FACT CORPORATE OFFICE GM(HR)-CO- £9~+ 29.8.2019 ALL CONCERNED Sub: Amendments to TA Rules- Managerial and Non Managerial Personnel The Management is pleased to revise rates under TA Rules applicable for accommodation in unclassified hotels while on tour, Local Travel Allowance for travel of one way distance of 40 Kms from Head Quarters and disturbance allowance as part of Transfer TA. The TA Rules with amendment is notified herewith and will be effective from 30.7.2019. aes AR Mohan Kumar GM(HR) (Bindi version follows)TRAVELLING ALLOWANCE RULES APPLICABILITY These rules will be called "FACT Travelling Allowance Rules" (TA Rules) for Managerial and non-Managerial Employees. The TA Rules will be applicable to all regular Managerial and Non-Managerial Employees of the Company including those on deputation from Central/ State Governments and other Public Sector undertakings to the Company and to Management trainees/Sales Officer Trainees, except those who draw fixed ‘batta’ DEFINITIONS 1.1 "PAY" - means basic pay of the employee on the date of commencement of the journey and includes any personal pay payable as per terms of employment. 1.2 "TRAVELLING ALLOWANCE" - means an allowance drawn by the employee in connection with the Company's work towards reimbursement of expenses while on travel. 1.3 “TRANSFER" - means movement of the employee from the place at which he/she is posted to another station to which his/her former Headquarters has been changed or where he/she is ordered to take up the post. 1.4 "FAMILY" - means an employee's spouse, legitimate children and step-children and legally adopted. child in the case of an employce who has no child, dependent on the employee, but limited to 4 adults inclusive of the employee. In respect of transfers and for travelling to hometown on retirement from service the family would also include parents who are wholly dependent on the employee and are residing with the employee. 1.5 "HEADQUARTERS" - means the place to which the employee for the time being is posted. 1.6 "CONTROLLING OFFICER’ - for the purpose of TA Rules will be as per Delegation of Powers in force, from time to time. 1.7 "DAY" - means a calendar day beginning 6 AM and ending with 6 AM Pagetb) PD) fa) (b) (b) 2.3 @ ANNEXURE shall mean Annexure (M) for Managerial employees and Annexure (N) for Non-Managerial employees. MODE OF TRAVEL ‘Travel by Rail Charges for reservation and bedding and any surcharge for sleeper, if incurred by the employee will be reimbursed on actual basis. Service charges paid to travel agencies for rail bookings will be reimbursed as given in the Annexure ‘The railway fare, reservation charges etc. permissible under rules will be payable normally on production of cash receipt or furnishing ticket numbers. Travel by Road In cases where the points of journey are not directly connected by rail the employee shall normally travel by road taking a single seat in a public conveyance including an Express/Deluxe bus/Coach. Officers in the grade of DGM and above may travel by own car/taxi with the approval of HOD. If the journey is performed by road between places connected by rail using own car/taxi, charges will be limited to the rail fare that would have been admissible, had the journey been performed by rail. Where an Officer uses his own vehicle for official journey, he will be cligible for the distance actually travelled, for payment as per Annexure ‘Those officers who have been allotted staff cars and officers in the rank of DGM and above, with the permission of HOD may use Company cars for official tours and they will be eligible for TA as applicable to other modes for the duration of the journey. If an employee travels by a class lower than his entitlement, the claim will be limited to the class by which he actually travelled. DAILY ALLOWANCE This is an allowance intended to cover charges incurred on account of boarding, lodging, and out of pocket expenses while travelling and staying Page2Gi) (iii) (iv) () (vi) 41 4.2 43 at places other than Headquarters Daily Allowance is to be calculated for the period of absence from Headquarters. Full daily allowance will be granted for each completed calendar day of absence reckoned from 6 AM to 6 AM. In case the period of abserice from Headquarters falls on two calendar days it is reckoned as 2 days and daily allowance is calculated for each as above. Similarly daily allowance for days of departure from and arrival at Headquarters will also be regulated accordingly For the time spent in journey, the rate of DA applicable to the relevant destination will be admissible. Daily allowance will be admissible for Sundays and Holidays while on tour but not for any period of leave availed during tour. ACTUAL EXPENSES Actual expenses for lodging may be paid to employees for stay in hotel provided that the claims are supported by vouchers. In places where company guest-house is situated, actuals for stay in hotels will be allowed to Managers only if accommodation in company guest-house is not available. While claiming actual expenses for lodging, expenses towards boarding will be a lumpsum allowance of 125% of the applicable Daily Allowance. Officers in the level of DGM and above are eligible to claim actual boarding plus 25% allowance or cash allowance at 125% of the eligible amount. This option may be exercised on a day to day basis in the same tour. When an employce while on tour is treated as a guest of any other organization or where the host Company pays for board and lodging, the Daily Allowance admissible will be 25 % of the applicable rate. If free board alone is provided the daily allowance admissible will be 25 % of the applicable rate since the actual expenses for lodging is admissible to the employee as per clause 4.1. If free lodging alone is provided in a hotel the daily allowance admissible will be at 125% of the applicable rate and in other cases it will be 100%. Officers claiming the actual expenses in place where company guest house is situated shall have to produce a certificate from the Guest House-in- charge that no accommodation was available in the guest house, except in the case of CMD/Directors who may in their discretion stay L Page344 a (a) (b) (c) (a) oa (a) (b) (c} (a) in hotels as above. ‘The Manager on return from tour should record in his/her TA bill that accommodation in our guest-house was not available when claiming reimbursement of actual boarding and/or lodging expenses for stay in hotel USE OF TAXI/AUTO Actual taxi/autorickshaw charges paid by Officers while on tour will be reimbursed to the Officers for travel as under:~ From Headquarters to Bus stand/ Railway Station/ Airport and vice versa. At the station of tour, from Bus stand/Railway Station/Airport/to Guest House/Hotel/ place of work and vice-versa. At the station of tour, from the place of stay to place of work and from one place of work to another and vice-versa. In the case of Non-managerial employees, hiring of autos for journeys from railway station /bus stand to hotels/place of stay and vice-versa subject to a maximum of 20 kms one way is admissible. ‘The entitlement for taxi/auto rickshaw shall be as under:- Officers in categories of Dy.Manager and above are entitled to use taxi as above, while on tour. Officers in categories below Dy.Manager are eligible to travel by auto rickshaw. In the case of non-managerial employees, actual expenses incurred by taking a single seat in a public conveyance including an express/ deluxe bus/ coach from place of stay to place of work and vice-versa while on tour also will be reimbursed Heads of divisions (Head of the Department, who Shall be of the rank of DGM or above, in the case of HO) may however, sanction use of auto rickshaw/taxi by officers not eligible to use the same provided they are satisfied that other modes of transport are not aveilable and/or that the auto rickshaw/taxi is required to be used in the interest of official work such as for carrying official documents/materials or when accompanying Company guest ete. Paged(e) 61 6.2 63 6.4 65 Officers who are entitled to claim taxi/auto rickshaw charges while claiming the same should invariably furnish the following particulars in the TA bill, if necessary by attaching a separate statement:- Date/From /To/Distance/Mode of transport/Amount paid/Purpose. Note: The difference between Clause 5.2(a) and Annexure M is that the Annexure refers to the mode of iravel permitted for each level of officers for travel from Headquarters to the destination and back, by air, by rail or by road. On reaching the destination and while on tour there, the officer in entitled for reimbursement for travel as per provisions of Clause 5 LOCAL TRAVELS Travel within a distance of 40 KMs from Headquarters, one way, is termed as local travel. For journeys beyond 10 KMs from headquarters when night halt is not involved, the employce will draw for journey involved, the actual fare incurred for the journey and in addition, daily (cash) allowance as per Annexure attached herewith. Taxi/auto-rickshaw charges will not be payable where reimbursement under the Local Travei Expenses for maintenance of motor car/scooter/moped is made for journeys up to 10 KMs and return. Mileage Allowance admissible under the rules will be paid for local travels beyond 10 KMs in full. In the case of employees who make more than one trip a day (without night halt) total DA for all trips together will be limited to a full day's batta admissible under these rules. For Non-Managerial employees who are deputed for duty within 10 KMs of headquarters where the duty point lies outside the Island of Eloor, in the case of employees working in Udyogamandal and three KMs in the case of employees stationed at other places, out of pocket expenses will be admissible at the rates given in Annexure. This will not be applicable to employees who are eligible for payment according to incentive scheme on trip basis/fixed DA basis. Officers from Dy Manager level upto AGM are eligible for use of Taxi during official tours upto a distance of 40 Kms only. In case of exigency, division heads can permit usage of taxi beyond 40 Kms in cases where train services are not available. PagesTA Ta Ts (b) (a) TRANSFER TRAVELLING ALLOWANCE Every employee on transfer from one station to another exceeding a distance of 15 KMs and involving shifting of residence on account of the transfer shall be entitled to draw one fare for self and one full fare or half fare as the case may be appropriate for each member of the family by the class of accommodation to which they are entitled to, but limited to actuals. In the case of Managers, if the journey is performed by road, between places connected by rail using taxi, public conveyance etc. actual ‘expenses/road mileage as provided in Clause 2.2(c) limited to the rail fare admissible, had the journey been performed by rail, will be payable. Personal Effects For carriage of personal effects from residence to railway station/ lorry parcel booking office and vice -versa, the employee will be entitled to draw mileage allowance at the rates specified in the Annexure. Employees in possession of motorcar, motor cycle or scooter shall be allowed to claim reimbursement of transportation charges at actuals against documentary evidence subject to a maximum of the applicable freight for transportation of the vehicle by goods train. If the employee transports his motorcar, motor cycle, or scooter by road under its own power, he may claim 40 paise per KM in the case of car and 10 paise per KM in the case of motor'cycle or scooter towards its transport charges but limited to the freight by passenger train. If the employee himself and/or his family travels in the own car, he may draw mileage allowance and incidentals as given in the Annexure. All claims of transport of personal effects, on transfer either by rail or by road shall be supported by receipts and vouchers without which no payment shall ordinarily be admitted. No separate claim shall be entertained in respect of expenses such as porterage, packing etc., which are incidental to transportation over and above the incidental fares and lumpsum payment. Whenever personal effects are transported by road, the reimbursement will be the actual experiditure incurred or as per entitlement shown whichever is less. Pageéfe) TA @ (a) (iii) (iv) 8.1 8.2 Whenever goods are transported by road, the goods shall be booked through a parcel lorry service and vouchers for the same must be produced by the employee. Claims towards transportation of household articles with receipts from Transport Carriers/Contractors may also be allowed on submission of evidence (such as E- consignment declaration, Form No. 8F issued by Commercial Taxes Department which bears the vehicle number and employee as consignee of commodity of house hold articles and the scals of the check post where movement is between two or more states. With regard to shifting within a state, the receipts for transportation should be through lorry parcel service only. Heads of Divisions are authorized to approve TA claims on transfer where the fare claimed for the families of the employees is to a station other than the place to which the employee is transferred, for good and sufficient reasons subject to the following conditions: - ‘The station to which the ‘TA is claimed for the family is nearer than the station to which the employee is transferred to and the journey is actually performed. Where the station to which the journey performed is farther in distance than the transferred station, the TA will be restricted to the distance between the employee's original place of work and the transferred location. ‘The TA claims for the employee as well as the family is to be preferred together and incidentals as given in the Annexure will be limited to the actual mode of travel and distance travelled. The claims for packing and transport of personal effects will be restricted to the actuals within limits prescribed in the Annexure. When a further transfer of the employee takes place and the employee wishes to take his family to a secofidl place on transfer, transfer TA can be allowed only on the basis of actuals restricted to the amount that would be payable if the family had mioved from the first place of transfer. JOINING TIME Joining time shall be allowed subjéct to a limit of a maximum of four days for preparation and one day for every 350 KMs or part thereof in the case of travel by rail and one day for every 250 KMs or part thereof in case of travel by road, towards journey time. Where the transfer does not necessarily involve the change of residence from one station to another, joining time allowed shall not \ Page?8.3 a4 8.5 8.6 8.7 O41 9.2 9.3 «i be more than one day. Where the actual joining time exceeds the limit duc to reasons beyond the control of the employee, the actual time taken for travel shall be admissible for the journey. ‘The Controlling Officer may in special circumstances reduce the period of joining time admissible as above. In such a situation the concerned employee shall be allowed by the Controlling Officer to avail of the full or balance of the joining time as the case may be on a subsequent occasion, which may be combined with CL/PL. This may be availed in combination with CL/PL if required. Sundays accruing in the period of joining time shall be excluded for counting joining time. If air travel is performed, there will be restriction on joining time as decided by the Controlling Officer. Whenever employees are transferred from one station to another at their request, they will be paid normal TA & DA for self only. They will also be eligible for joining time as per Transfer TA Rules. Family members will not be eligible for any TA/DA. RETIREMENT/DEATH An employee shall be entitled to Travelling Allowance admissible, as given in the Annexure, without the limitation of 15 KMs to enable him to proceed to his Home Town. Upon retirement by an employee from company service on reaching the age of superannuation, the employee and the dependent members of his family will be entitled to the traveling expenses to go to the declared Home Town of the employee on the same basis as would be permissible under rules in case of his transfer which would include incidental expenses as well. The claim should be based on actuals and will be reimbursable on production of receipts. Claims with regard to transportation of household articles by road submitted by employees on Superannuation/Death should be supported by the following documents Receipt issued by the Lorry Parcel Service acknowledging the amount paid by the employee towards transportation charges. Lorry Way Bill of the Lorry Parcel Service in their stationery indicating i Pages24 95 9.6 o7 28 9.9 the charges for transportation of the household articles mentioning the date, place of commencement of transportation, the: destination and the registration number of the vehicle. If an employee intends to settle down in a place other than his declared home town, the amount of TA admissible will be the actual expenses incurred by him or the amount admissible had he proceeded to his declared home town on the basis of his entitlement whichever is lower. This concession may be availed at any time during six months prior to or six months after the date of retirement. This concession will also be admissible to employees who have become invalid and/or retrenched from service without being offered alternate employment provided they have put in a service of not less than 10 years at the time of retirement/invalidity/retrenchment. ‘This concession applies to travel undertaken by members of the family of a deceased employee in the unfortunate event of an employee dicd while in service, ‘ If both husband and wife are employed in the company, only one of them will be entitled to the concession, the class of travel being based on the higher of the two entitlements. This concession will not be applicable to cases of Voluntary Retirement. TA for retired persons called to attend departmental enquiry A retired employee required to attend departmental enquiry instituted against him may be allowed traveling allowance as on tour by the shortest route for the journey in connection with the enquiry from his "hometown " (declared as such for the purpose of LTC) to the place of enquiry and back. Alternately in case the person has taken up residence after retirement at a place other than his "hometown" he may be allowed traveling allowance for journeys from such place of residence to the place of enquiry and back ‘The place of residence means the place for which post retirement TA claim was drawn. However, if at the time of receipt of summons, the retired employee is at a place different from his "hometown" or place of residence, the traveling allowance should be restricted to the shorter of the two journeys between that place to the place of enquiry and the "hometown" / place of residence to the place of enquiry. The traveling allowance shall be regulated in accordance with the pay of the post \y Paged941 10. 10.1 10.2 10.3 10.4 To qd rie) held by the retired employee immediately prior to retirement. No advance of traveling allowance should however be paid in connection with such journeys. TA/DA as per entitlement will be granted to the Defense Assistant and defense witness based on a certificate from the enquiry officer regarding their attendance at the enquiry. Ex-employees who are summed by a court of law/CBI for giving evidence in cases as to facts which has come to his knowledge in the discharge of his duties while in service, will be allowed TA restricting to the entitled mode/class prescribed for the post last held by him. Further, the travel shall be between the places where Court/CBI proceedings are held, whichever is less. The reimbursement will be subject to production of a certificate from the-summoning court/ CBI certifying he has not been paid any allowance by the Court/CBI. TRAVEL ADVANCE All employees shall, on application be granted against approved tour programme, an advance for meeting expenditure on travel. Such application should be sanctioned. and countersigned by their Controlling Officers. Approval for tour as well as travel advance shall be obtained in format attached as Annexure. The approval shall be forwarded to Finance department for availing travel advance and a copy shall be furnished with the TA bill. If travel advance not availed, the approval shall be furnished along with T A bill. The advance will normally be restricted to full train fare to and fro plus daily allowance eligible for the days of tour. Normally an advance will not be granted if a previous advance is remaining unadjusted. No advance should be taken from any Office other than from Headquarters Office except on very rare occasions when there is an emergency. Excess of travel advance drawn shall normally be remitted within 7 days from the completion of the tour. SUBMISSION OF TA BILLS ‘TA Bills countersigned by the respective Controlling Officers shall be submitted normally within 10 days from the completion of tour but in no case later than 30 days. If the accounts are not submitted within the specified time the io Page1011.4 12. oe 22) 13. 13.1 13.2 13.3 14. Company shall have the right to deduct the entire outstanding amount from the subsequent month's salery of the employee. All claims on transfer shall be submitted within six months of the date of transfer. Claims submitted after this period shall require the special sanction of the Division Head. Where the time limits are provided for submission of claims and/or TA bills, the Controlling Officer may at his discretion condone the delay in submission of bills for bonafide reasons. ENTITLEMENTS ‘The entitlement of Mode and class of travel, Hotel accommodation, Room rent, Daily Allowance, Composite Allowance and Allowance for Local Travel are given in the Annexure. Rates of Incidental expenses, Packing Allowance, Carriage of Personal effects and class of travel applicable to cases of Transfer/Retirement/ Death are as given in the Annexure. GENERAL TA Rules applicable to officers in the Layer-1 / Sub-layer shall be made applicable to Temporary/ Contract Engineers. However, the approving authority in such cases shall be the Head of the Division. ‘The rates of DA shall not apply to employees posted to Project Sites in whose case the management will decide from time to time the amount of allowance if any to be paid depending on the circumstances of each case. Employees on tour are expected to stay at a centrally located place with reference to their place/s of work with a view to minimize taxi/auto rickshaw charges. COMPETENT AUTHORITY ‘The Management reserves the right to amend these rules at any time without notice. The Chairman and Managing Director shall be the competent authority to issue such orders as may be necessary with regard to interpretation of rules and shall be the final authority on interpreting any of the provisions contained in these Rules. 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VL‘Transfer Travelling Allowance applicable to Managerial Employees ANNEXURE-M_ cat idental fn =a Hravel ese Packing [carriage cost of Personal effects * Grade allowance I fare f unmarried/two ls per entitiement res f married ane spouse is alive Actual transportation Jcmo/oirectors shown in Page 3 of & JActuals expenses limited to one wagon load by good lannexure = M loisturbance allowance equal to one month basic pay as on the date of transfer JOne extra ful fare ifunmarried/iwo extra ful fares if married and spouse is alive : lED/com -do- & Rane -do- Disturbance allowance equal to one month basic pay as an the date of transfer Jone extra ul fa if married and spouse fal eee . aa aera eee i [Disturbance allowance equal to one month basic pay a |** 4000 lon the date of transfer lone extra ful fare if unmarried/two raf a use isa ee, = beef rest ared and pose isave feta i‘ rs 2 Disturbance allowance equal to one month basic pay as" 20° Jon the date oftranster [One extra ful fare unmaried/evo fares i married and spouse Is ave Sri ere extra ful fares ifmarsied and spouse is alive neue esas ee a rs.750 em Disturbance allowance equal to one month basi pay as |** lon the dateof transfer lone extra ful fre if unmarried/ewa a ful far d and spouse is ave tation aera es extra ful fares if arsed and sp Limited to [Atal transportatio Pee -to- & Bases? loxpenses limited to 5000 kg by goods train j Disturbance allowance equal to one month basic pay as| Jor one torry load by parce lory service lon the date of transfer * Mileage allowance for carriage of personal effects from residence to Railway staton/ Lorry Parcel Booking Office and vice versa@Rs.6.per km IL page 2| s}.00578K9 JOIN fa Ray ERO ‘ep 9001 | Arp 10 Kos iN oe. osz, ost su 0501 oes | sms | ayer} ese. a aa souawony ovens feepy aos | Avep10 405 WW sez sz su oz ones oot | was souenoy souenciy fyeo re oor | Kuep 0 05 N sz see one oe oot cot | ames TED wee] peo! BRET BAO|ND RISWal STE BIO] MORIA SIRSAUC] MORAG] -ounsoe| fel 1ee Ka Souaneny SISSIES ‘soenony AEC ‘Seon payeeean] po] Teas fea aS| wopepowoooy ‘s9aKojdurgjeouey-LON 01 e1qeondde S9}%y YO | obed NegunxannyANNEXURE -N Transfer Travelling Allowance applicable to Non-IVianagerial Employees [category/Sales Travel Incidental Packing [Carriage cost oF [Expenses lallowance Personal Effect fare if unmarried/two [Actual transportation XXIXIl, and |As per entitlement I fares If married and spouse fs alive lexpenses limited to 2 Elongated Scales shown in Page 1 of oR Limited to Rs.600.00 tonnes by goeds Train. XV XVII & XVII Jannexure -N Disturbance allowance of equal toone month basic pay as on the lor by parcel Lorry date of transfer service fare if unmarried/two [Actual transportation IV,V,VIMI, and as per entitlement lextra full fares if married and spouse is alive lexoenses limited to 2 Elongated scale XIV lshown in Page 1 of oR Limited to Rs.600.00 tonnes by goods Train. date of transfer jand xv lannexure -N Disturbance allowance of equal toone month basic pay as on the lor by parcel Lorry date of transfer service [one extra full fare ifunmarried/two Jactus |As per entitlement ext fares if married and spouse is alive lexpenses Land it Ishown in Page 1 of. oR Limited to Rs.450.00 _ tonnes by goods Train lAnnexure-N Disturbance allowance of equal to one month basic pay as on the lor by parcel Lorry service * Mileage allowance for carriage of personal effects from residence to Railway Station/Lorry Parcel Booking Office and vice versa @ Rs.3 per KM y page 2”fe otémmat we theres rete AY. scIaise / The Feriizars And Chemical Travancor Li, Udyogemandal athe argaart ate afta & FR H/ FORN FOR TOUR APPROVAL AND ADVANGE: 1 [RR 7 Name 2. [Ret Heat 7 Badge No 3. |seaiF7 Designation 4 Ra er [Purpose of tour we rate W7From (Aa Place) [Waiver Date) a7 To (a7 Place) Date fare a fafa Journey dates 6.2 [eR a arafW qn fen) Tour duration (otal days) I 61 [o™ a fe wa Ah aireroess Mode and Class of travel lary amet, toate aly Ar/ Ralnay / Road” 62 farar & orverare ‘fe ate Ach /Eligible Mode and Ciass of travel og [te Be SitaT ce [Remarks if any: 7 [ea wat feat aT Saverwrat & / Whether Travel Advance required fat ai 7 ves. taf 7 NO 74 att ef at, ara care ar zathTy IFYES, Details of Expenditure for Journey Rs. fay aiet7 tw ety as aity Air] Railway Road Tere [stare arew wet 7 Lodging/Other expenses laa / Total 72 [arbite aiferat BF xe Amount of Advance required [ae aS waver aa afer F/ Ouistanding Travel advance any ley Place fere/ Date orden & KESTER / Signature of applicant fasreneaar_/ Department Head |Rasafter Pesar/Recommended fererRer ae Farar7 Not recommended latter fester ferar/Advance recommended = fate ang thftrar & at / Remarks if any: lacerar_/ Designation a / Name [REAIAT Signature feste/ Date “Sifeere7 Contrlling Officer |arqatfecty Approved ‘he agai / Not Approved I lat aig hte & ai, ‘Remarks if any: lszare/ Designation 31a_/ Name EGET Signature fers Date ew Faster & seutsr & FAT 7 For the use of Fiance Deparment Te pet RE ES Be Sp Rat enya ere etee ee ee neater ca ae eS ee eae eee eae Sa een asa en rea eee SE Re a ery ep LSA rs ay