 2

LODGING ALLOWANCE

Usage of Guest House / Transit Accommodation instead of hotel stays in outstation locations to be
encouraged. Hotel stays to be used only in case of unavailability of Guest House /Transit
Accommodation.
Own Accommodation

Self Stay Allowance is indicated for employees who arrange for overnight stay on their own. This
allowance includes all types of meals, outside food expenses (including lunch) and incidentals except
for Client entertainment expense. The allowance excludes the day of return – and logically overnight
stay is not encouraged unless the next working day is utilized for business purpose at the location
visited. The Self Stay allowance limits are indicated in Table below:

Table – Applicable Per-diem Rate (INR) for Self stay

Grades 1, 2 and 3 Grades 4, 5 and 6 Others

City Lodging M&IE Self Stay Lodging M&IE Self Stay Lodging M&IE Self Stay
Allowance Allowance Allowance
Delhi 1000 750 1750 750 650 1400 650 450 1100
Mumbai 1000 750 1750 750 650 1400 650 450 1100
Chennai 875 750 1625 675 650 1325 650 450 1100
Bangalore 1000 750 1750 750 650 1400 650 450 1100
Hyderabad 875 750 1625 675 650 1325 650 450 1100
Kolkata 875 750 1625 675 650 1325 650 450 1100
Others 875 750 1625 675 650 1325 650 450 1100
The above indicated per-diem rates are exclusive of any taxes.

Company- Arranged Accommodation

Table - Applicable Lodging and Meals & Incidental Rates (INR)

Grades 1, 2 and 3 Grades 4, 5 and 6 Others

City Room M&IE Room M&IE Room M&IE
Delhi 6000 1000 4000 750 3000 500
Mumbai 6000 1000 4000 750 3000 500
Chennai 6000 1000 4000 750 3000 500
Bangalore 6000 1000 4000 750 3000 500
Hyderabad 4500 825 3000 750 2000 450
Kolkata 4500 825 3000 750 2000 450
Others 3500 825 2000 750 2000 450

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The above indicated rates for room tariffs and Meals are exclusive of any taxes.

Meal reimbursements, while travelling overnight, may be claimed as above, if travel begins at 7 pm in
the evening then applicable M&IE will be half of the per day limit.

Employees in Grades 1 to 5 are frequently required to take clients/business partners out for business
lunches/dinners, during which liquor expense may be incurred to entertain the client. However all such
liquor expenses should be approved by Director - Finance on recommendation from Business
Heads/Functional Heads. No liquor expenses (other than client entertainment) shall be reimbursed.

The following expense items are already included in the M&IE rate and are not to be claimed
separately:

• Charges for meals and beverages

• Any tips paid at hotels etc
• Laundry and dry cleaning

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Annexure - 3

MODE OF TRANSPORT WITHIN THE LOCATION TRAVELLED

Permissible Mode of Travel

Employee Grade Mode of Travel

Band 1, 2 & 3 Toyota Corolla//Honda City/ Tata Indigo

Band 4 and 5 Yellow Top Taxi/Company Arranged Car

Band 6 & below Auto/Metro/Local Train/Bus

Local Conveyance

Local conveyance can be claimed in the prescribed format (Template - 1)

Annexure - 4

USE OF OWN VEHICLE

Employees are encouraged to use Company arranged transport wherever available. However, in the
absence of such an arrangement, employees using personal vehicle, for official purpose, can claim
reimbursement as per the following entitlements:

Vehicle INR/KM
Car INR 9.00/KM
Two-wheeler INR 5.00/KM

When driving directly to a destination, the number of miles/kilometers that may be claimed should be
the lesser of:

A – The actual distance from home to destination

B – The distance from normal office location to destination.

This is claimable provided that the lower of the above is greater than residence to reporting office.

All claims need to be reviewed and approved by the Business Head/Functional Head on
recommendations of the reporting manager.

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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Annexure - 5

PROCEDURE FOR CLAIMING/SETTLING EXPENSES

Activity Responsibility

1. Plan the travel at least one week in advance & fix the duration of the
Employee & Manager
business visit.

2. Download the domestic travel request form for obtaining travel

Employee & Manager
approval from the Business Head/Functional Head

3. Business Head/Functional Head should review the need for travel and Business
approve Head/Functional Head

4. Send mail to Administration mentioning dates of to & fro travel, ticket

Employee
and accommodation requirement.

5. Make arrangements for the travel (Cab/Train/Flight) & accommodation

Administration
facility and inform employee.

6. Collect travel advance, if required, from the Finance Dept after signing
Employee
advance cash voucher.

7. On return from tour, download the domestic travel expense statement

form and submit to Finance Dept within 10 working days of completion Employee
of tour.

8. Return any balance amount from the advance drawn at the time of
Employee
statement submission.

9. Reimburse any additional amount spent by the employee by cash at

the time of statement submission or by credit to salary Finance Dept
account/cheque within 5 working days.
10. Alternatively if employee has incurred any additional expenses and
has paid through his/her personal credit card, arrange to reimburse
Finance Dept
the amount if opted for by the employee, by cheque in favour of the
credit card number.

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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Template - 1

Local Conveyance Reimbursement Form

REIMBURSEMENT OF OFFICIAL INTRA-CITY TRAVEL

Location :
Employee Name - Emp No: Practice :

TRAVEL DATE FROM TO Client Name Contact Person Km TRAVEL MODE Rate AMOUNT Purpose

Total : -
CAR
2-WHEELER
DATE : DATE :

Approved by Location Head:

Name: _ ______________________________

Signature :
Signature : _____________________________ _________________________________________

Form available on the Gateway (ManpowerGroup India Intranet)

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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Template - 2

Domestic Travel / Out City Expenses Claim Form

out station Expenses Claim

Name: Purpose:

Period: Country/City:

Office:

EXPENSES
DATE EXPENSE FOREIGN LOCAL
DESCRIPTION Remarks
DAY MTH TYPE CURRENCY CURRENCY

TOTAL

SUMMARY OF EXPENSES
=
SIN$/US#/EUR
Expense Code Total Foreign INR
O/Other
currency
Airline Travels-other INR
1 Exchange Rate Used: 100.0000
travel -
INR
Hotel 2
-
INR
Car Related Expenses 3
-
INR
Taxi, Parking 4
-
INR
Meals & Entertainment 5 Total Expenditure in Local Currency INR
-
INR
Miscellaneous 6 Less Advances
-
INR Net Bal. Due to/from
Total INR
- Employee

DATE : DATE DATE

VERIFIED BY (NAME & APPROVED BY (NAME &
EMPLOYEE (NAME & SIGNATURE)
SIGNATURE) SIGNATURE)
Form available on the Gateway (ManpowerGroup India Intranet)

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013

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Template - 3

Client Lunch Claim Form

Business/Client Meeting Expenses

Name:

Period:

Office:

DATE Client/Business
Purpose of Meeting Contact Person Local Currency(Rs.)
DAY MTH Partner Name

Total

DATE : DATE

EMPLOYEE (NAME & SIGNATURE) VERIFIED BY (NAME & SIGNATURE)

Form available on the Gateway (ManpowerGroup India Intranet)

DOMESTIC TRAVEL POLICY- VERSION 7.1.1 – DATED 23042013