Travel & Accommodation Reimbursement Policy

Purpose:

This policy outlines the guidelines and procedures for reimbursing Consultants engaged in the training of
educational technology products as per the contract between the Client and the Consultant.

Scope:

The policy applies to all part-time trainers working with CENTA.

A. Short Distance/ Local Business trips (Intra-day)

1. Short distance is defined as travel up to 200 kms (one way) from the trainer’s current residence.
2. Trainers using their own vehicles for training & Short Distance travel will be reimbursed as
follows:
a. Two-Wheeler - INR 5 per km traveled
b. Four-Wheeler - INR 10 per km traveled.
3. Trainers NOT using their own vehicles for training & short distance travel are encouraged to use
Local Buses, Metro & Auto Rickshaws. Cabs should be used in exceptional cases only
a. All reimbursements will be provided against receipts only. For select travel where
receipts might not be available (e.g., auto rickshaw rides), reimbursement will be based
on Client’s discretion assuming reasonable expenditure levels.
b. Overall combined expenses including public transport & cabs will be reimbursed (against
receipts) up to a maximum amount of INR 1000 per day for travel.
4. The ‘starting date and time’ and ‘ending date and time’ of every trip should be stated in the
google form for expense submission. These 2 values indicate the time when the Trainer leaves
and reaches his/her residence.
5. Food costs will be awarded on a per diem basis of INR 300 per day when training is scheduled.
No bills need to be submitted to claim this amount.
6. Travel expenses can be claimed in 2 cycles per month based on claims submitted via the form
https://forms.gle/2gNk9ux3bRbYHaMZ8
a. For all claims submitted before the 15th of any month, trainers will be reimbursed by the
7th of the next month.
b. For all claims submitted between the 15th and the end of that month, trainers will be
reimbursed by the 21st of the next month.

B. Long Distance trips (Overnight)

1. Long distance is defined as travel greater than 200 kms (one-way) from the trainer’s current
residence.
2. The following guidelines will apply for availing Railway and Bus Fare:
 Mode of Travel Class

Train AC -3 Tier / CC Chair

Bus AC Buses

In case of non-availability of reservation in the prescribed class, trainers may travel on a higher
mode, subject to the prior approval taken from the respective POC/heads. Every effort should be
made by the Trainer to plan his/her trip well in advance.

3. Trainers using their own vehicles for long distance travel will be reimbursed as follows:
a. Two-Wheeler - INR 5 per km traveled
b. Four-Wheeler - INR 10 per km traveled.
4. Overnight Boarding and Lodging costs:
a. Hotel tariff reimbursements (against receipts) subject to the amount (INR.) ceiling as
mentioned below

Category (As per Annexure A) Amount limit per day (in INR)

A cities 3,000

B cities 2,000

C cities 1,800

The actual amount reimbursed will depend on the actual expenditure as per the bills
submitted as per pre-approved schedule in writing.
b. Trainers making their own arrangements for private accommodation in various places,
will be paid Rs 1200 per night as per the pre-approved schedule in writing.

Annexure A: Classification of Cities:

Category A: Bangalore, Chennai, Delhi/ NCR, Hyderabad, Kolkata, Mumbai, Pune, Ahmedabad

Category B: Agra, Aligarh, Allahabad, Amravati, Amritsar, Asansol , Aurangabad, Bareilly, Belgaum,
Bhiwandi, Bhopal, Bhubaneswar, Bikaner, Chandigarh, Coimbatore, Cuttack, Dehradun, Dhanbad,
Durg-Bhilai Nagar, Faridabad, Gangtok, Goa, Gorakhpur, Guntur, Guwahati, Gwalior, Hubli- Dharwad,
Indore, Jabalpur, Jaipur, Jalandhar , Jammu, Jamnagar , Jamshedpur , Jodhpur, Kanpur, Kozhikode, Kochi,
Kolhapur, Kata, Lucknow, Ludhiana, Madurai, Mangalore, Meerut, Moradabad, Mysore, Nagpur, Nashik,
Patna, Pondicherry, Raipur, Rajkot, Ranchi, Salem, Solapur, Shimla, Srinagar, Surat, Thiruvananthapuram,
Tiruchirappalli, Tirunelveli, Vadodara , Varanasi, Vijayawada, Visakhapatnam, Warangal

Category C: All other cities