GUIDELINE OF TRAVELLING ALLOWANCE

The employees in the Executive, Staff, Workmen and Trainee Cadre shall be entitled for
the traveling expenses, local conveyance expenses, hotel expenses for stay, daily
allowances for food, and laundry expenses as per following guidelines (if the journey
involves over night stay) –
a. Before proceeding on tour, the employee must fill his travel program/
requisition form and expenses estimate, sign it, have it passed by the Sectional
Head and obtain authorization of the Departmental Head. In the absence of the
Departmental Head, it should be authorized by the next higher authority.
b. No travel estimate should be authorized unless the employee has submitted
travel expenses statement for all his prior travels
c. Only on submission of duly authorized “Travel programme & Expense
estimate”, tickets will be purchased and cash advances will be made. Tickets
thus issued and cash advances drawn will be endorsed on the “Travel
Programme & Expense Estimate”. A staff member not wanting to draw the
full amount of authorized cash advances from his place of positing may on
production of his authorized “Travel programme and expense estimate” draw
the balance amount from offices which he/she may be visiting. The office or
work site paying such advances must immediately notify the place of posting
of the respective employee and enter the amount thus paid on the “Travel
programme & Expenses estimate” form
d. Hotels and other bills for expenses must be paid by the traveler from his travel
advance. It is not permissible to arrange for payment of such bills by any of
the company’s offices
e. Each completed travel shall be accounted for separately
f. The daily limits / allowance shall be calculated from the time of departure from
place of posting till the time of return to place of positing. However, half a
day’s limit / allowance shall be considered for fractional day less than 12 hours
and at full rates for fractional day of 12 hours or more
g. Travel Statement duly authorized should be submitted to the Accounts
Department of the place of posting of the traveler concerned within 7 days of
completion of travel. Travel statements should be authorized by Departmental
Heads. In the absence of Departmental Head it should be authorized by next
higher authority
h. Any account submitted later than 7 days from date of return from a travel must
be submitted through Department Head / Business Head concerned, with an
explanation for the delay
i. Delay of one month and more (counting from the date of return from a travel)
will not be condoned under any circumstances. On expiry of this period the
cost of tickets and advances drawn will be transferred to the personal account
of the traveler concerned and will be recovered from his remuneration
j. The original copy of journey tickets are required to be enclosed along TA
claim forms
k. Bills for Liquor / Cigars etc. not permissible
l. Tour Report must accompany with the T.A. Bill

Managing Director
Inland Travel (Within India):

Company provides Air / Train tickets to the destination for any authorized travel. In case
company does not provide tickets it will reimburse the fare for the ticket on actual.

Company provides accommodation for all business related travel. Company also provides local
transport, food and daily allowances. In case company does not provide transport and food, it will
reimburse the expenses on actual.

The following table shows the slab for entitlement.

Level Travel Fare Accommodation Local Fooding

City City City Conveyance
A* B** C**

Supervisor Sleeper Class / Second 500 400 300 50 100

Sitting
Executive, Sr. AC III tier or II tier / AC 1000 700 500 100 200
Executive, Chair Car
AM, DM
Manager, Sr. AC III tier or II tier / AC 1200 800 600 200 300
Manager Chair Car
Top AC II tier or 1st Class / 3000 2000 1000 1000 500
Management Economy Air Fare
Team

*City A is Metro Cities

**City B is Non Metro, but capital cities
***City C is other cities

Any employee taking leave for personal reasons during this travel will not be paid allowances or
reimbursement for those (leave) days. If leave is taken on either side of a weekend then the entire
weekend is considered to be part of leave i.e. if Mondays or Fridays are taken as leave then
Saturday and Sunday is also considered as leave days and no allowance is paid for such days.
Leave has to be approved.

All travel arrangements have to be made through the HR Department.

Managing Director
Local Travel [Within (local area name)]:

Company provides Train tickets / Organize Vehicle to the destination for any authorized travel.
In case company does not provide tickets / Vehicle it will reimburse the fare for the ticket on
actual.

Company provides accommodation if there is a business need. Company also provides local
transport, food. In case company does not provide transport and food, it will reimburse the
expenses on actual.

Employees who use their own conveyance for exercising official out door duties and are not
provided with Vehicle Maintenance & Fuel expenses on actual without any limit, will be
reimbursed @ Rs.8.00/- per km for four wheeler and Rs 3.00/- per km for two wheeler.
Employees who are provided with Vehicle maintenance & Fuel expenses on actuals without any
limit are not entitled to claim reimbursements separately.

Managing Director