ASTRAL POLY TECHNIK LIMITED Policy No.

HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

• Objective

The purpose is to reimburse an employee all the reasonable expenses incurred while is away from headquarter
/ station office on official work, basis employee’s status in the Company.

• Eligibility:

These travel rules shall be applicable to all employees in Marketing and its associates. For the purpose of these
rules and regulations outstation duty shall mean any journey undertaken beyond 50kms. From the respective
headquarter to destination and / or requires overnight stay at the destination.

• Procedure to claim:

For any tour on official purpose, the employees have to fill-up a travel requisition form and get it approved by
the respective approving authorities (as per the matrix mentioned below) before submitting to travel helpdesk
* for procuring tickets
Grade-wise Travel Requisition Approval Authority Matrix

Sr. Grade Approving Authority

1 M-2, M-3, M-4, T-1, T-2, T-3, T-4 Managing Director / Executive Director / VP
2 O-1, O-2, O-3,O-4, E-1, E-2, E-3, M-1 M2, M3, M4, T-1, T-2, T-3, T-4 / Regional Heads

• Travel Help Desk:

The proposed Travel Helpdesk is a value added service based at Head Office and Corporate HR / Admin team
would facilitate its operations. The travel helpdesk would be responsible to all the domestic as well as
international travels.

• City Categorization:

INTERNATIONAL Any place out of India.

Bengaluru, Chennai, Delhi, Goa, Hyderabad, Kolkata, Mumbai, Ghaziabad, Gurgaon, Noida,
MEGA METRO
Faridabad
Ahmedabad, Bhopal, Bhubaneswar, Chandigarh, Cochin, Dehradun, Gandhinagar,
A Gangtok, Guwahati, Indore, Jaipur, Jammu, Kashmir, Kanpur, Lucknow, Nagpur, Patna,
Pune, Raipur, Ranchi, Sikkim, Srinagar, Surat, Trivandrum, Udaipur, Vijaywada,
Agartala, Agra, Aizwal, Allahabad, Amritsar, Aurangabad, Bareilly, Baroda, Belgaum,
Calicut, Coimbatore, Darjeeling, Dharamshala, Dispur, Hosur, Hubli, Imphal, Itanagar,
Jabalpur, Jalandhar, Jalgaon, Jamshedpur, Jodhpur, Karimnagar, Khammam, Kota,
B
Kottayam, Ludhiana, Madurai, Manali, Mancherial, Mangalore, Mt. Abu, Mussoorie,
Mysore, Nainital, Nasik, Nizamabad, Pondicherry, Rajkot, Shillong, Shimla, Silliguri,
Tirupati, Trichy, Varanasi, Vizag , Warangal
C All other cities not covered in A & B

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

• Entitlements related to domestic travels:

These rules are meant for the purpose of reimbursing an employee all legitimate expenses according to
employee’s status while traveling on official work in India. Employees are expected to be judicious while
incurring expenses using the same discretion and judgment in effecting the expenses as he / she would have
done while traveling at his / her own expenses and shall ensure that traveling allowance is not be a treated as
source of profit. These rules will not apply to cases of travel on Company’s work outside India.

• Mode of Travel & Conveyance Allowance

Grade Designation Mode of Travel Travel Conveyance

T-6 CFO Actual Actual
T-5 CEO Actual Actual
T-4 Vice President /Asst. Vice President / President Actual Actual
T-3 General Manager / Sr. General Manager AIR / I AC / II AC Actual
T-2 Dy. General Manager AIR / II AC Private Taxi
T-1 Asst. General Manager AIR / II AC Private Taxi
M-4 Sr. Regional Manager / Sr. Manager III AC / II AC Private Taxi / Public Taxi
M-3 Regional Manager / Manager III AC / II AC Private Taxi / Public Taxi
M-2 Dy. Regional Manager / Dy. Manager III AC / AC Chair Car Public Taxi / Autorickshaw
M-1 Asst. Regional Manager / Asst. Manager III AC / AC Chair Car Public Taxi / Autorickshaw
E-4 Sr. Area Manager / Sr. Officer III AC / AC Chair Car Public Taxi / Autorickshaw
E-3 Area Manager / Officer III AC / AC Chair Car Public Taxi / Autorickshaw
E-2 Dy. Area Manager / Sr. Technical Assistant / Jr. Officer III AC / AC Chair Car Public Taxi / Autorickshaw
E-1 Asst. Area Manager III AC / AC Chair Car Public Taxi / Autorickshaw
O-4 Sr. Executive / Sr. Engineer III AC / AC Chair Car Autorickshaw
O-3 Executive / Executive Cum Technical Assistant / Engineer III AC / AC Bus Autorickshaw
O-2 Sr. Officer - Marketing / Jr. Engineer Rail II Class / AC Bus Autorickshaw / Bus
O-1 Officer – Marketing / Jr. Executive (BDE) Rail II Class / AC Bus Autorickshaw / Bus

NOTE: Every kind of approval must be prior & in written also attached hard copy of approval with supporting
while sending at H.O.

a. In case when employee travels by public Taxi (i.e. sharing taxi), employee shall mention all the details separately
stating starting and end point of travel with approx... kms. but one should use economically and will be entitled
on the following basis
Public Taxi: Rs.3.00/- per kilometer
b. In case when employee travels by Private Taxi, and travel conveyance would be at the actual subject to claim
with supporting bills but one should use economically.

c. Staff up to E-2 grade shall not be allowed full day private taxi hiring unless prior approval is obtained from the
MD / ED / CFO.

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

d. In certain cases executives from T-2, T-1, M-4 & M-3 grade will be allowed to travel by air with a prior
approval from the Managing Director I Executive Director and in such case tickets will be arranged by Head
Office.

e. All employees shall prefer travelling by train if the journey is overnight whereby employee can reach the
destination in the morning. In such cases air travel will not be allowed.

f. In case when an employee for business exigency is required to travel in a mode other than entitlement, such
travel would require prior approval from the MD / ED / CFO. In cases if such travel approved by air, such tickets
will be arranged by HO.

g. Local Conveyance: Only the executives visiting local market at their Head Quarters are eligible for
Local Conveyance Allowance (Per Day) as specified in following matrix:

Mega
Grade Designation Others
Metro
T-6 CFO Actual Actual
T-5 CEO Actual Actual
T-4 Vice President /Asst. Vice President / President Actual Actual
T-3 General Manager / Sr. General Manager Actual Actual
T-2 Dy. General Manager 430 430
T-1 Asst. General Manager 430 430
M-4 Sr. Regional Manager / Sr. Manager 430 350
M-3 Regional Manager / Manager 430 350
M-2 Dy. Regional Manager / Dy. Manager 350 300
M-1 Asst. Regional Manager / Asst. Manager 350 300
E-4 Sr. Area Manager / Sr. Officer 350 300
E-3 Area Manager / Officer 350 300
E-2 Dy. Area Manager / Sr. Technical Assistant / Jr. Officer 350 300
E-1 Asst. Area Manager 350 300
O-4 Sr. Executive / Sr. Engineer 350 300
O-3 Executive / Executive Cum Technical Assistant / Engineer 350 300
O-2 Sr. Officer - Marketing / Jr. Engineer 350 300
O-1 Officer – Marketing / Jr. Executive (BDE) 325 275

h. Local Conveyance & Travel Conveyance expense must be claimed with the details in the prescribed format.

i. Employee may use their own vehicle for official outstation visits with prior approval from HO and will be entitled
on the following basis :

Two-wheeler: Rs.3.50/- per kilometer

Four-wheeler: Rs.8.00/- per kilometer - if employee owned car
Company allotted car: Rs.5.00/- per kilometer (not for Column Pipe demo van)

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

• Expenses incurred while overnight travelling (En-route) :

Expenses incurred during the overnight journey (In-Transit) on account of food, tips, portage etc. would be
reimbursed as per the below-mentioned norms.

While claiming En-route expense, person is not eligible for Boarding (Food) Allowances of the same time as it’s
indirectly for Boarding (Food) only
a. For Journey Time of 6 hrs. To 12 hrs. : Rs.100 per day
b. For Journey Time of 12 hrs. To 18 hrs. : Rs.200 per day
c. For Journey Time of 18 hrs. To 24 hrs. : As per city type of boarding allowance (100%)

• Lodging & Boarding Allowance:

Propose Policy
Grade Designation City Category
Lodging Boarding Total

Mega Metro,
T -6 CFO Actual Actual Actual
A,B,C
Mega Metro,
T -5 CEO Actual Actual Actual
A,B,C
Mega Metro,
T -4 Vice President /Asst. Vice President / President Actual Actual Actual
A,B,C
Mega Metro 3950 1150 5100
A 3600 1050 4650
T-3 General Manager / Sr. General Manager
B 3050 850 3900
C 2300 750 3050
Mega Metro 3800 1050 4850
A 3300 1000 4300
T-2 Dy. General Manager
B 2550 800 3350
C 2150 700 2850
Mega Metro 3600 1000 4600
A 3100 950 4050
T-1 Asst. General Manager
B 2450 700 3150
C 2100 650 2750
Mega Metro 3400 900 4300
A 2950 820 3770
M-4 Sr. Regional Manager / Sr. Manager
B 2350 650 3000
C 1900 600 2500
Mega Metro 3200 850 4050
A 2750 720 3470
M-3 Regional Manager / Manager
B 2100 600 2700
C 1750 550 2300
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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

Mega Metro 2950 800 3750

A 2450 670 3120
M-2 Dy. Regional Manager / Dy. Manager
B 1900 550 2450
C 1650 550 2200
Mega Metro 2650 750 3400
A 2250 620 2870
M-1 Asst. Regional Manager / Asst. Manager
B 1750 550 2300
C 1550 550 2100
Mega Metro 2450 700 3150
A 2150 610 2760
E-4 Sr. Area Manager / Sr. Officer
B 1650 550 2200
C 1450 550 2000
Mega Metro 2400 700 3100
A 2050 610 2660
E-3 Area Manager / Officer
B 1600 550 2150
C 1350 550 1900
Mega Metro 2300 660 2960
Dy. Area Manager / Sr. Technical Assistant / A 1950 610 2560
E-2
Jr. Officer B 1500 550 2050
C 1300 510 1810
Mega Metro 2200 660 2860
A 1900 580 2480
E-1 Asst. Area Manager
B 1400 550 1950
C 1250 510 1760
Mega Metro 2000 630 2630
A 1800 550 2350
O-4 Sr. Executive / Sr. Engineer
B 1350 510 1860
C 1200 480 1680
Mega Metro 1900 600 2500
Executive / Executive Cum Technical Assistant / A 1700 550 2250
O-3
Engineer B 1250 510 1760
C 1150 480 1630
Mega Metro 1500 550 2050
A 1350 550 1900
O-2 Sr. Officer - Marketing / Jr. Engineer
B 1050 480 1530
C 950 450 1400
Mega Metro 1500 550 2050
A 1350 550 1900
O-1 Officer – Marketing / Jr. Executive (BDE)
B 1050 480 1530
C 950 450 1400

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

The Grade-wise entitlements of daily Lodging & Boarding expenses are specified in above mentioned matrix and
are inclusive of Misc. Expenses like tips, porterage, laundry etc.

a. In GST law, we are eligible to take the credit of tax charged in bills (expenses) incurred on official tour. One
needs to take care that our GST number of that state should be mentioned on the bills (tickets, hotel bills etc).
For example, if I stay in Maharashtra, then I should ensure that hotel bills in favour of “Astral Poly Technik
Limited” and it must also mention our GST registration number of Maharashtra state.

b. Above mentioned lodging limit will be considered as basic tariff & GST will be given extra but kindly take a
note that while taking GST bills from hotels or from anywhere we need to mention the address of exact place
where we have our GST registration with GSTIN No. of that place.

c. If GST charged by the hotel, then it is mandatory to check that the hotel GSTIN no. is mentioned on the bill. If
not, then ask bill with GSTIN No. otherwise we are not able to take the credit of tax charged in bills (expenses)
and employee will not be eligible for GST amt. reimbursement

d. In case if GST has been charged in the bill but our GST details has not been provided to service provider by
our employee ,he will not be eligible for GST amt. reimbursement.

e. GSTIN no. must be of 15 digits, please check while taking bill & providing them our GSTIN number. Our GSTIN
details are mentioned in below matrix :

GST REGISTRATION
Sr. State GST No.
1 ANDHRA PRADESH 37AABCA2951N1ZH
2 BIHAR 10AABCA2951N1ZX
3 DELHI 07AABCA2951N1ZK
4 GUJARAT 24AABCA2951N1ZO
5 HARYANA 06AABCA2951N1ZM
6 KARNATAKA 29AABCA2951N1ZE
7 MADHYA PRADESH 23AABCA2951N1ZQ
8 MAHARASTRA 27AABCA2951N1ZI
9 ODISHA 21AABCA2951N1ZU
10 RAJASTAN 08AABCA2951N2ZH
11 TAMIL NADU 33AABCA2951N1ZP
12 TELANGANA 36AABCA2951N1ZJ
13 UTTAR PRADESH 09AABCA2951N1ZG
14 UTTARAKHAND 05AABCA2951N1ZO

f. In case of state where we have no GST registration, please mention GSTIN details of head office (Gujarat).

g. Food Allowance / Expense will be passed as per the eligibility given in the above matrix without supporting of
bills. However following criteria shall be followed for the re-imbursement of Boarding Expense according to
the departure time and arrival time

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

Break Fast : 20% of Boarding Allowance

Lunch : 40% of Boarding Allowance
Dinner : 40% of Boarding Allowance

h. In case if the employee stays with relative or friend while on official visit, he /she will be entitled of 30% of
eligible allowance for lodging and boarding.

i. Expenses on personal consumption of Cigarettes and alcohol will not be reimbursed at any point of time.

j. In case of food with staff one who paid the bill is eligible for food expenses as per actual with supporting and
others will not be eligible for such food expense. (Breakfast / Lunch / Dinner)

k. If an employee requires staying in two cities within 24 hrs. for business requirement, employee will be eligible
to claim Lodging expense of both the places against proof of hotel bills on actual basis (Two different hotel
bills of both the cities are must).

l. In case of overnight Journey, if an employee requires early check-in at the hotel, employee will be eligible to
claim Lodging expense on actual basis.

m. In case where two employees share one room, such hotel bill must be with names of both employees. In such
case only one has to claim full amount of the bill and submit the original bill, the other has to claim with “0”
amount and submit photocopy of the bill. Kindly take a note that the basic tariff amount of the bill or total of
lodging allowance of both employees whichever is low will be approved.

n. In case of Travel, while two or more persons are travelling together, only one has to claim full amount of the
bill and other has to claim with “0” amount by submitting photocopy of the ticket.

o. On the last day of the tour one must check out of the hotel in the morning and he / she will be eligible only
for the Boarding allowance as per the arrival time at Headquarter.

But in case if the return ticket is of late evening (i.e. after 8 pm) then he / she can keep hotel & can claim full
allowance as per bill or as per lodging allowance limit whichever is low. Hotel bill for the last day is must with
check out time.

p. When a team comprising employees of different grades, is traveling together for a common assignment, the
stay of the entire team could be approved in the same hotel on twin sharing basis, in order to maintain the
spirit and moral of the team.

q. In case the lodging and boarding expense incurred on a particular day is less than the prescribed daily limit,
the balance amount can be used on next day, provided the total expense incurred during the entire travel
period doesn’t exceed the maximum limit.

r. Employee will be allowed reimbursement of laundry expense if the duration of tour is 3 nights or more. Such
reimbursement will require supporting bills.

s. For international travel the expense will be allowed on actual basis with supporting bills.

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

• Reimbursement of Expenses:

While on official visit, employees are advised to incur all the expenses themselves and submit all the bills,
receipts etc. in original to accounts for claiming the reimbursement.

While submitting any claim the below mentioned guidelines to be followed:

a. Employee must submit their expenses in the prescribed format within seven days of completion of the tour.
Any delay will not be appreciated by the management.

b. Our GSTIN Number is mandatory on the bill while GST has been charged by service provider on bill.

c. While claiming any expenses on portal, kindly follow below mentioned steps:

1. If supporting is there, it is mandatory to click on “supporting attached” & one has to fill up all the
necessary details.

2. If GST has been charged by the service provider, it is mandatory to click on “GSTIN Registered option” and
one has to fill up all the necessary details related to GST.

3. If any of the above detail is missed, the claim will not be approved.

d. All bills, receipt in original, along with all sort of traveling tickets and travel agent bills must be attached as
supporting with the expense vouchers.

e. Employee must have to take pre-approval of incidental misc. (i.e. expenses towards entertainment etc.), such
expenses may be curtailed and to have pre-approval for every single time, irrespective what the amount may
be. The pre-authorization would be required to be obtained from MD/ ED / CFO. Such expense Bill will be
reimbursed subject to attachment of pre-approved note along with full details.

f. All sorts of prior approvals in respect of exception / deviation of the guideline must be in writing or bills for
the same must be signed by the respective authorized person.

g. In no case should the plant / branch office pay for any expenses of the employees touring to the plant or
Branch office. The touring employees should pay for his / her expenses and claim it through tour expense
voucher at the place where he /she is stationed. However, if need arises the person may be paid advance
against his expenses from Head Office.

h. Expenses towards Postal, internet, Xerox, Fax, etc. will be reimbursable at the actual with supporting bills.

i. Wherever the Company’s Guest house facility is available, the employee is required to avail of this facility and
hence he will not be entitled to the allowances as mentioned above. At location, with only lodging facility
provided by the Company, the employee will be entitled to boarding expenses.

j. The outstation duty allowance will be started from the time the employee reaches the destination and until
he leaves the destination for the headquarters.

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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

k. For the purchase of any asset that is Laptop, Mobile Instrument, Office Bag etc. the person has to place
requirement to H.R department at Head office so now on words no need to claim in Portal because it will be
approved as per HR Policy from H.R Department Only.

l. In case of Transfer / Change of H.Q. , Reimbursement of such exp. Will be approved as per HR Policy from H.R
Department Only.

• Non- Reimbursable Expenses:

Employee should not claim the reimbursement of following expenses:

• Personal airfare
• Trip Insurance
• Repair, Maintenance of Briefcases, Luggage or similar items
• Personal medical supplies
• Other travel expenses considered as ‘not necessary’ during the tour
• Absence of original bills/receipts of expenses incurred
• Loss of cash or other personal property due to negligence

Employee is required to obtain bills in Company’s name followed by employee’s name for all expense incurred
by him / her during official travel. Bills/receipts drawn on individual name would not be treated as expenses
related to official travel and hence would not be considered for reimbursement.

• Late receipt of supporting:

In the case of late receipt of supporting, Imprest will be reimbursed 75% of claim and 25% will
not be considered in any case / situation so it is must for everyone to send the supporting on
time so that the expenses can be approved before the date of Imprest release.

• Imprest :

Imprest amount will be deposited on 10 th and 25 t h of each month subject to receipt of the
expense vouchers. The limit of advance Imprest amount for all the staff will be as follows:

Grade Rs.
T-2 15000
T-1 15000
M-4 12000
M-3 12000
M-2 12000
M-1 12000
E-4 10000
E-3 10000
E-2 9000
E-1 9000
O-4 7000
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 ASTRAL POLY TECHNIK LIMITED Policy No. HR/2020/03
207/1, Astral House, Off. SG Highway,
Bh. Rajpath Club, Ahmedabad - 380 059 Effective Date : 01-01-2020
Domestic Travel Policy

O-3 5000
O-2 4000
O-1 2000

All the marketing field staffs have to plan their outstation tours in advance and take prior approval from the
respective team heads.

All concerned are cautioned that any irregularities in claiming the entitlements will be viewed very seriously.

Company has all the rights to change or alter any of the norms without prior intimation.

This is a guideline to ensure fair treatment is available for all; however, Company has all the rights to change or
alter any of the norms without prior intimation.

Management expects that all the traveling employees without compromising the status of the Company and
their position, would stay at a proper place maintaining the decorum and keep expenses low. The above rules
and guidelines will be followed strictly by Accounts Department while passing the traveling bills. In case of any
exception the concerned employee should get prior approval from the MD / ED / CFO before submitting the
expense to the accounts.

Sp. Note for Delhi Staff:

Executives working at Delhi will be eligible for local conveyance for NCR region at Rs.475/- per day

This policy will supersede all earlier policy effective from 01/01/2020.

Approved by

Jagruti Engineer December 28, 2019

Executive Director

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