ACCUREX ——Since 1984— | Document Title: OVERSEAS POLICY | | Boe. No. HRISOP/26 | Prepared by HR Department fal \ | ikea ten remem: |e rie ey [approved by | ‘Rohinav Thakur [ Revision Date: Nov 22, 2013 | ACCUREX OVERSEAS POLICY Objective ‘Tis document provides guidelines and establishes procedures and entitlement fr travel boarding and lodging for Employees, while traveling out ofthe country on official work Scope ‘Applicable to all Employees of the group required to travel overseas for official purposes on Business Visa Enforcement ‘The Company wil reimburse Employees forall reasonable and necessary expenses while traveling on citnonzed Company business that are in compliance withthe guidelines ofthe Overseas Travel Policy. ‘The Company assumes no obligation 10 reimburse associates for expenses thet are notin compliance with this policy 1, Exceptions to Policy \ Exceptions, deviations or reimbursements for expenses that are not in compliance with this policy require the prior written approval of the HOD. 2. Travel Authorization Procedure 2.4 Allforeign travel has to be authorized by the HODIMD on the basis of Budget estimates before the Employee proceeds on tour. 22 Indent needs to be submitted to the Administration Team for booking of Tickets, 23 Incrder to claim advance, the employee is required send the mail request in proportion to expenses likely to be incurred to the admin department Human Resource Policy, Procedures [pone Pik Deparment & a | [CONTROLLED [jisoear proved yO) — L l aACCUREX ——Since 1984— 3.0 Administrative Support ‘The administration department shall organize the visa & fight booking and no cirect bookings are to be given tothe travel agent. Employees shall commuricate the destination and the date of arrival & departure for the travel. eoiministration department wil organize the most cost-effective route. However, if any employee can Drganize the travel ata cost lower than the cost indicated bythe administration department, sine is requested to provide this information 3.1 Mode of Travel Employees shal travel only by Economy fare. 4.0 Period of Tour Overseas Travel Policy shall apply to any foreign travel not exceeding 30 days However the employee weds to travel to more than one location in foreign country/ countries, and the stay is not planned for the period in any one particular piace, then he/she would continue to get entilements under the Overseas Fravel policy, even ithe duration ofthe entre foreign travel exceeds the predetermined period. This, However would require approval from the HOD. For travel exceeding one month, the Monthly Allowance applicable in that country shall be applicable for the entire tour period. Type of Allowances Overseas Travel Policy shall apply to any foreign travel for official purposes . Employees on 2 tour fora period not exceeding 1 month wil be ented for Daly Allowance under heads mentioned below 4.1 Daily Allowances While on business travel, the employee wil be paid a Daly Allowance, An ernployee is ented for 8 daily allowance according to the Overseas Travel Pian as Annexure A. Human Resource Poli stamp. ibaa HR Department ] aa | [CONTROLLED | iwiedsy 4 | eos |LnclsACCUREX Since 1986—— RALIDE ee Document Tite: OVERSEAS POLICY | VOUIIEA em — fern aE Total deily allowance is divide into four components: 41a Lodging Expenses ‘The administration department shall organize the hotel accommodation of reasonable standards for single occupancy and employee can claim reimbursement as actua) fhe femployee is organizing the slay, expenses would be reimbursed at actual (tne budget excludes food and overage, laundry, telephone, fax, e-mail charges), Acual bills / receipts need to be submited in support of the claim ‘4th Boarding Allowance wil be paid to cover the costs of meals & beverage during journey and stay 28 per limits, «410 Per Diem charges lke phone call charges to residence, tps at hotels, shoe-shine, periodicals, furchased during vavel Laundry ec. This can be claimed on personal declaration and no recipi 32 required 4.14 Conveyance ‘The conveyance expenses would be reimbursed subject to actuals for the most cost-effective mode of travel (lube f bus / shared cab / cab) and where cost and convenience justify he expense This would be raved on the statement of the places visited fr official work by the employee Aitprt transfers can also ‘s0 be claimed under this expense 4.2 Client Sponsored Where the cient or the Company provides accommodation, daily allowance wil comprise conveyatee expense subject to actual and boarding & Per diem allowances willbe 25 per the limits ‘mentioned in the Annexure A ‘433 ran employee is on incentive tour daly allowance will comprise of boarding allowance land Per diem allowances are 50% of the Annexure A ‘44 While on Business travel, if an employee has own arrangement to stay and the company doesn't incur Jodging and boarding expenses then he /she will be paid 60% of the Total Entitlement of Lodging, Boarding . Rest as per the Annexure A. 115 An employee traveling abroad on a business purpose can avail contingency Allowance 100 Sper year Human Resource Policy, Procedures and Forms [ stamp. ate: | HR Department | ] |[CONTROLLED | fee —— a. ‘Approved By (MD)ACCUREX ——since 1984— T Document Tit : = | | iR/SOP/26 Prepared by HR Departmes | BP) may ee 7 | Approved by | Abhinaw Thakur Revision Date: Nov 22, 2013 (To buy business suits, winter ware or any other contingency item a8 ‘appropriate for representation) Annexure A r | Eatitement below Wanagers | Eniilernent sbove Managers Particulars | eo | el a ss _| Tossing aewal etual | | Boarding Allowance urd / 608 per day Travel "Actual | Per diem allowance: for a week/75 Euro for a | | week | 5,0 Procedures and responsibilty Travel Advance and adjustments Tereinployes have to claim fis / herent daly allowances forthe duration of he planned travel in cance. On his/her return, the advance willbe settied against the actual expenses claim and balance will be reimbursed When checking out ofthe hotel, the executive must clear all his bils. Where credit facility in a hotel is available, expenses on personal account have to be settled directly by the ‘executive when checking out. ‘All official calls within the city and long distance will be reimbursed Expenses on consumption of cigarettes and alcohol wil not be reimbursed tne Company “The Dally Allowance is based on number of days travelled Tiuman Resource Policy, Procedures and Forms ] HR Department CONTROLLED | | ___ Issued By LuACCUREX ——Since 1984— A YT, 7 | - Document Title: OVERSEAS POLICY Tt 1A — Tie: OVERSEAS FOLIC A f | Prenredby | HR Department Tee | vue [enrovediy | RbinavThakor ‘Any actual amounts ( supported by bil) for extra-ordinary business expenses ike Inland alr travel in the country of the visit etc. can be claimed with due approval from HOD. ‘The employee must claim reimbursement after adjusting any tour advance, along with the tour report in a Travel Expenses Form within a month’s time on return. Ifan employee fas to seitle the unused sGvancesfamount returnable within months time from the date of return the 60% of the advance given wil be recovered from the salary RBI Guidelines ‘All employees shail follow the RBI guidelines related to foreign exchange while on overseas travel. 6.0Medical Insurance Overseas insurance ofa short period covering the tour is mandatory before proceeding on our. The medieal insurance will be organized by the admin depariment. The premium paid for such insurance shall be borne by the Company, 7.0 Salary in India For the period ofthe tour, the employee shail be paid salary including al allowances, and reimbursements in India as applicable 8,0 Leave while on Tour Employees hall not be ented fo any leave during the tour except in the case of medical exigencies, which will require a certificate from a registered medical practitioner. ifthe employee desiresineeds to take leave, s/he shall ave it authored before proceeding on tour and shall not be paid any allowance for the leave period 8.0 Sight -seeing while on Tour ifan employee is on a business four, he or she is entitled for a days sight-seeing: Human Resource Policy, Procedures and For | stamp. we | HRDepartment =| -v ] (CONTROLLED | | ssued By ; |r By (MD) 4 1 :