{CHAPTER - VI}

TRAVEL AND CONVEYANCE POLICY

Approved Date:

Next Revision Date:

Policy Ownership Human Resource

Document Version Number
Previous Version Approval Date ----
Prepared By HR Department
Reviewed By Management
Approved By Mr. Anmol Singh Jaggi, [17-Feb-2020]
Managing Director
 1. Objective
The objective of this policy is to provide a set of guidelines, which facilitates its employees travel,
boarding & lodging reimbursements and sundry expenses for official work or permanent transfer to
another location with/without family. The aim is to provide hassle free travel and keep the cost to the
company within reasonable limits.

This is an updated and latest version of the policy, hence any kind of allowance(s) which is not
mentioned in this policy will not be permitted.

2. Scope
The policy shall apply to all employees of the organization.

3. Parameters

3.1 Travel Allowance

(i) The organization will pay the employees only for the official tour. Any unofficial deviations thereby
taking place from the official tour will be accounted for employee’s personal expenses.
(ii) Employees are requested to plan their travel well in advance to the extent possible.
(iii) In case of journey less than 12 hrs, employees are encouraged to travel by overnight trains.
(iv) Any deviation in the mode of transport as per eligibility is allowed only in exceptional
circumstances with prior approval of management.
(v) No employee shall exceed his/her entitled limit, except in specific cases with permission from the
respective superior. The boarding and food limits are to be maintained individually separately and on
a daily basis.
(vi) Combining any kind of leaves with official work is not encouraged except under certain
circumstances as approved by the management.
(vii) In case of availing leave before or after the official work, Only one-way travel expenses will be
borne by the company.

3.2 Ticket Booking

(i) The travel desk shall book a ticket. Only in exceptional cases or with prior approval of the
management employee is permitted to do self-booking.
(ii) In case of self-booking, employees will be able to claim all the actuals such as air/bus /rail
fare including the agency charge, the reservation and berth charges after submitting all
bills and supporting documents. In case of air tickets booked by an employee, a boarding
pass is a must to be submitted.
(iii) As far as the boarding and lodging is concerned, every employee embarking on a tour
would be entitled for an advance, which would be adjusted at the end of the tour.

3.3 Cancellation of Travel

Employees would be responsible for the cancellation of the tickets and this should be done with the
minimum cost to the company keeping the railway /air /bus cancellation rules in mind. The cost of
cancellation if for a personal reason would be borne by employees but otherwise by the company.

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 4. Domestic Tour Entitlements

Pre-approved
Class Class B
Grade* Accommodation Fooding Mode of Travel limit for Mode
A &C
of Travel
Hotel 6000 5000
ML1 & 2 On
Self 1500 1250
actual Air Rs. 6000/-
Hotel 4000 3000 bills**
ML3 & 4
Self 1000 750
Air/
Upto Rs.
ML5, Hotel 2000 1800 Railway 1st & 2nd
350 3000/-
SL1 & 2 AC
Self 500 475
Upto Rs.
Hotel 1500 1000 Railway 3rd AC
SL3 & 4 250 1500/-
Self 375
*Grade - An employee can know his/her grade in HRMS
**Bills to be submitted, without bills TADA will not be accepted.
NOTE: Approval to be taken if any exception is there beyond the pre-approved limit for the mode of
travel or any other mode of transport.

Classification of Cities

Class Cities
A Mumbai, Chennai, Bangalore, Hyderabad, Delhi-NCR, Kolkata, Ahmedabad,
Pune, Coimbatore, Jaipur, Kanpur, Lucknow, Nagpur, Surat, Tiruchirappalli,
Visakhapatnam
B All state capitals and Vijayawada, Bhopal, Vadodara, Ludhiana, Agra, Nashik,
Kakinada, Madurai, Faridabad, Varanasi, Kochi, Rajkot, Rajahmundry, Jabalpur,
Jamshedpur, Allahabad, Amritsar, Indore, Dhanbad
C Other cities not included in the above category

5. Daily Allowance

Base Location : The location at which the majority of the Required Services shall be
delivered by the employee. And where the company has its site/branch offices. The base
location will be considered as the city limit of the specific city where the site/branch office
is located.

An employee can see his/her base location in HRMS.

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 (i) A day consists of 24 hours starting at midnight.
(ii) Site/Branch offices are to be considered as the base location for the purpose of calculating
the DA which would be paid for covering the boarding and lodging cost of employees on
tour if it falls outside the city limits. The table above specifies the details of the
entitlements for different class of employees and different class of cities.
(iii) Food allowance at base location will only be paid to site employees, if committed at the
time of joining the organization.
(iv) An employee at the branch office will not be entitled for food allowance. He will be eligible
to claim food allowance whenever he/she goes to another city for official work outside
his base location.
(v) All DA entitlements are strictly subject to furnishing of respective bills. However, food
allowance is a fixed reimbursement for site employees and is calculated as per approved
HRMS attendance so doesn't require any bills. If an employee had a lunch/dinner with a
client and paid for the same then reimbursement will be done by the company if the
original bills are submitted along with TADA.
(vi) In case an employee makes his/her own arrangements for boarding, he/she is entitled to
claim an amount mentioned in the respective table, without furnishing any bills. This
however is not applicable in case the company is providing a guesthouse.
(vii) The company may provide guest houses for accommodation at head/branch offices for
official purposes. In such cases, the employee is entitled to be paid only the food
expenses.
(viii) Consultants will be eligible for various entitlements as per their corresponding grades.

6. GUIDELINES FOR SUBMISSION OF TA/DA (Tour Allowance and Dearness Allowance) and
Purchase:

There are two different formats (annexed) for submission of official expenses with supporting
documents to the accounts department. The details have to be submitted as per the below mentioned
bifurcation of expenses in the relevant form:

1. TADA (Tour allowance and Dearness Allowance): Travel, food and accommodation.

2. Purchase: Materials, transportation charges paid, labour charges etc.

(i) All supporting documents (i.e. original bills) should be attached with TADA/ Purchase format.
(ii) The bills submitted should be original.
(iii) If proper bills are not attached with TADA / Purchase, then the same amount will be
subtracted from the claimed amount.

(iv) An employee has to get his TA/DA claim approved by the immediate superior before
submitting the same to the Accounts Department. In case the respective superior is not
present, the same has to be approved electronically. The accounts department shall
reimburse the claim only after receiving an approval from the respective superior.

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 (v) All TADA and Purchase bills (in hardcopy) should be submitted by an employee strictly
according to the instructions of the TADA. Recommended time to submit the claim is not more
than 7 days from the completion of the tour. For employees deployed at site, the hardcopy of
TADA needs to be submitted before 5th of every month, If the employee fails to submit TADA
within the given time limit, The employee needs to get approval from HOD before 20th of each
month otherwise the TADA will not be considered.
(vi) If an employee is staying at Guest House/as a Paying Guest, the company will transfer the
amount directly to the owner's account. Respective employees will be required to provide KYC
and rent agreement which should be in the name of company. KYC includes a signed PAN card
and address proof of owner.
(vii) In any special case if amount is transferred to an employee’s account then it is his/her
responsibility to claim the same amount in the TADA with original bill and receipt copy duly
signed by room/lodge owner.
(viii) For any type of advance payment against room rent, prior approval to be taken from
the reporting manager before giving money to the owner.
(ix) When on leave, food allowance should not be claimed.
(x) For any type of queries please talk with the account team or your respective Project
manager/Reporting Manager.
(xi) If any discrimination found, then Account team has full rights to take punishable action against
that employee.

For Site Staff: For every site visited different TADA and Purchase bills should be
submitted. Example - If an employee has been transferred to 04 sites in a month then
he/she has to submit 04 different TADA and Purchase details; respective to particular site
should be submitted separately.

7. REIMBURSEMENT FOR LOCAL CONVEYANCE

In case of personal vehicles (prior approval for the same by respective reporting manager/HOD) being
utilized by an employee for traveling from office to client visit or official work, the reimbursement will
be as mentioned below:
1) Four Wheeler: Rs 8.00/- per km.
2) Two wheeler: Rs. 3.50/- per km.

All other conveyance like auto, taxi, etc. would be reimbursed on an actual basis as per approval. If
the amount for conveyance is more than Rs. 400 per day and does not have any supporting document
then prior approval of Reporting Manager/HOD should be taken via mail.
As a safety measure, night travel by road, especially one's own vehicle or cabs is not encouraged.

8. Settlement of TA/DA
● All claims would be transferred to the respective bank accounts of the employees after the claim
has been verified.

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