COMPANY NAME

CITY

CORPORATE HUMAN RESOURCE DEVELOPMENT DEPARTMENT

TRAVEL POLICY

HRD/HRP/003 Date - __________

1. Objective

To administer and provide guidelines to employees on domestic travel.

2. Scope and coverage

All employees i.e. probationers and permanent nature and also the trainees across the
branches are covered under this policy.

3. Applicability

This policy will apply to the existing employees and employees who may join in future.

4. Eligibility

A. Travel

Grade Travel
 Class Local conveyance

M5 & Above Air / II AC / III AC

Taxi (Tata Indigo or
equivalent)

M4* & M4
Air, II / III A/c, I Cls, A/C CC/ Auto/Taxi (Tata Indica or
AC Bus equivalent)

M3*, M3, M2* 1st Class / III A/c / A/c CC / Auto

& M2 AC Bus

M1*,M1 & M* II sleeper/CC / Ultra Deluxe Bus / Auto

Bus

S1-S6 and II sleeper / CC / Bus / Bus

others

(i) All employees must submit a requisition (format attached) to the local administration /
Personnel / HRD Department giving sufficient time to arrange for tickets. Wherever the
travel takes place within a distance of 100-150 kms., the employee shall make
arrangements on his own and keep the Administration department informed. All
outstation travel must be planned well in advance, so as to facilitate to obtain confirmed
tickets.

(ii) Travel arrangement for eligible employees shall be made by air only when

a) the journey necessitates for travel more than 13 hours or

b)
 the journey involves to start in the morning and back to originating city on the same
day or

c) the journey is made by direct flight

(iii) All travel includes overnight stay at the destination cities shall be made by train only

(iv) Where there is no direct flight or the journey is to be made for 4-5 hours, then, the travel
shall be made by train only.

(v) Whenever employees have to travel, due to work exigencies, may even be allowed to go
by flight on economy airlines with an appropriate approval by the authority concerned.
While returning he will travel as per the eligibility specified above.

(vi) The Branch In-charges can travel as per the eligibility in the next higher grade.
However, the boarding and lodging eligibility remains the same.

B. Boarding (Eligibility per day)

Grade A+ City ‘A' City ‘B' City ‘C' City

M6 & Abv Actuals Actuals Actuals Actuals

M5 350 325 250 200

M4* & M4 325 250 200 150

M3* & M3 300 200 175 125

M2* & M2 250 175 150 125

M1*, M1 & 200 150 125 125

M*
 S1- S5 200 150 125 100

Others 200 150 125 100

A+City: Mumbai, Delhi and Chandigarh

A City : Chennai, Kolkatta, Bangalore, Pune and Hyderabad

B City : Cochin, Vizag, Coimbatore and other state capitals not covered

in ‘A+’ and ‘A’ cities

C City : All other towns not covered in ‘A+’, ‘A’ and ‘B’ cities

C. Lodging (Eligibility per day)

Grade A+ City ‘A' City ‘B' City ‘C' City

M6 & Abv Actuals Actuals Actuals Actuals

M5 2500 1600 1500 1200

M4* & M4 2200 1250 1000 750

M3* & M3 1300 750 625 500

M2* & M2 1000 500 450 375

M1*,M1 & 700 450 375 250

M*

S1- S5 500 375 300 200

 Others 400 225 175 125

A+City: Mumbai, Delhi and Chandigarh

A City : Chennai, Kolkatta, Bangalore, Pune and Hyderabad

B City : Cochin, Vizag, Coimbatore and other state capitals not covered

in ‘A+’ and ‘A’ cities

C City : All other towns not covered in ‘A+’, ‘A’ and ‘B’ cities

(i) Wherever company has a guest house or accommodation facility, the employees will
have to first seek accommodation in such places. If there is no room in the guest
house, only then the employees have to look for accommodation elsewhere.

(ii) Own arrangement: Employees can make their own arrangement for their stay. In such
cases, he will be eligible for 40% of the boarding and lodging eligibility and he need
not produce any bills to claim the same. However, this will not be applicable to
employees who hail from Chennai / native whenever they visit Chennai / native
places on official duty.

(iii) Employees nominated for residential training programs /conference/ seminar outside,
will be eligible only for incidental expenses.

(iv) The above Boarding and Lodging eligibility includes laundry expenses, newspaper,
mineral water, etc.

(v) Boarding expenses can be claimed by an employee if the journey starts

a) before 8.00 a.m. - 100% of the eligibility

b) after 8.00 a.m. - 75% of the eligibility

c) after 2.00 p.m. - 50% of the eligibility

d) after 9.00 p.m. - NIL

 (vi) Boarding expenses can be claimed by an employee if he reaches the destination

a) before 8.00 a.m. - NIL

b) after 8.00 a.m. & before 1 p.m. - 25% of the eligibility

c) after 2.00 p.m. - 50% of the eligibility

d) after 9.00 p.m. - 100%

a) The boarding eligibility mentioned in clause 4(B) above applies only when the travel is
made for more than 12 hours. The rates will apply as per the eligibility at the
destination center. Whenever the travel is less than 12 hours, only the incidental
expenses viz. breakfast, lunch or dinner, coffee/tea expenses alone can be claimed
as mentioned in clause (v) or (vi) depending upon starting and arrival time.

b) Wherever, an employee travels for less than 4-5 hours a day, but stays overnight at
the destination, his eligibility of boarding expenses shall be worked out by applying
the above clauses (v) and (vi). For example, an employee leaves for Ahmedabad
from Baroda at 10.30 a.m. and returns on the next day after 9.00 p.m., can claim
75% of the boarding eligibility [mentioned in clause 4(B)] on the day of travel and
100% boarding eligibility for the next day. And if the same person reaches the
originating city before 9.00 p.m., then he can claim only 75%, so on and so forth.

c) While claiming boarding and lodging expenses, employees who are in the grade M1*
and below, can combine both these expenses and submit bills, provided the sum
total of boarding and lodging expenses do not go beyond his eligibility. For example,
an employee in M* grade travels to A+ city may incur lodging expenses of Rs.600
and boarding expenses Rs.300. This is acceptable as the expenses are well within
his actual eligibility of Rs.900/- per day (i.e. Rs.700 + Rs.200) towards boarding and
lodging. However, this will be acceptable only on production of lodging bills. This
facility is not available for employees in grade M2 and above.

5. Submission of bills and Accounting

 (i) On return from the tour, employees must submit their TA bills within 4 days from the date
of reaching the station along with approved ‘On Duty’ form, necessary tickets, vouchers,
bills, etc. in original to accounts department.

(ii) Official Telephone expenses can be paid in full, provided the vouchers for the same are
submitted.

(iii) Employees may take cash advance on account of outstation travel and submit the bills
along with necessary vouchers duly authorized by the HOD/ Functional Head.

(iv) Bills submitted more than the eligibility will not be allowed.

(v) If any employee is traveling with his colleague, senior, any expenses incurred jointly
should be claimed only by the Senior Employee.

(vi) A travel report, stating the purpose of travel, outcome and other developments, etc.
must be submitted to the HOD’s concerned. Receipt of the same should be
acknowledged by the HOD / Functional Head in the Travel Expenses Statement.
The format of Tour Report and Travel Expenses Statement are enclosed.

(vii) The TA bills shall be verified by the accounts department. Accounts department is
authorized to deduct the expenses incurred which are not in line with the policy.

6. Review and amendment

Management shall review this policy periodically and amendments required, if any shall be
made accordingly.

7. Residual Power

This policy is basically guidelines and the management reserves the right to withdraw / modify
to suit organization’s philosophy at any time without assigning any reason whatsoever.
8. Effective

The scheme shall come into force with effect from 1 January 2023.

Head-HR Head – Finance Executive Director CMD