UNDERSTANDING DOCUMENT

TRAVEL PLANNING
 System should allow the Employee to prepare a tour program (Schedule, Advance, Air Travel Details - Flight,
Ticket, etc. and Detour program)
 System should allow the Employee to choose preferred air line,hotels
 System should allow the employee to apply for advance.
 System should allow the officer to send the form to the competent authority for approval through workflow

 System should send automated email notification to competent authority for his approval

 System should allow competent authority to approve the request online

 System should send the travel details to travel agent with Unique docket id and employee should be kept in
cc
 System should allow competent authority to approve the request online

TRAVEL EXPENSE

TRAVELLER
 System should allow the Employee to submit the expense claim
 System should allow Employee to enter the expense types details (HA, Conveyance, Mazdoor charges etc.)
 System should allow the Employee to upload scans of original bills. System should allow the employee to
scan all original bills, boarding pass, tickets, and fare receipts.
 System should allow the employee to attach the scan copies of all bills in the system and submit claim. In
case employee is transferring household after 6 months from the date of transfer employee to attach approval
email from sanctioning authority
 System should allow automated payment to the employee through payment run

EXPENSE DESK (SCRUTINITY TEAM)

 System should allow TA HA officer to scrutinize the application (expense desk process)
 System should allow TA HA officer to scrutinize the bills and make entry for admissible amounts. (expense
desk process)
 System should allow TA HA officer to generate report and scrutinize the invoices against the docket id
pertaining to the tour plan
 System should allow the AIC Officer to approve the admissible amount(In case of rejection admissible
amount to be zero and advance to be recovered from employee)
 System should allow the officer to approve the form and send it to the AGM for approval

 System should allow the AGM to approve the form online

 System should automatically deduct from salary in case of recovery

 System should allow Payroll section to make advance payment to employee through payment run process

 System should send a notification to the employee and the advance amount is shown as pending against the
employee
  System should allow the Officer to update the Rail Travel - Fare Chart

 System should allow AGM to approve the updated Fare Chart

 System should allow CGM to approve the updated Fare Chart

 System should allow the Officer to update the Air Travel - Fare Chart

 System should allow AGM to approve the updated Fare Chart

 System should allow CGM to approve the updated Fare Chart

LOGIC

 Officers drawing pay of 33,200/- p.m. and above are entitled for A.C. - 1st Class by rail/Deluxe Cabin by
steamer.
 Officers drawing pay up to 33, 199/- p.m. are entitled for A.C. - II Tier by rail/1st or 'A' class cabin by steamer.
 AII eligible officers up to Grade E, at their option, will be permitted, to undertake journey by Air (Economy
Class)
 Officers in Grade F may be permitted to undertake journey by air (Business Class).

Purchase of air tickets under Corporate Air Ticketing Arrangements (CAT A)

The Air tickets for Officers on Tour/Training are to be necessarily purchased through the Corporate Air Ticketing
Arrangements only. In case the tickets are booked by the Officers themselves, the bills will not be settled unless the
Regional Director/head of the Central Office Department accords his approval that it was absolutely necessary for the
Officer concerned to purchase the air ticket himself/outside the corporate arrangements.

The procedure to be followed for purchase of air tickets under Corporate Air Ticketing
Arrangements (CATA)

1. The travel agent should be advised in advance of the CATA arrangements and in particular about use of Deal
Code.
2. The travel agents should also be advised that while issuing tickets, they should incorporate the Deal Codes as
mentioned below, for easy tracking of the Corporate travel. The Deal Code should be legible and endorsement
sticker, if used, should not cover the tour code box

Tour code
Name of the Air Lines International
Domestic Travel Travel
Air India (National Aviation B438 B438
Jet Airways 9W0286002 9W02860021
 Jetlite (India) Ltd. S20286002 Not Applicable
Indigo Airlines RBI1 (for Corporate Fare) Not Applicable
Indigo Airlines RRBI1 (for Retail Promo Code) Not Applicable
Indigo Airlines STAR RBI (Special Promo Code) Not Applicable
Spice jet limited C202 RBIB (Corporate Fare) Not Applicable
Spice jet limited W202 RBIB (Web Fare Booking) Not Applicable
Virgin Atlantic Airways Not Applicable VSINCT3128
Qatar Airways Not Applicable BOMC474

Approved Travel Agencies will arrange to book all air tickets on domestic flights of all airlines including emergency
bookings/bookings in odd situations.

Cancellation of Air tickets

Offices may allow expenditure incurred on cancellation/ preponement/ postponement of air tickets or rail tickets
purchased in connection with tours on official duty.
Cancellation is made in the interest of the Bank.
They may also allow cancellation charges on tickets so purchased.
Cancellation is occasioned by the employee's own request
 If due to illness and the request is duly supported by a medical certificate from a registered medical
practitioner is allowed cancellation charges on ticket
 If cancellation is due to some other personal reasons then cancellation charges are deduction from the
advance or salary or reimbursement.

Travel by taxi / own car

Journey by taxi in hilly areas.

 Define Hilly areas.

 Reimbursement are made on actual basis.

Journey by taxi in non-hilly areas.

In case officers desire to hire taxi to suit their own convenience or because of non-availability of public transport, their
claims may be restricted up to the ceiling limit of fare by rail as per their entitlement for the distance by road (by
shortest route) or actual charges, whichever is less.

If officers are travelling in groups, railway fare for one person is not sufficient to cover the taxi fare, the claim may be
settled taking into consideration joint entitlement limit of officers travelling in the same taxi. taxi on sharing basis and
fare is paid on per seat basis,

Travel by own car

Claim for reimbursement in such cases may be settled at 8/- per km. The officer should submit documentary
evidence, like original receipts of fuel purchased, toll tax paid on the way or parking charges, etc. for having
undertaken the journey by own car. The reimbursement of {8/- per km. includes amount spent on fuel, toll tax,
municipal entry fee, parking charges etc. Officers preferring to use own car will not be eligible for hiring separate
taxi/auto/car at temporary headquarters.

The distance for which the per km. charge may be reimbursed, may be calculated as under:
a) Officers claiming drivers' allowance: Point to point distance between headquarters and temporary headquarters
e.g. Mumbai and Pune, plus reasonable distance at temporary headquarters towards local conveyance.
b) Officers not claiming drivers' allowance: Distance from the place of residence to the place of temporary
headquarters plus reasonable distance at temporary headquarters towards local conveyance.

NOTE: While approving travel by taxi in hilly areas or travel by own car, the Competent Authority should ensure that
such travel does not entail payment of additional halting allowance than would be due to the officer concerned,
had the travel been undertaken by the entitled class.

Pre-paid Taxi System

Officers avail of the facility of Pre-paid Taxi System while on tour, inspection or on training, either from
 Residence/VOF/Hostel/Hotel/Head Quarter to Airport/Railway Station.
 Airport/Railway Station to Residence/VOF/Hostel/Hotel/ Head Quarter.

Claims towards the same may be admitted up to the scheduled rates of charges under such system, provided the
documentary evidence in the form of proper receipt has been produced in support of the same.

Officers claiming driver's allowance,

Officers who are claiming driver allowance can also avail this facility for the limited purpose of pick up / drop from/to
airport/railway stations at headquarters, while coming from/proceeding on official tours in the following conditions:-
 Before and after office hours.
 At any time on Sundays/holidays.

Mazdoor hire charges

A: SINGLE DAY TRIP

Where tours are limited to a single day (not involving overnight stay), the officers are normally not expected to carry
heavy luggage, necessitating engagement of a coolie / Mazdoor. The claims towards Mazdoor hire charges in such
cases may, therefore, be reimbursed at the discretion of the Competent Authority after exercising due care.

NOTE: System will allow officer to claim Mazdoor charges for single day trip and send it for approval. Now,
reimbursed at the discretion of the Competent Authority approval.

B: MULTIPLE DAY TRIP

The limits for reimbursement of actual Mazdoor hire charges to the officers proceeding on tour are as under
(irrespective of the number of packages carried)

 At residence - 7/-
 At Railway station/Airport transhipment point – 11/-

In this case we will create two expense type “Mazdoor Charges at residence” & “Mazdoor Charges at Railway
station/Airport”

Halting Allowance
The uniform per diem rate of halting allowance admissible to officers,

A) Normal Rates of Halting Allowance per diem

Officers in Grade Other Centres 6 Metro Centres* Other Centres
A/B/C 1,500 /- 1,300 /-
D/E/F 1,800 /- 1,500 /-

Metro Centres: Mumbai, New Delhi, Kolkata, Chennai, Bangalore and Hyderabad.
 B) when an officer makes his own private arrangement for lodging and boarding (including Visiting Officers' Flat)
without submitting bills for staying in hotels and lodging houses etc. is entitle for enhanced Halting Allowance
of 125% of normal Rates of Halting Allowance per diem.

Officers in Grade Other Centres 6 Metro Centres* Other Centres

A/B/C 1,875 /- 1,625 /-
D/E/F 2,250 /- 1,875 /-

NOTE: Halting Allowance not to exceed the number of days of absence from headquarter

Rules of Halting Allowance

Officers deputed for training/tour are

provided with lodging/ boarding facilities by 1/4 of the normal rate
the host Institution,

Officers deputed for training/tour are not

provided with lodging/ boarding facilities by full normal rate
the host Institution,

25% of normal halting

allowance
Directly recruited officers (on probation)
Training Programme where lodging and
boarding are provided
normal halting allowance for journey period,

Directly recruited officers (on probation)

Training Programme where lodging and full normal rate
boarding are not provided

Halting Allowance per Diem for single day trips

An officer proceeding on tour to a distant place (at least 50 km) away from the headquarters and
returning to headquarters on the same day but before midnight after staying outside headquarters
for more than 8 hours is eligible to draw halting allowance.

Reimbursement for stay in hotel on a single day tour is subject to approval from Regional
Directors/PCGMs/CGMs /GMs-in-Charge.
Halting Allowance on sliding scale

Where halting allowance I lodging and I or boarding charges becomes I become payable for a period
exceeding 180 days, the same may be paid on sliding scale as:-

 First 180 days at full rate.

 Beyond 180 days at half rate

Steps involved for calculating Halting Allowance in case of domestic TA / HA bills

a. Arrive at the total absence from headquarters.

b. Arrive at the total journey time (Add up the laps to and from HQ and all laps between different
places of itinerary - if more than one place visited)

c. If the total time spent for journey (both outward and return journey) exceeds 24 hours and thirty
minutes, the journey period may be reckoned as two days and halting allowance may be paid at the
full rate as applicable to them for halts at places classified as metro centres and other centres as the
case may be,

d. Arrive at Stay period, which is equal to (a - b).

e. Halting allowance for stay is payable at different rates depending on the city/town.

Lodging charges

(i) For stay in hotels

Other Capital Other

Category of Metro centres
States/U.T./ and other Centre
officer & Pune
major cities s
GRADE F 9000 7500 4000
GRADE E / D 8000 6500 3500
GRADE C 5000 4500 2500
GRADE B / A 4000 3500 2000

(ii) For stay in lodging houses and all other establishments (i.e. other than hotels and
Bank's Visiting Officers' Flats)

When officers stay in lodging/boarding houses/Inspection Bungalows/ Government Guest

Houses/Circuit Houses/Paid Dharamshala and establishments run by Tourism Development
Corporations etc., they may be reimbursed lodging charges up to the ceiling rates indicated below:

Officers in Grade Other Centres 6 Metro Centres* Other Centres

A/ B / C 1,500 /- 1,300 /-
D/E/F 1,800 /- 1,500 /-

Boarding charges
(i) When officers avail of boarding facility in the same hotel or lodging house where they stay,
boarding charges to the extent of per diem halting allowance admissible to them for the place of
visit is reimbursed on production of detailed day-to-day vouchers.

(ii) In cases where officers

(a) Are provided free lodging at the place of halt, or

(b) Do not avail of the boarding facility in the same hotel or lodging house where they stay, they may
be paid 75% of halting allowance towards boarding expenses, as indicated below

Officers in Grade Other Centres 6 Metro Centres* Other Centres

A/B/C 1,125 /- 975 /-
D/E/F 1,350 /- 1,125 /-

Incidental Expenses

Where officers avail of the lodging and boarding facility from the same hotel, they are entitled to
incidental expenses at the rate of 1/4 of the per diem halting allowance.

Out-of-pocket Expenses

When an officer proceeds from his place of work or residence on official duty to a place at a point 8
km or beyond thereof but does not stay overnight at that place, he is eligible for payment of out-of
pocket expenses calculated at half the rate of daily halting allowance applicable to the place visited,
in addition to full reimbursement of the journey fares and conveyance charges as admissible under
the rules.

For claiming out-of-pocket expenses the employee should be absent from his normal place of work
during the period 12 noon to 2 p.m. and he should certify that he has actually incurred the expenses
on meals etc.

Out-of-pocket expenses are payable for outside duty performed on Saturdays or Sundays if other
conditions prescribed in the matter are satisfied. If the period of outside duty exceeds one month,
Out-of-Pocket Expenses will be payable on a sliding scale as under:

Full rate of Out-of-Pocket Expenses, i.e., half of days the rate of daily
For the first 45 days
halting allowance applicable to the place of visit.
For the next 45 days At 3/4 of the full rate of Out-of-Pocket Expenses
Thereafter At 1/2 of the full rate of Out-of -Pocket Expenses

Out-of-Pocket expenses are not payable in the following cases:-

(i) Officers attached to Chennai office who are deputed to RBSC, Chennai, to give talks to trainees or
to participate in Seminars, etc., as lunch/tea is served to them at Bank's cost at these Colleges.

(ii) Technical staff such as Junior Engineers/ Assistant Engineers/Assistant Executive Engineers/
Executive Engineers for their visits to Bank's properties. However, they are eligible for payment of
Out-of- Pocket Expenses in connection with their visits for inspection of leased flats
(iii) The Assistant Engineers/Assistant Executive Engineers/Executive Engineers attached to
Estate/Premises Department who are required to attend any official meeting convened by other
authorities viz., State Government, Municipal Corporation, etc. at a place beyond 8 Km. From the
office. However they will be eligible for reimbursement of "Lunch charges" provided:

(a) The meeting, including the transit time, is for a duration of at least 3 hours;

(b) The major part of it falls during meal time (for this purpose, meal time may be defined as
between 12.00 and 15.00 hours)

(c) They are called upon to be present for such works or meetings at the timings on which they have
no control.

(iv) The employee is visiting, on official duty, the offices/departments housed in different premises at
a distance of 8 Km or more or to any place within 1Yz Km to such office premises, if canteen/lounge
facilities are available in such office premises.

(v) Employees who are deputed for Seminars/Conferences/meetings, etc at which tea/lunch etc.
arrangements are made by the host institution.

(vi) Employees who are appearing for examinations/training courses.

(vii) Officers who are deputed for invigilation work in connection with written test, etc.

Reimbursement of Hotel Charges and Daily Allowance during Foreign Tours

Hotel Charges

Officers on Foreign Tours will be reimbursed Hotel Charges, based on actuals: subject to
limits given below:

Hotel Charges reimbursement

Category of officer Countries / Continent
limit
Europe/Japan/North America $ 550 per day
Grade F
Others $ 450 per day
Europe/Japan/North America $ 450 per day
Grade E / D
Others $ 350 per day
Europe/Japan/North America $ 350 per day
Grade C / B / A
Others $ 450 per day

Officers up to Gr. F visiting Nepal will be reimbursed Hotel Charges based on actuals,
subject to a maximum of $150 per day.

Daily Allowance

 No daily allowance will be paid for the transit period.

 In cases where host institutions bear full hospitality, viz. boarding/lodging etc.
officers will be eligible for half of the aforesaid Daily Allowance.
 In cases where only free lodging is provided there will be no hotel reimbursement but
daily allowance will be paid at full rate.
 In cases where no hospitality is provided Hotel reimbursement and daily allowance
may be paid at the prescribed rate.
REPORTS

 System should allow the generation of travel related reports based on the travel
request parameters

 System should be able to generate user defined reports including but not limited to the
following:
-grade / designation / class wise list of employees who went for foreign tour in current
year
-tour ids with attachments
-tour ids with foreign exchange advances
-tours flagged with pending for settlement
-foreign program wise
-country wise

 System should be able to generate a report of all requests for remittances to be paid
for foreign agencies