Travel Policy

1. Purpose

Purpose of this policy is to

a. Describe the types of expenditures that are reimbursable by the company to its
employeeswhile travelling for the business purpose.
b. Inform employees of their responsibilities to control and report travel expenses
c. Establish procedure for claiming the travel expenses.

2. Scope

Even though this policy covers the entire permanent employee of the company, it is
mainly framed considering the routine travel of the sales personnel at various levels
in connection with their day to day work.

3. Terms & Conditions

i. Employees are eligible to claim their traveling expense from the allotted Head
Quarters (Base station) to their work locations.

ii. All reimbursement bills must be supported with original bills / receipts etc. (Tickets,
Photostat, courier bills, any stationary etc.) No expense will be reimbursed for
alcoholic beverages or cigarette etc.

iii. Employees are eligible for the conveyance allowance at the rate of Rs. 4.00 /km (for
two- wheelers) and at the rate of Rs. 8.00/km (for using four wheelers).

iv. Conveyance allowance shall be claimed by submitting the Travel expense claim
form. Odometer reading of the vehicle at the beginning and end of the journey must
be properly recorded in the form while making the claim. Claims will not be
processed if the particulars in the form is incomplete.

v. Auto rickshaw charges shall entertain only in exceptional cases with proper
justification.

vi. For Sales and Marketing executive employees, two-wheeler and four wheelers
allowance will be actuals.

vii. For ASM/SM employee’s four-wheeler allowance will be actuals.

viii. Travel & expense claims will be released on every 15 days,TA claim with original
supporting documents should be submitted to the Head Of Sales on or before 15th
& 30th of every month to avoid any delays.
ix. Concerned managers should diligently verify the tour plans to ensure that those
trips are adding value to the business. Table below shows category wise eligibility
of tour allowances.

Accommodation and Daily Allowances for Business Travel

Daily
Maximum Allowance Daily
Sl No Category permissible room (Head Allowan Mode of Amount
rent/day in Quarter ce (Out Travel
Indian Rupee Station)

8/km for car.

1 1750 250 500 Car /Bus/Train Actuals for
ASM / SM (Bills not Bus/Train fare
Required)
Sales
2 Officers 150 2-wheeler 4/km for 2
/Sales 1000 (Bills Not 250 /Bus/Train wheeler.Actual
Executives Required) Bus/Train fare

a. Lodging without original bills shall not be reimbursed and cannot be claimed later.
b. In case more than one employee is sharing a room (Double Room), full lodging
allowanceshall be granted to the person whose name the lodging bill is drawn.
c. Non-adherence with policy while on business travel for company's business include
stringentdisciplinary action which may even lead to termination.
d. Personal sanitary and cosmetic items, laundry, entertainments etc. are excluded
from the coverage.