International Travel Policy

INTERNATIONAL TRAVEL POLICY

Module no MAT HR/ Total Pages 15
Issue Date Initiated by HR
Revision No. & Date Approved by MAT India Management
Subject International Travel Policy Supersedes All earlier policies
Applicable to All Employees of MAT India Distribution All employees

Table of Content

1. Purpose …………………………………………………………..……………………………………………..…….………..1
2. Scope …………………………………………………………………………….….….…………………………………………1
3. Eligibility……………………………………………………………………………………..………….…..…………………….1
4. General Guidelines………………………………………………………………..…………………………………………..2
5. Other guidelines……………………………………………………………….….……………………………………………5
6. Kit Allowance…………………………………………………………………………………………………………………….8
7. Calculation of Travel days…………………………………………………………………………………………………8
8. Exclusions………………………………………………………………………………………………………………………….8
9. Expense Submission and Reimbursement………………………………………………………………………….9
10. Management discretion…………………………………………………………………………………………………..9

1 Purpose
To outline guidelines and procedures for employees undertaking business-related travel outside
their home country on behalf of the company.

2 Scope
This policy applies to all employees required to travel internationally for business purposes.

It encompasses travel-related expenses, safety measures, and reimbursement procedures.

3 Eligibility
This policy applies to all employees and consultants of the company who are required to undertake
business travel outside India.

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 International Travel Policy

4 General Guidelines
4.1 Submission of Travel Request

4.1.1 Employees are required to submit the Overseas travel form (Annexure-A), duly approved, to
the corporate Admin at least Seven (7) days before the scheduled travel date.
4.1.2 Travel Request to be approved by respective HOD/PD/GMD and Vice President- India
Operations.
4.1.3 Post approval, if the cost difference surpass INR 10000, due to (preferred time, rescheduling
date), employee is required to submit a new travel request duly approved as per 4.1.2.
4.1.4 The Corporate Admin forwards the shortlisted flight and hotel options along with respective
costs to the VP-India Operations for final approval.
4.1.5 Following the final approval from the VP-India Operations, the Corporate Admin
representative proceeds with the booking of the travel ticket.
4.1.6 Travel tickets to be booked from the employee's official base location to the visiting location.
4.1.7 All employees to be eligible for air travel in economy class.
4.1.8 Expenses incurred for securing "premium seating," which includes accommodations with
additional legroom or enhanced features, are not eligible for reimbursement under this
policy.
4.1.9 Any losses during travel, including missed flights, taxi delays, mobile incidents, baggage loss,
or any other unforeseen incidental loss, if caused due to employee negligence, to be borne
by the employee.
4.1.10 In the event of theft of belongings a copy of the report to local police to be provided by the
employee.
4.1.11 Exceptions to above (4.1.9) may be considered at the discretion or approval of management.

4.2 Accommodations and Meal

4.2.1 Hotel accommodations for overseas business trips to be arranged through the Local Admin
representative at the Visiting Plant.
4.2.2 Employees to receive daily allowances (per diem) when traveling out of India (As per
Annexure-C).

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 International Travel Policy

4.2.3 The per diem allowance (4.2.2) is intended to cover necessary expenses including hotel
accommodation, meals, tips, and other personal incidentals.
4.2.4 If the hotel is self-selected by the employee or recommended by the company,
reimbursement to be based on actual expenses.
4.2.5 Employees GM3 and below, of the same gender, may opt for double occupancy when
traveling together for business-related events like conferences or seminars etc.
4.2.6 Employees authorized to travel with their spouses for official trips, subject to approval from
the respective HOD/PD/GVP and VP- India Operations.
4.2.7 Any extra costs incurred, such as upgraded accommodation, meals, Visa, Travel insurance or
separate travel arrangements, are to be borne by the employee.
4.2.8 All costs related to Boarding and lodging expenses to be supported by receipts or bills.
4.2.9 Meal expenses reimbursement adheres to the entitled amount.
4.2.10 No reimbursement to be provided for expenses related to alcoholic beverages or cigarettes.

4.3 Travel Alterations and Notifications

4.3.1 For any travel changes, such as modifications to dates, and destinations, employees are
required to inform Corporate Admin via email, providing valid reasons for the alterations.
4.3.2 Prior approval from the respective HOD/PD/GVP and VP-India operations to be required for
any changes made by employees to their travel arrangements.
4.3.3 If an employee needs to return to their Home Country due to personal exigencies such as
critical illness, hospitalization, or serious medical injuries in the immediate family, they may
request the Corporate Admin to book return tickets with proper approval from the
respective HOD/PD/GVP and VP-India operations.
4.3.4 If an employee already possesses a pre-booked return ticket, they need to coordinate with
the airline or Corporate Admin to change the date accordingly.
4.3.5 If altering the existing ticket is not feasible and a new ticket is required, the company to
reimburse the employee for the entire cost of the ticket, covering 100% of the expenses
incurred.

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 International Travel Policy

4.3.6 An employee who cancels a journey for personal reasons other than family emergencies, to
be responsible for bearing the entire cancellation cost.

4.4 Visa Application

4.4.1 The employee or their respective Head of Department submits an invitation letter to the
Corporate Admin for the visa application process.
4.4.2 Upon receiving the invitation letter, the Corporate Admin informs the employee of the
requirement to submit the necessary documents as per Annexure B within 24 hours.
4.4.3 Corporate Admin collects all required documents from the employee and forwards them to
a third-party vendor with which the company has a tie-up for visa appointment booking at
least 30 days prior to the scheduled travel.
4.4.4 The third-party vendor schedules an appointment with the embassy and communicates the
date to the Corporate Admin.
4.4.5 The Corporate Admin notifies both the employee and their respective Head of Department
of the embassy appointment date, providing detailed instructions for document submission.
4.4.6 The employee is required to attend the embassy on the scheduled appointment date,
bringing along all necessary documents and their original passport.
4.4.7 If visa fees paid by the employee, reimbursement to be based on the actual expenses
incurred, with supporting documentation.
4.4.8 After visa approval, employees to be responsible for obtaining the visa, either through postal
delivery or by personally visiting the embassy.
4.5 Travel Insurance Procurement

4.5.1 During international travel, employees are covered under international travel insurance
provided by the company (Annexure-D).
4.5.2 The Corporate Admin to be responsible for furnishing employees with a comprehensive
insurance copy containing all essential information regarding the insurance policy.
4.5.3 The Corporate Admin collects necessary information from employees traveling overseas,
including their name, destination, passport number, date of birth, duration of travel,
nominee details, and address.

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 International Travel Policy

4.5.4 The Corporate Admin sends the employee information to the insurance agency aligned with
the company for providing travel insurance.
4.5.5 The insurance agent verifies the employee details and provides information regarding the
coverage offered, including benefits, limitations, and emergency contact details.
4.5.6 Upon receiving the insurance document from the insurance agent, Corporate Admin
provides employees with a soft copy of the insurance document.
4.5.7 Employees acknowledge receipt of the travel insurance document and are instructed to
carry it with them during their trip for reference in case of emergencies.

4.6 International Travel Currency Support

4.6.1 For international travel, employees are provided with advance either in cash or through a
pre-loaded forex card.
4.6.2 The Corporate Admin collects necessary documents including travel tickets, passport details,
Visa, and travel insurance, and PAN card from the employee four (4) days before the
scheduled travel.
4.6.3 Corporate Admin forwards the collected documents, including the travel itinerary to the
Finance department for arranging the required currency and forex card.
4.6.4 The Finance department ensures the disbursement of currency and forex card to the
employee three (3) days before their departure date.
4.6.5 Currency disbursement and Forex card allocation to be based on the travel itinerary
approved by the Corporate HR Head or VP-India Operations.
4.6.6 If the travel duration is less than two (2) days, the entire amount to be disbursed in cash.
4.6.7 For travel durations exceeding two (2) days, funds to be allocated with 70% loaded onto a
forex card, while the remaining 30% to be provided in cash.
4.6.8 The Finance department maintains records of currency and forex cards disbursed to
employees and reconciles expenses upon their return.

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 International Travel Policy

4.6.9 While on an extended trip, employees to request additional funds corresponding to the
extended duration to be loaded onto their forex card, subject to approval from their
Respective HOD, PD/GVP.
4.6.10 Upon receipt of the approved request from the employee for additional funds, the
Corporate Admin proceeds to obtain approval from Corporate HR.
4.6.11 The Corporate Admin forwards the request to the Finance department, ensuring the prompt
loading of extra funds onto the employee's forex card within 24 hours of the approved
request.
4.7 International Roaming

4.7.1 The Corporate Admin to activate international roaming on employees' corporate phone
numbers or provide matrix cards to ensure uninterrupted communication during
international travel.
4.7.2 Corporate Admin representative ensures that International Roaming (IR) is activated on the
same day as the employee's travel, as per available plans with service provider.
4.7.3 Employees traveling for periods of less than 10 days, International Roaming (IR) services to
be activated on their designated official numbers.
4.7.4 Employees GM3 and above may request Matrix card SIM card for trips lasting less than 10
days, subject to Corporate HR approval, as per plans outlined in Annexure F.
4.7.5 If employees' trips last more than 10 days, Matrix prepaid SIM card to be provided along
with suitable plans as detailed in Annexure- F.
4.8 Local International Travel Guidelines

4.8.1 During international travel, employees are required to utilize transportation provided by the
company.
4.8.2 Reimbursement for expenses incurred on cabs or local transportation for official purposes to
be determined based on actual expenditures, contingent upon the submission of supporting
receipts.
4.8.3 It is advisable for two or more employees traveling to the same destination to coordinate
and arrange shared transportation as a group.

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 International Travel Policy

4.8.4 Waiting time for taxis and car services is eligible for reimbursement, justified by business
necessity.

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 International Travel Policy

5 Other Guidelines

5.1 Expenses incurred for passport issuance and renewal are the responsibility of the employee
and not to be reimbursed by the company.
5.2 Any additional costs incurred for excess baggage and duty-free purchases during international
travel are the responsibility of the employees.
5.3 If an employee falls ill while on international business travel, expenses for treatment to be
covered under the travel insurance policy.
5.4 For bills surpassing the predetermined limits, to be subject to management discretion for
approval.
5.5 All employees required to carry their identity cards or visiting cards at all times during
international travel to ensure immediate communication in case of emergencies.
5.6 Employees not entitled to take leave during the tour except in case of medical exigencies,
supported by original bills or prescriptions, subject to respective HOD approval.
5.7 Reimbursement for cabs directly engaged by the employee for transportation to and from the
airport to be based on actual expenses, as specified in the domestic travel policy.
5.8 Laundry expenses to be reimbursed after ten (10) consecutive days away from home or during
unexpectedly extended trips.

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 International Travel Policy

6 Kit Allowance
6.1 Employees embarking on foreign travel are entitled to a one-time payment of up to a
maximum of INR 10,000/- for the purchase of warm clothes, blazers, shoes, bags, etc.
6.2 This allowance to be disbursed once every five (5) years, counted from the last claim.
6.3 In the event of resignation or termination of employment within 12 months, except in cases of
superannuation or death, employees are obligated to reimburse 100% of the Kit Allowance.

7 Calculation of Travel days

7.1 To calculate the number of days eligible for Foreign Exchange disbursement, the departure
and arrival times at the home country's airport to be considered.
7.2 Meal and incidental expenses to be allocated on a prorated basis.

8 Exclusions

 Non-reimbursable travel expenses refer to the purchases made by an employee that are not
compensated due to non-compliance with the company’s policies/procedures, as listed
below-

 Personal entertainment expenses include movie rentals, expensive food, luxury bookings, etc.

 Last-minute cancellations or postponements, unless approved by HOD and Corporate Admin

representative

 Passport fees (Initial and renewal fees)

 Loss/theft of cash advance money

 Lost or stolen personal/work items

 In-room or in-flight movies

 Airline, hotel, and car rental club memberships

 Airline ticket upgrades from economy class to business class

 Airport lounge fees

 Personal Phone Calls

 Massage / Beauty and Health treatments

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 International Travel Policy

 Fines for Violation of laws

 Liquor and cigarette expenses

 Dry cleaning expenses while on a trip of less than five (5) days duration.

9 Expense Submission and Reimbursement

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 International Travel Policy

9.1 Employees to submit their final bills within 15 days of completing a journey, utilizing the
designated Overseas Travel Expense Form (Annexure E).
9.2 Original bills for expenditure claimed to be attached with the Overseas Travel Expense Form.
9.3 The expense form is to be signed by the employee and their Respective HOD.
9.4 Submissions of expenses delayed by more than 15 days from the date of occurrence, require
written explanation along with HOD approval for the delay.
9.5 Once the expense form is completed with the necessary signatures, employees are to
promptly submit it to the Corporate Admin.
9.6 Employee to refund the balance foreign currency and forex card if the claim is less than the
travel advance, to the concerned HR along with the travel expense statement.
9.7 Corporate Admin representatives review and verify expenses submitted by employees.
9.8 Upon validation and verification by the Corporate Admin, the expense report to be signed by
the Corporate HR Head.
9.9 The Corporate Admin submits approved expense reports to the finance department for final
payment processing.
9.10 The Finance Department to settle all Travel Expenses within 15 working days of bill
submission, through the employee's payroll system.
9.11 The Finance Department to send intimation of payment to corporate Admin or respective
employee by mail.
9.12 Any tour bills not submitted against tour advances for more than 30 days to be deducted from
the employee’s coming month’s salary.

10 Management Discretion

The Management reserves the right to alter/amend/discontinue the policy at its sole discretion.

ANNEXURE- A

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 International Travel Policy

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 International Travel Policy

ANNEXURE- B

Note- Visa requirements are subject to variation based on the policies of the destination country's
embassy or consulate.

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 International Travel Policy

ANNEXURE- C

PER DIEM

Actual Proposed
Hotel Accommodation per night Currency Weekdays Weekend Weekdays Weekend
U.S USD 120 120
China USD 80 80
Paris EURO 80 150

Food/Meal Expenses (3 Meals for 12

hours) Currency Weekdays Weekend Weekdays Weekend
U.S USD 50 50
China USD 50 50
Paris EURO 25 40

Incidentals Currency Weekdays Weekend Weekdays Weekend

U.S USD 10 15
China USD 10 10
Paris EURO 15 15

Transportation Currency Weekdays Weekend Weekdays Weekend

U.S USD
China USD
Paris EURO 50 50

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 International Travel Policy

ANNEXURE- D

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 International Travel Policy

ANNEXURE- E

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 International Travel Policy

ANNEXURE-F

Matrix Prepaid SIM

China

Days 0-10 Days 10-28 Days

Product Name Plan 1 Plan 2
Price (excluding GST) Rs.2799 Rs.3299
Incoming calls Free Free
Free Local calls Unlimited Unlimited
Free calls to India 100 minutes 100 minutes
Free Data usage 8 GB 15 GB
Validity 10 days 28 days

USA

Days 0-10 Days 10-20 Days 10-28 Days

Product Name Plan 1 Plan 2 Plan 3
Price (excluding GST) Rs.1999 Rs.2999 Rs.4499
Incoming calls Free Free Free
Free Local calls Unlimited Unlimited Unlimited
Free calls to India Unlimited Unlimited Unlimited
6 GB High Speed 15 GB High Speed 60 GB High Speed
Free Data usage
Unlimited 2G Data Unlimited 2G Data Unlimited 2G Data
Free Text
Unlimited Unlimited Unlimited
(Local/International)
Validity 28 days 28 days 28 days

NOTE: Plans offered may vary depending on the service provider.

VP- HR GMD GM- MINT

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