Travel Policy – Objective

▪ Employees may be required to conduct business foreign travel / domestic travel

during the course of their employment.
▪ To manage the associated cost and ensure proper documentation and sanctions
▪ To ensure the comfortable travel & stay of the employees who travels
▪ To economize on travel expenses

Guidelines

To ensure allowances are adequate and reasonable along with ensuring control over
expenditure. This policy also aims at proper documentation and approval for the travel.

▪ Booking should be done through travel desk and approved travel request on PCBL
People Connect to be submitted prior to travel
▪ Booking should be done at least in advance except in circumstances beyond control
▪ 15 Days in Advance in case of Foreign Travels
▪ 7 days in advance for Domestic Travels
▪ Wherever possible, round-trip tickets should be booked.
▪ As per the Entitlement table of Foreign travel/ Domestic travel

▪ Applicable: Management Staff only

Travel Policy - Foreign Travel
Travel abroad needs to be undertaken from time to time for reasons of business or to
attend training programs or conferences, with the prior approval of the reporting
manager and managing director.
Foreign Travel - Mode of Travel

To ensure allowances are adequate and reasonable along with ensuring control over
expenditure. This policy also aims at proper documentation and approval for the travel.

▪ Booking should be done through travel desk and approved travel request on People
Connect to be submitted prior to travel.
▪ Booking should be done at least 15 Days in advance, save and except circumstances
beyond control.
▪ Wherever possible, round-trip tickets should be booked.
▪ As per the Entitlement table of Foreign Travel.
 Entitlement table of FOREIGN TRAVEL

Chief and
GRADE Head and Below
Above

AIR Business Class Economy

Maximum Amount (US$ or equivalent per day)

Travel to Europe, Japan, Middle Travel to Other Countries (incl

Level
East USA)

Sector Head / MD 350 300

Chief 325 275

Head 300 250

Divisional Head &

250 200
below

Note :

▪ The above categories are the maximum permissible limits inclusive of any expenses
booked through credit cards or foreign exchange. This includes the expenses on
accommodation, food and local travel. The expenses need to be supported by
vouchers/bills.
▪ If there is any balance the same should be refunded after the completion of the tour.

For travel duration of more than 8 hours, either direct or with a stopover the following will
apply for all employees at Head and below level:

- They will be normally travelling in economy class.

- However, if they are travelling along with their senior at a Chief or above level then with
prior approval of the Managing Director, they may travel business class.
Out of Pocket allowance (OPA) per day:

Maximum Amount (US$ or equivalent per day)

Level Out of pocket allowance/day

Sector Head / MD 75

Chief 60

Head 60

Divisional Head and

30
below

Note :

▪ Out of pocket allowance per day will be provided to all the employees apart from the daily
allowance. This can be claimed without producing bills
▪ Out of pocket expenses will cover cost of laundry, magazines, refreshment, water, tips etc.
during travel and stay in hotels
▪ Any local travel while on foreign tour will be covered by the DA (against bills) or OPA (without
bills).
General Conditions

▪ Any Foreign travel is authorised by the MD

▪ Foreign exchange/card for use at foreign location will only be released after travel
approval of the MD.
▪ In view of the varying time zones, the number of days for each trip will be calculated
on the basis of total hours starting from the time of leaving India and ending with the
time of arrival back in India, divided by 24 hours. Fraction of more than 12 hours will
be counted as a full day.
▪ Where the managers enjoy local hospitality from their hosts or airlines in terms of free
hotel stay, only half the daily allowances will be applicable for such days.
▪ Extra-ordinary expenses such as inter-town travel, special entertainment, etc., are not
included in daily allowance and can be claimed over daily allowance limits, subject to
approval of the Functional Head.
▪ While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor
are not permissible.
▪ In case liquor expenses are incurred for business purposes, the same should be
approved by the Functional Head (Management Committee Member) on the bill or
through mail before uploading in PCBL People Connect reimbursement.
▪ Nowhere an employee will use the Mini Bar in any hotel / Pub. Any minibar expenses
shall not be reimbursed by the company.
▪ It should be noted that under the Foreign Exchange guidelines issued by the RBI, at
the end of the trip, all unspent foreign exchange, must be returned to the authorised
dealers or banks. The responsibility for following these regulations, will be that of the
concerned manager.
Travel Policy - Domestic Travel India

Entitlement table of DOMESTIC TRAVEL India

SR.
Head
Division MGR MANAG SR.
GRADE and DM/AM
al Head /CHIEF ER EX/EX
above
MGR

On On
approval- approval-
Business
AIR Economy Economy Economy In In
Class
exception exception
al cases al cases

AC-1st AC-1st
RAIL AC-2 tier AC-2 tier AC-3 tier AC-3 tier
class class

Company Company Company Company Company Company

Guest Guest Guest Guest Guest Guest
BOARDI House, if House, if House, if House, if House, if House, if
NG unavailabl unavailab unavailab unavailabl unavailab unavailab
e then le then le then e then le then le then
Hotel Hotel Hotel Hotel Hotel Hotel

Actual Actual
Food/Da Actual Actual Actual
Actual max. max
y max 600/- max 450/- max 350/-
1000/- 850/-

Local Actual Actual Actual

Actual
Transpo Actual Hired Car max max. max.
max 400/-
rt/ Day 850/-/td> Rs.600/- 500/-

Out of
Rs100/- Rs100/- Rs75/-per Rs50/-per Rs50/-per Rs50/-per
pocket
per day per day day day day day
expense
General Conditions:

▪ While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor

are not permissible.
▪ In case liquor expenses are incurred for business purposes, the same should be
approved by the Functional Head (Management Committee Member) on the bill or
through mail before uploading in PCBL People Connect reimbursement.
▪ Nowhere an employee will use the Mini Bar in any hotel / Pub. Any minibar expenses
shall not be reimbursed by the company.
▪ Out of pocket expenses will cover cost of laundry, magazines, refreshment, tips etc.
during travel and stay in hotels
▪ Finance department to ensure that payments are made only after expense statement
has been authorized by internal audit/Accounts as the case may be, and respective
HOD of the traveling official.
▪ If travelling to overnight destinations, all employees should use the train facility.
 Domestic Travel China

Domestic Travel Policy – China

Sr
Divisional Manager
Grade Head Manager DM/AM SR. EX/EX
Head / Chief
Manager

On On
approval-In approval-In
Air Economy Economy Economy Economy
exceptional exceptional
cases cases

Second Second Second Second Second Second

Train
class class class class class class

Boarding
including USD 150 USD 150 USD 120 USD 120 USD 100 USD 80
taxes

Actual Actual Actual Actual Actual

Actual max.
Food / Day max. 90 max. 80 max. 75 max. 65 max. 55
60 USD
USD USD USD USD USD

Local • Hired Car – Self Driven with reimbursement of fuel, parking, and toll charges
Transport/ • Taxi (within city limits) at actuals against receipt
Day • Own Car - Self driven : can claim expenses = distance(km) X 1.6 CNY

Out of Pocket 15 USD 10 USD per 5 USD per 5 USD per 5 USD per 5 USD per
Expenses per day day day day day day
General Conditions:

▪ While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor

are not permissible.
▪ In case liquor expenses are incurred for business purposes, the same should be
approved by the Functional Head (Management Committee Member) on the bill or
through mail before uploading in PCBL People Connect reimbursement.
▪ Nowhere an employee will use the Mini Bar in any hotel / Pub. Any minibar expenses
shall not be reimbursed by the company.
▪ Out of pocket expenses will cover cost of laundry, magazines, refreshment, tips etc.
during travel and stay in hotels.
▪ Finance department to ensure that payments are made only after expense statement
has been authorized by internal audit/Accounts as the case may be, and respective
HOD of the traveling official.
▪ Traveling employee should take judicious decision on the right cost effective mode of
travel based on the transport network in the country.

Entitlements for Hired Cars Includes Hiring, Insurance, handling and other Charges

Level Car Hire Limit / Per day

Head USD 90

Divisional Head USD 70

Others USD 60
 Domestic Travel Europe

Domestic Travel Policy – Europe

Sr
Divisional Manager
Grade Head Manager DM/AM SR. EX/EX
Head / Chief
Manager

On On
approval-In approval-In
Air Economy Economy Economy Economy
exceptional exceptional
cases cases

Second Second Second Second Second Second

Train
class class class class class class

Boarding
Euro 150 Euro 130 Euro 110 Euro 100 Euro 90 Euro 80
including taxes

Actual Actual Actual Actual Actual

Actual max.
Food / Day max. 80 max. 70 max. 65 max. 60 max. 50
55 Euro
Euro Euro Euro Euro Euro

• Hired Car – Self Driven with reimbursement of fuel, parking, and toll charges
Local
• Taxi (within city limits) at actuals against receipt
Transport/ Day
• Own Car - Self driven : can claim expenses = distance(km) X 0.3 (Euro)

Out of Pocket 15 Euro 10 Euro 5 Euro per 5 Euro per 5 Euro per 5 Euro per
Expenses per day per day day day day day
General Conditions:

▪ While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor

are not permissible.
▪ In case liquor expenses are incurred for business purposes, the same should be
approved by the Functional Head (Management Committee Member) on the bill or
through mail before uploading in PCBL People Connect reimbursement.
▪ Nowhere an employee will use the Mini Bar in any hotel / Pub. Any minibar expenses
shall not be reimbursed by the company.
▪ Out of pocket expenses will cover cost of laundry, magazines, refreshment, tips etc.
during travel and stay in hotels
▪ Finance department to ensure that payments are made only after expense statement
has been authorized by internal audit/Accounts as the case may be, and respective
HOD of the traveling official.
▪ Traveling employee should take judicious decision on the right cost effective mode of
travel based on the transport network in the country.

Entitlements for Hired Cars Includes Hiring, Insurance, handling and other Charges

Level Car Hire Limit / Per day

Head Euro 85

Divisional Head Euro 70

Others Euro 60
 Domestic Travel South Korea

Grade Head Divisional Sr Manager DM/AM Sr. Ex / Ex

Head Manager /
Chief
Manager

Air Economy Economy Economy Economy On approval- On approval-

In exceptional In
cases exceptional
cases
Second Second class Second class Second class Second class Second class
class
Train

Boarding USD 150 USD 150 USD 120 USD 120 USD 100 USD 80
including
taxes
Food / Day Actual Actual max. Actual max 75 Actual max Actual max 60 Actual max
max. 80 USD USD 65 USD USD 55 USD
90 USD

Outside City • Rented Car – Self Driven with reimbursement of fuel, parking, and toll charges (refer
Travel table below for entitlement of Rented cars). No Chauffer driven cars allowed.
Transport/ • App based Taxi at actuals against receipt
Day

Out of 15 USD 10 USD per 5 USD per day 5 USD per 5 USD per day 5 USD per
Pocket per day day day day
Expenses
 General Conditions:

▪ While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor are not
permissible.
▪ In case liquor expenses are incurred for business purposes, the same should be approved by the
Functional Head (Management Committee Member) on the bill or through mail before uploading
in PCBL People Connect reimbursement.
▪
▪ Nowhere an employee will use the Mini Bar in any hotel / Pub. Any minibar expenses shall not be
reimbursed by the company.
▪ Out of pocket expenses will cover cost of laundry, magazines, water, refreshment, tips etc. during
travel and stay in hotels
▪ Finance department to ensure that payments are made only after expense statement has been
authorized by internal audit/Accounts as the case may be, and respective HOD of the traveling
official.
▪ Traveling employee should take judicious decision on the right cost effective mode of travel
based on the transport network in the country.

Entitlements for Rented Cars

Includes Hiring, Insurance, handling and other Charges

Level Entitlement Limit / Per day

Head USD 90

Divisional Head USD 70

Others USD 60
Travel Policy - Settlement of Claims

After the return from the tour the employee concerned is required to fill up and submit
the Travelling Expense Statement along with the vouchers /bills/cash memos for actual
expenses incurred in the prescribed form on PCBL People Connect Travel Reimbursement
option.

This statement must be submitted within 7 days from the date of completion of the tour.

Notwithstanding the fact that more than one employee may proceed on the official tour
to the same place for the same purpose, every employee is required to submit his own
claim separately.

Finance department to ensure that payments are made only after expense statement has
been authorized by respective HOD of the traveling official, internal audit dept. and
Managing Director.
 Travel Policy - Local Travel in India

Local Travel on Domestic Tour

▪ Employee in grade Divisional Head and above would be allowed the use of rental cars.
▪ All other employees will be reimbursed expenses incurred on pre paid taxis / cabs for
travel within the city. In the event of non-availability of pre paid taxi/cabs, such
employees can, subject to prior permission, avail the use of rental cars.
▪ In case of any variance, the amount of travel allowance given to managers will depend
on the duration of the travel and also approval of the HOD is required.
▪ For local travels in plants/ regional offices locations, travel arrangements should be
organized through the local HR/ Administration.

Local Travel within city

PCBL recognizes that employee is required to travel within the city for purpose of
business. This document intends to document the rules and entitlements, pertaining to
such travel.

As a practice, the company car is available to take the concerned manager to the place of
business. In case of unavailibility employee in grade Divisional Head and above would be
allowed the use of rental cars with prior permission of reporting manager and in case of
shorter distance should use cab services. All other employees will be reimbursed
expenses incurred on pre paid taxis/ cabs / Auto for travel within the city. In the event of
non-availability of cabs, such employees can, subject to prior permission, avail the use of
rental cars.
Entitlement Table for Car Rentals:

Entitlements for Rental Cars

Level Car Rental limit /per day

MD & MCM Rs. 3000/-

Chief Rs. 2000/-

Head/Divisional Head Rs.1500/-

Note : Car rental will be governed as per the tie ups with car rental agencies at locations;
however in the absence of tie up above table will be applicable.

Company related travel with own car

Manager & above, who utilizes own car for official purpose will be entitled to claim Rs
10/km.
This can be claimed under the following circumstances:

▪ If the executive is traveling between two cities or towns in his own vehicle.
▪ In case the executive uses his car for airport pick up and drop.

The reimbursement will be done based on actual journey in km through the shortest
route. The journey has to be pre- approved by the manager’s superior. Subsequent to
completion of the journey, the bill has to be approved by the immediate superior and
ratified by HR before reimbursement is made.

The company shall not be responsible for any traffic offences committed by the
employee.
 Travel Policy - Other Expenses

Employees are discouraged from making long distance calls from hotels given their high
service charges, except in urgency.

Business meetings Expenses needs to be approved separately by the Functional /

Department Head

While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor are

not permissible. Nowhere an employee will use the Mini Bar. Any Minibar expenses shall
not be reimbursed by the Company.

Incidental Expenses

This limit is to cover any miscellaneous expenses like porterage, laundry, tips, etc. and
shall be paid only on the basis of “night spent on tour”, as per the Entitlement table. of
Domestic Travel
Travel Policy - Boarding
Boarding

All persons travelling on business for the company should stay at guesthouses wherever
they are available. Under all circumstances, stays at 5 star deluxe hotels are to be
avoided.

If the company Guest House is available at the touring location, then the location HR will
do the booking at the Guest House.

If the touring location doesn’t have a Company Guest House or the Company Guest
House is not free then the person concerned would have to put up in a designated hotel.
Tie-Ups with Hotels / Guest Houses have been arranged at concessional rates at various
cities for all levels.

In the event the designated hotel is full, Location HR has the authority to accommodate a
touring manager in an alternate location. This however, is in the hands of the Location HR
alone and used only when designated hotel is full, in all such cases the Location HR needs
to keep the Internal Audit Department informed by mail.

If a touring manager makes his own arrangement such as putting up at a relatives or

friends place then he will get a DA of INR-1200/- (Twelve Hundred only) and out of pocket
expenses only (Per night).

The allowance is meant to include all expenses whether they are for food or
miscellaneous but would not include conveyance expenses.
 ENTITLEMENT TABLE : BOARDING (Excluding Taxes) (Revised wef 12th October,2018)

SR. MGR
CITY MD & Head/Divisional DM &
Chief /CHIEF MGR
GRADE MCM Head Below
MGR

At Rs. Rs. Rs.

Metro Rs. 7000/- Rs. 5500/-
Actual 8500/- 4500/- 3500/-

Non- At Rs. Rs. Rs.

Rs. 5500/- Rs. 4250/-
Metro Actual 7000/- 3500/- 2800/-

Note

▪ The local administration can book a hotel at a rate which can be lower or higher by
INR-500 per night.
▪ These limits are applicable where our tie ups with the hotels are not available.
▪ For boarding at plants / regional office locations hotel arrangements should be
organized though the local HR / Administration.
 Domestic Travel – Vietnam

Grade Head Divisional Sr Manager Manager DM/AM Sr. Ex / Ex

Head / Chief
Manager

Air Economy Economy Economy Economy On approval-In On approval-

exceptional In exceptional
cases cases
Second Second class Second class Second class Second class Second class
class
Train

Boarding USD 150 USD 150 USD 120 USD 120 USD 100 USD 80
including
taxes

Food / Day Actual Actual max. Actual max 75 Actual max Actual max 60 Actual max 55
max. 80 USD USD 65 USD USD USD
90 USD

Local • Rented Car – Self Driven with reimbursement of fuel, parking, and toll charges (refer table below
Transport/ for entitlement of Rented cars). No Chauffer driven cars allowed.
Day • App based Taxi at actuals against receipt
• Own Car : Self Driven Car : Can claim Expense – Distance (KM) X 0.11 USD
Out of 15 USD 10 USD per day 5 USD per day 5 USD per 5 USD per day 5 USD per day
Pocket per day day
Expenses

General Conditions:

▪ While on tour, reimbursement of expenses incurred on cigarettes, hard drinks/liquor

are not permissible.
▪ In case liquor expenses are incurred for business purposes, the same should be
approved by the Functional Head (Management Committee Member) on the bill or
through mail before uploading in PCBL People Connect reimbursement.
▪ Nowhere an employee will use the Mini Bar in any hotel / Pub. Any minibar expenses
shall not be reimbursed by the company.
▪ Out of pocket expenses will cover cost of laundry, magazines, refreshment, tips etc.
during travel and stay in hotels.
▪ Finance department to ensure that payments are made only after expense statement
has been authorized by internal audit/Accounts as the case may be, and respective
HOD of the travelling official.
▪ Travelling employee should take judicious decision on the right cost effective mode of
travel based on the transport network in the country.

Entitlements for Hired Cars Includes Hiring, Insurance, handling and other Charges

Level Car Hire Limit / Per day

Head USD 90

Divisional Head USD 70

Others USD 60