INCEPTA POLICY Cr7pta

Incepta Pharmaceuticals Limited

TITLE: Local Travel Policy, Doc No: HRI POLlCY/0017/R01

Effective from: January 01, 2013 Number of paces: 08

Prepared by : Md. Anayet Hossain Signature:
Assistant Manager, HR ~
Date: 0710\ I \ 'P
Checked by: Naimul Huda Signature:
Sr. Manager, F &A ~·Ol.\'
Date: t)13 .
Recommended by : Hasneen Muktadir Signature:
Director, P & C ~~.
Date: ~ 12.'01' \":2.
Approved by : Abdul Muktadir Signatur~ ~~
Managing Director
Date: '''2., L-
History : First introduced on dated October 15, 2005. I

A. Scope:

These policies and procedures apply to the eligible employees who are authorized for local travel (out
of city that entails stay/journey overnight) generally for the following purposes:

i) Conference and seminar

ii) Local trade fare
iii) Training
iv) Business strategy tour
v) Market survey
vi) Business promotion
vii) Audit and investigation
viii) Follow up of depot activities
ix) Legal issues
x) Supporting depot operations

B. Eligibility:

Employees of following departments are eligible for local travel:

Departments/ Designation Grade

Administration (Head Office) All Grade
Desktop Publication (Head Office) All Grade
Engineering (Head Office) All Grade
Finance & Accounts (Head Office) All Grade
Human Resources (Head Office) All Grade
Information Technology (Head Office) All Grade
Internal Control and Audit (Head Office) All Grade
International Regulatory Affairs (Head Office) All Grade
Law (Head Office) All Grade
Marketing Strategy (Head Office) All Grade
Sample (Head Office) All Grade
 Sales See (Head Office) All Grade
Supply Chain Management (Head Office) All Grade
Project (Head Office) All Grade
All departments (Factory) All Grade
PMS/CWH/ISD/CDM (Distribution) All Grade
Sales & SSRD Assistant Manager & Above

C. Policy:

i) All local travel needs and related estimates of expenditure are to be approved by the
departmental head provided that the expenditure estimates do not exceed pre approved
budget.

ii) Employees are entitled to have travel advance subject to indicative limit mentioned in
Annexure-A. Daily Allowance (DA) will not be given as advance. Depending on reasonableness,
Managing Director (MD)/Director may approve the excess advance amount over the said limit.

iii) Expensesin respect of accommodation charges, meals and incidentals will be settled on the
basis of costs at actual within the indicative limit (Annexure-A). However, depending on
reasonableness, MD/Director may approve the excessexpenses over the said limit.

iv) Transport (air/bus/train or other) fare will be at actual and borne by the company as per
grade. Company will not pay any amount against excess luggage for personal effects.

v) Daily Allowance (Annexure-A) will be calculated for total number of days stayed out of duty
station on official duty including travel days. Hotel bill/transport tickets or other written
document must be submitted to authenticate the number of days.

vi) Incepta may arrange and bear all kinds of pre requisite expenses like ticket
confirmation/cancellation etc. in favor of traveler through Administration department.

vii) After recommendation of departmental head, Advance Requisition Form (Annexure-B) is to be

sent to Finance & Accounts department.

viii) Traveler should submit Travel Bill (Annexure-C) and Expense Break Down (Annexure-D) along
with unspent balance, if any, within 07 (Seven)working days of return from outstation duty.

ix) While staying outstation, businessrelated local guests may have to be entertained at the hotel
lobby or any other suitable place. This expense is adjustable through travel bill subject to
producing of valid document. This is limited to expenses for meals and snacks only. Name &
address of guest(s) must be recorded for information.

x) Expenses for luxurious amenities like uses of health club, gift shop, steam bath, swimming
pool, games etc., purchases of toiletries and other personal items, laundry expenses for a stay
less than two nights, expenses on cigarettes and alcoholic beverages are no; permissible.

xi) Delay to submit travel bill will be considered as negligence and the management can adjust
unsettled advance with salary or other benefits without transmitting any notice.

xii) Limit for travel advance may be revised by the authority in the occasion of local tour being
partially or fully sponsored by any other organization.

xiii) The employees may avail additional period on personal account beyond the official tour days
subject to due approval from superior authority. However, no daira (e.g. accommodations,
meals & incidentals, daily allowance, transport fare etc.) for such stay will be entertained.
 xiv) In case of personnel not employee of Incepta but working for Incepta under any agreement or
contract or casual basis may be accommodated under the provisions of this traveling facilities
depending on the terms and conditions of their deployment, and if otherwise, it may depend
on the management discretion considering their grade or level.

xv) No new travel advances will be allowed without adjusting previous one.

D. Procedures:

i) Approval of Travel Needs, Expenditure & Advance:

a Traveler will take approval of travel needs and relevant expenditure budget from the
concerned departmental head.
a Excessexpenditure over budget should be approved by higher authority (MD/Director) before
payment is made.
a After recommendation of departmental head, advance requisition form is to be sent to Finance
8: Accounts department.

ii) Ticket/Hotel Booking:

a Administration department may assist the concern traveler in processing the transport tickets.
a Incepta will try to set up corporate agreement with residential hotels of likely areas of travel
commensurate to official requirements.
a For hotel arrangement, traveler may contact with the Regional Manager or Depot -In-Charge of
concerned region/Depot.

iii) Advance for Local Travel:

After receiving the advance requisition request from the traveler, Finance 8: Accounts department must
ensure that the amount of requested advance complies with the indicative limit for travel advance and
there is no unsettled advance in the name of same traveler. Finance 8: Accounts dept. will disburse
advance to the traveler as soon as possible. Traveler has to collect one copy of advance requisition form
from Finance 8: Accounts dept. for submission during the final settlement.

iv) Adjustment of Advance:

a Traveler should submit travel bill and expense break down along with unspent balance, if any,
within 07 (Seven)days of return from outstation duty.
a Travel bill must be supported by original receipts.
a Necessary bills, charges slip, vouchers, advance requisition form etc. are to be submitted with
travel bill to Finance 8: Accounts dept. for adjustment
a Chargesslips should be attached to the bills if paid through credit card.
a In case of air travel, ticket jacket and boarding passes should be submitted during final
settlement.
a Written explanation/note should be furnished in case of lost of any receipt/supporting.
a In case of unavailability of bill, handwritten bill is to be submitted duly recommended by the
departmental Head.
a If the total amount of travel bill exceeds the allowable limit, the traveler will mention the
reason of excess expenditure in the travel bill which should be recommended by the
departmental head and duly approved by the higher authority.
a Finance 8: Accounts department will receive unspent amount, if any, with the travel bill. On
the other hand, Finance 8: Accounts dept. will pay excess approved amount to the traveler, if
any, within 03 (three) days of submission of travel bill. .•
E. One day tour:

Travel out of city limit that does not entail stay/journey overnight will also be covered by the provisions
of this policy, and no daily allowance (DA) will be admissible in case of travel distance (one way) not
exceeding 70 (seventy) kilometers. It is mentionable here that the traveler working between Head
Office and Factory will not be entitled to the provisions of this policy except related conveyance
expenses.

F. Conclusion:

Travelers are advised to comply with the instructions and guidelines described in the policies and
procedures laid down in this Local Travel Policies and Procedures. Incepta holds every right to alter,
amend or modify any of the clauses of this policies and procedures at any time.

List of Annexure:
Sln. Particulars Annexure No.
1 Indicative Limit for Travel Advances/Expenses Annexure - A
2 Advance Requisition Form Annexure - B
3 Travel Bill Annexure - C
4 Expense Break Down Annexure - D

Explanations of terminology used:

At actual will mean that the company will bear the whole amount of expense subject to producing of
necessary supporting. However, officials entitled to 'at actual' facilities are advised to be rational while
choosing the accommodations, meals and others.

Accommodation charges will mean expenses for hotel/accommodations in travel area calculated on the
basisof night stay. To authenticate night stay, hotel bill or other written document must be submitted.
Apart form this, the traveler may be allowed for accommodation charges if they need to stay at the
hotel/boarding housesfor refreshing after prolonged/night journey, not necessarily staying overnight.

Meals and incidentals will mean daily expenses limit on account of breakfast, lunch, snacks, dinner,
printing & stationery, laundry, local conveyance ete.

Daily Allowance (DA) will be calculated for total number of days stayed out of duty station on official
duty including travel days. A person will be entitled to full rate of daily allowance for the first 10 (ten)
days and half for rest of the tenure of travel days on duty. In addition to prescribed Daily Allowance
(Annexure· A), following amount will be allowed for each Friday or other official holiday during the
tour:

Grade Amount
(Taka)
Above E01 & E02 300.00
E07 to E03 250.00
E08 & E10 125.00
E11 & below E11 100.00

..
 Annexure - A
Indicative Limit for Travel Advances/Expenses

Indicative Limit for the following Employee Grade/Position·

Above E01
Location Accommodation Meals Incidentals Daily Allowance Means of
Charges (Taka) (Taka) (Taka) (Taka) transportation
Best available
Any City/District At actual At actual At actual 1CXXl
means

Grade E07 to E01

Location Accommodation Meals Incidentals Daily Allowance Means of
Charges (Taka) (Taka) (Taka) (Taka) transportation
Air, Bus (AC),
Launch (Cabin-AC),
Any City/District At actual At actual At actual 800 Train (Cabin
AC/First class-AC),
Company Vehicle)

Grade E08-E11
Location Accommodation Meals Incidentals Daily Allowance Means of
Charges (Taka) (Taka) (Taka) (Taka) transportation
Dhaka, Sylhet, Ctg,
Air', Bus (AC),
Cox's Bazar, Khulna,
Launch (Cabin-AC),
Rajshahi, Barisal, 2CXXl 800 250 500
Comilla, Rangpur, Train (Cabin
Bogra ACiFirst class-AC),
Other than above 1500 750 200 500
i Company Vehicle)

Grade E12
Location Accommodation Meals Incidentals Daily Allowance Means of
Charges (Taka) (Taka) (Taka) (Taka) transportation
Dhaka, Sylhet, Ctg,
Cox's Bazar, Khulna, Bus (Non AC),
Rajshahi, Barisal, Launch (Cabin Non
1500 600 200 300
Comilla, Rangpur, AC), Train (First
Bogra ClassNon AC),
Company Vehicle
Other than above 1200 500 200 300

Location Grade Below E12

Accommodation Meals Incidentals Daily Allowance Means of
Charges (Taka) (Taka) (Taka) (Taka) transportation
Dhaka, Sylhet, Ctg, Bus (Non AC),
Cox's Bazar, Khulna, Launch (Cabin
Rajshahi, Barisal, 700 400 200 200 Non AC), Train
Comilla, Rangpur, (First ClassNon
Bogra AC), Company
Other than above 500 400 200 200 Vehicle

* Basedon need and subject to pre approval from Higher Authority (Nlanaging Director/Director) .

•
 Annexure - B
INCEPTA PHARMACEUTICALS LTD.
TRAVEL ADVANCE REQUISITION FORM

Date:

REQUISITION BY TRAVEL DETAILS

NAME DEslGNATIONI ROLjTE
EMPLOYEEID DURATION
DESIGNATION PURPOSE

DEPARTMENT
COSTCENTERCODE
GLCODE

EXPENDITURE

EXPENSEHEAD PARTICULARS ADVANCE REQUIRED(TAKA)

TRANSPOERTFARE
ACCOMODATIONCHARGES
MEALS
INCIDENTALS
DAILYALLOWANCE
TOTAL
AMOUNT IN WORD:
UNSETTLEDADVANCE, IF ANY:
(to be filled in by Finance & Accounts department)

Employee Signature Recommended by Checked by Approved by

Dept. Head Accounts
Name: Name:
Desig: Desig:

Received by

Please be informed:

1. Traveler should submit travel bill along with unspent balance, if any, within 04 days of retum.
2. Balance which has not been adjusted within stipulated time may be adjusted with salary or other benefits
without transmitting any notice.
3. In case of any previous requisition, new advance will not be processed. Under unavoidable drcumstances,
prior recommendation to be obtained from the competent authority before placing new requisition.
4. Please collect one copy of this document from the Finance & Accounts oepartrrent at the time of
disbursement and submit the same with the travel bill.
 Annexure-C

INCEPTA PHARMACEUTICALS LTD.

TRAVEL BILL

REQUISITION BY TRAVEL DETAILS

NM\E DESIGNATION/ROUTE
EMPLOYEE ID DURATION
DESIGNATION PURPOSE
DEPARTMENT
COST CENTER CODE
GLCODE
ADVANCE REQUISITION REF.
EXPENDITURE
AMOUNT
EXPENSE HEAD PARTICULARS
(TAKA)
TRANSPOERT FARE

ACCOMODATION CHARGES

MEALS

INCIDENTALS

DAILY ALLOWANCE

TOTAL

LESS: ADVANCE TAKEN

(RECEIVABLE)/PA YABLE

AMOUNT IN WORD

Submitted by Recommended by Checked & Received by Approved by

Dept. Head Accounts
Name: Name:
Desig : Desig:

Enclosed: All expenses supporting.

..
Remarks:
 Annexure-D

Expense Break Down:

TRANSPORT FARE
------- --- --- -to----- ------- Ticket enclosed

ACCONMODATION CHARGES
Hotel/boarding rent Bill enclosed
I I
MEALS
Breakfast
Lunch
Dinner
Snacks
INCIDENTALS
Conveyance details:
Residence/work station to bus
stand
Bus stand to
Residence/workstation
Local conveyance
Printing & Stationaries
Please specify
Others • "
Tips
Miscellaneous
Amount in word: Taka