HR Policy " and Pronedres Cheema Boilers Ltd. cal Travel Policy >> suntan Poa Reference No. CBL/HR/POL/2022/03 W.E.F. 1 Apr 2022 Employees are required to travel within india for business purposes. The company aims to ensure the reimbursement of expenses incurred by the employees who are traveling Objecti for Company business. The Company reimburses expenses associated with the business travel according to the Company expense reimbursement policy procedures. Scope: This Policy applies to all employees. ‘Annexure! Employee Levels ‘Annexure: Annexure Il Level wise entitlement & Indian cities classification-for dally allowance. Annexure Ill_ Travelling Expense Claim Form | 1. “Total Tour Duration” means time duration from commencement of tour till end | of tour. It will include the travel time. 2. "Tour" excludes local travel. DEFINITIONS: 3. "D.A." shall mean the reimbursement of food, refreshment, etc. while on tour. 4, ""T.A." shall mean travelling allowance as per Annexure Il. 5. "Lodging" shall mean the reimbursement of expenses for accommodation as per Annexure II. 1. DAis calculated from the time tour starts till itis completed as per the following: Less than 6hours - Nil 6 hrs to 12 hrs - 50% Morethani2hrs - 100% Lodging, if availed, can be claimed as per entitlement with bills nani * Travelling and food expense will be borne by the Company as per actuals with the submission of bills within a distance of 100 Km’s as per entitlement-Annexure Il Dae 2. For attending any training / program / seminar / workshop / expos / conferences etc. the following rules shall appl (i) The travel mode shall be as per the entitlement subject to max. of 3rd AC for outstation training programs & full D.A. as per entitlement shall be payable. (i) For all local training programs only TA shall be payable 3. TA/DA bills & local conveyance should be mapped with Attendance Sheet. The | sanctioning authority & concerned employee will be responsible for | discrepancies, if any. | The tour programme will be approved as per the following: | Workers/Employees at Unit Level HOD/Unit Head Level IV Employees HOD | tour approvat | [evel Employees HOD. | Level Il Employees HOD AUTOR DY Level | Employees DIRECTOR(OPERATIONS) * its mandatory to submit the tour / site visit report / MOM along with the submission of travel bills to the sanctioning authority. If an individual fails to submit the tour visit / site report / MOM, then the approval / processing of bills from accounts shall not happen. PRETOUR In case of absence of the Sanctioning Authority, the next reporting officer can sanction FORMALITIES: the tour plan. FAVELA 1. For various levels of employees as defined in Annexure I, the entitlement for the mode of travel shall be as per Annexure II Fh laa {heRULES: For reimbursement of expenses on travel, claims should be supported with the | travel tickets. | When the travel tickets are provided by the company, the employee should _ attach the photocopy / original of the same. | In case, an employee travels in a class lower than his entitlement, he/she shall be reimbursed the fare of the class by which he/she has actually travelled. (if traced or proved that a false claim has been submitted, such a false declaration shall be treated as violation of the service rules & shall be treated as code of mis conduct). RULES FOR, ‘SITEMOVEMENTS. & TAKING LEAVES AT SITE Before replacement of any team member/s, HOD /PROJECT CO-ORDINATOR should take theconsent of site in charge. A written consent should be taken thereafter by the employee from the Site/Project In charge before leaving the site and the same should be attached | with the tour bills. ‘Two emergency cases in a year will be considered while the person is on site. IN case of Paternity, Self Marriage, Demise first blood relation),Tickets will be | arranged by the Company and in transit will be marked till the employee reaches | home. in case of return same facility will be provided.Leaves will be deducted as per the policy. If any employee stays continuous for three months at single/multiple sites then case ofapproved leaves,tickets will be arranged as per TA policy and In transit will be marked till the employee reaches home and vice-versa . In case an employee will stay for a time less than three months at single/multiple sites and wants to avail leaves, the Leaves will start from the day employee leaves the site and tickets have to be arranged by the employee him/herself or debited from his/her account in case arranged by CBL(if reason/s differ from point 3) In case an employee is called back to office by the reporting officer with the consent of Site/Project In charge, tickets will be arranged by CBL and in transit will be given, LOCAL CONVEYANCE: For commuting between residence & local station & at outstation for official work, the employees shall be entitled to Local Conveyance as per Annexure Ill. Auto/Taxi's should be used for local travel as per the entitlement given in Annexure Ill. ADVANCE BOOKING / CANCELLATION ‘Advance railway booking is to be ensured in all cases. In special circumstances the expenditure on reservation may be allowed by the sanctioning authority subject to maximum of Rs. 300 with proper receipts. In case of internet booking, actual charges will be paid as charged by the railways. As per the defined and approved tour schedule, if an individual fails to carry on with the schedule then an individual is liablé to pay off the damages incurred in the schedule tour plan. LODGING ENTITLEMENT: . Lodging can be claimed as per the entitlement with bills only. Deviations, if any, to the above, are subject to written confirmation of the Project Leader/In chargeand HOD of the employee concerned. PROCEDURE OF The levels of employees for the purpose of TA/DA Rules shall be as per the Annexure |. The classification of In the Annexurell. The level wise entitlement for the purpose of TA/DA Rules shall be as per the Annexure Il. The bill claim should be only for the period and the places mentioned in the n cities for the purpose of TA/DA Rules shall be as per \PREPARATION, SUBMISSION & PASSING OF TOUR CLAIMS: approved travel programme. In case of any variation, the revised programme should be approved from the competent authority and the same should be enclosed. 5. The approved T.A/D.A. bills along with Form should be submitted weekly to Authorized person for settlement. 6. Special Sanctions, if any, are. « to.~—«be_~— approved ~—by ‘DIRECTOR(OPERATIONS)/Management/MD on the recommendation of HOD. 7. Reimbursement of T.A. and Lodging shall be subject to production of bills for all categories. 8 Actual expenses will not include alcoholic drinks or cigarettes or tips or newspaper/magazines, etc. 9. The boarding and lodging arrangements will be made by Admin Department 10. All the employees at Branch offices will submit the bill to Branch Head. Branch head will send the bill to HO for the approval from HOD. 11. Branch Heads will send their bills directly to HOD at HO for approval. 12, The T.A/D.A. bills along with Form should be submitted to Authorized person( Marketing / External Services Coordinator) for settlement. 13. Approved bills should be submitted to HR department for attendance verification. 14, After final approval of DIRECTOR(OPERATIONS), bills will be submitted to | Accounts department for payment. | eae Prepared by: HR ewer: b Jax Approved by: CFO Director(Operations)ANNEXURE | EMPLOYEE LEVEL TOP Management Directors CeO President Sr.vP ve AvP LEVEL! sr.6M com Dem AGM LEVEL Sr.-Manager Manager DM AM LEVELIIL Sr.Engineer/Sr. Executive Engineer/Executive Astt.Engineer/Astt. Executive Jr-Engineer/Jr.Executive GET/JET/MT LeVELIV Sr. Supervisor Sr. Draughtsman Sr. Assistance Supervisor Draughtsman Assistant LEVEL V Workers‘Annexure It Designation/level | Travel Boarding& lodgi DA & Local conveyance A B MD/DIRECTOR/ | Train 1*Ac or Air ‘As per Actual ‘Actual/Taxi CEO ‘ Top Management President 2 ac/ec/air Tariff’s per hired hotels [Actual | Taxi/auto SRV.P 2 ac/ec/air Actual wuto. VP. Train 2” ac/cc/air Actual_| Taxi/auto ANP Train 2™ ac/ec/air Actual_| Taxi/auto Level | Sr.GM Train 2 ac/cc/air 22501750 [1500 [750 __| Taxi/auto GM Train 2 ac/ec/air 2250 [1750 | 1500 | 750__| Taxi/auto DGM Train 2 ac/ec/air 2250 [1750 | 1500 |750__| Taxi/auto AGM Train 2 ac/ec/air 2250 [1750 | 1500 [750 | Taxi/auto Level Il | Sr. Manager Train 2“ac/ac/air 1750 | 1500 | 1300 | 600__| Taxi/auto Manager Train 2"ac/ac/air 1750 | 1500 | 1300 | 600 _| Auto DM Train 3° ac/ac/ac bus 1500 [1300 | 1200 [500 | Auto AM Train 3” ac/ac/ac bus 1300 [1100 [1000 [500 _| Auto/bus/Train Level Ill Sr. Engineer Train 3 ac/ac/ac bus 1400 | 1200 1100 | 450 Auto/bus/train Sr. Executive Train 3ac/cc/non-ac Deluxe bus |1300 [1100 | 1000 | 450 _| Auto/bus/train | Engineer Train 3”ac/cc/non-ac Deluxe bus | 1300 | 1100 | 1000 | 400 _| Auto/bus/train Executive Train 3ac/cc/non-ac Deluxe bus |1300 | 1100 | 1000 [400 | Auto/bus/train Asst. Engineer Train St class/non-acDeluxe bus _| 1300 | 1100 _| 1000 | 400 Auto/bus/train Asst.Executive Train SLclass/non-ac Deluxe bus _| 1300 | 1100 1000 | 400 Auto/bus/train Jr.Engineer Train SL class/non-ac Deluxe bus_| 1300_| 1100 1000 | 400 Bus/Train Jr-Executive Train SLclass/non-acDeluxe bus _| 1300 | 1100 1000 | 350 Bus/Train GET/JET/MT Train SL class/non-ac Deluxe bus | 1300 | 1100 1000 | 350 Bus/Train Level IV ‘Sr-Supervisor Train SL class/ordinary bus 1000 [900 [800 [350 | Bus/train SrDraftsman Train SL class/ordinary bus 1000 [900 [800 [350 | Bus/train Sr. Assistance Train St class/ordinary bus 1000 [900 [800 | 350 | Bus/train ‘Supervisor Train SL class/ordinary bus 1000 | 900 ‘800 | 350 Bus/train Draftsman Train SL class/ordinary bus 1000 [900 [800 [350 _| Bus/train Assistant Train SL class/ordinary bus 1000 | 900 800 | 350 Bus/train Level V Permanent onroll _ | Train SL class/ordinary bus 900 [800 [700 [350 | Bus/Train paw af Kner Ay Prepared by: by: Approved by: HR Fogy B /: a Director(Operations)Annexure Ill Domestic travel city categorization ‘A__| Ahmedabad, Bangalore,Chennai, Delhi, Hyderabad, Kolkatta, Mumbai, Pune B_ | Agra, Aimer,Aligarh, Allahabad, Amravati, Amritsar, Asansol,Aurangabad, Bareilly, Belgaum, Bhavnagar, Bhiwandi, Bhopal, Bhubaneswar, Bikaner, Bokaro Steel City, Chandigarh, Coimbatore, Cuttack, Dehradun , Dhanwad, Durg- Bhillai Nagar , Durgapur, Erode, Faridabad, Firozabad, Ghaziabad, Gorakhpur, Gulbarga, Guntur, Gurgaon, Guwahati, Gwalior, HubliDharwad, Indore, Jabalpur, Jaipur, Jalandhar, Jammu, Jamnagar, Jamshedpur, Jhansi, Jodhpur, Kannur, Kanpur, Kakinada, Kochi, Kohlapur, Kollam, Kota, Kozhikode, Lucknow, Ludhiana, Madurai, Malappuram, Malegaon, Mangalore, Meerut, Moradabad, Mysore, Nashik, Nellore, Noida, Patna, Pondicherry, Jaipur, Rajkot, Rajahmundry, Ranchi, Rourkeia, Salem, Sangli, Siliguri, Srinagar, Surat, Tribhuvnathpuram, Thrissur, Tiruchirapalli, Tri Tirupati, Ujjain, Vadodara, Varanasi, New- Mumbai, Vijaywada, Warangal C | Allother cities | DA for international travel AGM & aboveActual Pakistan, Srilanka, Bangladesh, Bhutan, Nepal, Thailand, | Double of DA entitlement South Africa, Malaysia, Indonesia, Vietnam Other countries Triple of DA Entititement ued pane Prepared by: HR Approved by: Director(Operations)Cheema Boiler Ltd, Mohali Local Travel Rules w.e.f 1st Apr, 2022 Public Food Allowance (per Designation /Level | Own Conveyance ea ere Mb/Director/ED/CEO _. | Actual Petrol Taxi ‘Actual Z i VP Group SrVP ve. Car @9/- Km Taxi / Auto 250 ‘AVP LEVEL Sr.GM cM : a Car @9/- Km Taxi / Auto 250 ‘AGM LEVEL IL ‘Sr Manager aS Car @9/- Km Taxi/Auto 25 DM Car @7/- Km Jer 4 Scene Sees / ie Auto/Bus 175 Speen 2 wheeler @ 4/-Km Groupill Engineer Executive Jr. Engineer 2 wheeler @ 4/- Km Auto/Bus 150 J, Executive GET / JET /MT Group iv ‘Sr Supervisor Sr Draughtsman Sr Assistance Bus / Shared Supervisor : Auto Draughtsman 2 wheeler @ 4/- Km Assistance “ a All categories of workment ue ‘on permanent roll of the company Ni to claim foods 4. Radius > 30 Km but <75 Kms 1. Absence from HO >4hrs RDS AM, CFO Directé Operations)