Grow more, grow better.

Version 1.2

Owner: HR department

Date of applicability 01-Jun-2021

Scope All members of Fasal Team

Expected next revision 01-Apr-2022, as per requirement of the business

GUIDELINES

● Applicable to all full-time team members of Fasal

● This policy will be applicable when a team member is traveling for
business-related activities authorized by the Reporting Manager
● All reimbursement claims are to be made using Zoho Expense Tracker -
https://zoho.fasal.co
● Travel allowances will only be applicable when the team member is traveling 100
Kms outside of his base location for >24 hours
● Team members are encouraged to exercise discretion with respect to minimizing
the amount of business travel
● All bills and their approvals by Reporting Managers are mandatory
● A team member who avails any leave except due to sickness during his travel, the
daily allowance will not be applicable in that period. The Reporting Manager will
have to be informed if a team member falls sick while travelling

CLASSIFICATION OF CITIES

Tier 1 - Delhi, Mumbai, Kolkata, Chennai, Bangalore, Hyderabad, Pune, Chandigarh,

Gurgaon, Bhopal, Lucknow, Ahmedabad, Itanagar, Dispur, Chandigarh, Raipur, Shimla,
Thiruvanantpuram, Imphal, Shillong, Aizawl, Kohima, Pondicherry, Jaipur, Gangtok,
Chennai, Hyderabad, Agartala, Dehradun
Tier 2 - Indore, Surat, Patna, Bhubaneshwar, Gandhinagar, Rajkot, Jamnagar, Bhavnagar,
Vadodara, Faridabad, Srinagar, Jammu, Belgaum, Hubli, Mangalore, Mysore, Kochi,
Kozhikode, Gwalior, Nagpur, Nashik, Cuttack, Rourkela, Bikaner, Jodhpur, Kota, Ajmer,
Agra, Kanpur, Allahabad, Varanasi, Noida, Dehradun

Tier 3 - All cities not a part of Tier 1 & 2.

LEVELS AND APPLICATION SCOPE OF THIS POLICY

Levels Designations

Level 1 Trainees (Management Trainee/Graduate

Trainee)/Executives/Territory Managers/Assistant Managers/Field
Engineers/Senior field engineers/Researcher I/Product engineers and
similar

Level 2 Managers/Area Managers/Sr. Area Managers/Regional

Manager/Marketing Managers and similar/Researcher II/Researcher
III/Sr. Product engineers/Engineering leads/Product Managers and
similar

Level 3 Sr. Zonal Managers/Zonal Manager/Chief Managers/Engineering

Managers/Principal researcher and similar

Level 4 Head of Verticals/Directors/Senior Directors and similar

Level 5 VP's/SVP's/CXO’s and similar

PERMISSIBLE MODE OF TRAVEL AND CONVEYANCE EXPENSES

Level Bus Train Local travel Flight

Level 1 AC 3rd AC/AC Auto/Shared NA*

Sleeper/AC CC taxi/Bus

1
 Sitting

Level 2 AC 3rd AC/AC Auto/Shared Permitted only when surface

Sleeper/AC CC taxi/Bus travel time > 12 Hours, after
Sitting approval of Reporting
Manager

Economy,

cheapest ticket booked at

Level 3 AC 3rd AC/AC Taxi (Rs least 2 weeks before the
Sleeper/AC CC/2nd AC travel date
10.50/Km)
Sitting
Deviation from this should be
approved by Reporting
Manager

Level 4 AC 3rd Taxi (Rs

Sleeper/AC AC/CC/2n Economy, cheapest ticket
11.50/Km)
Sitting d AC

Level 5 AC 3rd Taxi (Rs

Sleeper/AC AC/CC/2n Economy, cheapest ticket
11.50/Km)
Sitting d AC
*In urgent cases, on prior approval of Reporting Manager and HR department
*All flight bookings will be made by HR/Finance department

Private bikes: Level I and II could use their private bikes for local/out of station travel.
Will be reimbursed at an all inclusive 3.00 Rs/Km.

Private cars: Level II and above can use their private cars for local/out of station travel.
Will be reimbursed at an all inclusive rate of 9.00 Rs/Km (fuel, vehicle maintenance, etc).
The toll amount can be claimed separately on submitting appropriate proof. Proof of
ownership of the car is mandatory for claiming the reimbursement.

2
DAILY ALLOWANCE FOR FOOD EXPENSES

FLAT daily allowance for food expenses will be provided to everyone (in case of
outstation travel) as per the slabs mentioned in the below table. No bills will be required
for reimbursement.

Level Tier 1 Others

Level 1 700 600

Level 2 800 700

Level 3 900 800

Level 4 1000 900

Level 5 1100 1000

If a team member is out for business related activities within his base location, between
a meal interval, he will be reimbursed the food expense as mentioned in the below table,
provided he is not eligible for any other allowance for the day.

Level Daily Allowance (DA)

Level 1 200

Level 2 250

Level 3 300

Level 4 350

Level 5 400

3
DAILY ALLOWANCE FOR HOTEL EXPENSES

Level Tier 1 Tier 2 Tier 3

Level 1 1400 1200 1000

Level 2 1800 1600 1200

Level 3 2000 1800 1600

Level 4 3000 2500 2000

Level 5 3500 3000 2500

*Hotel bookings are only allowed with the tied-up hotel chains mentioned in Annexure
A. Officers can only book in other hotels if there is no tied-up hotel in that particular city.

APPROVALS AND CLAIM REIMBURSEMENT PROCESS

● All travel plans must be authorised/approved by the Reporting Managers

● Reimbursements must be submitted by 2nd of the subsequent month approved
by the Reporting Managers. In exceptional cases it can be claimed in the next
subsequent month after receiving an approval from the accounts department
over an email. No other delays will be entertained
● If the reimbursement amount is Rs.30,000/month or more, team members can
raise a bimonthly claim by 16th which will be processed by 19th of the same
month

4
ANNEXURE - A

PREFERENCE HOTEL BOOKING TRAVEL BOOKING

Preference 1 FabHotels Karbon Travel Desk

Preference 2 Treebo Hotels (Booking MakeMyTrip

priority - Acacia
rooms>Oak Rooms>Maple
rooms)

Preference 3 Karbon Travel -

Desk/MakeMyTrip