For LOCAL TRAVEL ( at Base and Visiting Location)
Purpose:
The policy provides guidelines relating to local within a city (base or visiting) when on a business trip. It does not cover regular local travel from residence to office and back.
Eligibility:
All full-time employees (including graduate/engineer/management trainees and interns) of the company are eligible.
Policy:
- For local travel within the base or visiting location, the organization will provide transport to the employees for travel on business/official-work based on approval by the department/business/centre head, provided at least ___ hours notice has been given.
[The amount of advance notice depends upon the company situation, internal resources and location. When travel arrangements particularly for a different location are involved, a longer notice period maybe necessary, in some cases even up to 48 hours.]
- In case the travel desk is unable to meet a transportation requirement for any reason or the employee has to travel at odd hours with little notice or the travel is to commence from a place other than his/her workplace, the employee can use his personal vehicle or a metered taxi/auto, based on individual entitlement and claim reimbursement at the following rates:
Four wheeler: INR ____/km
Two wheeler: INR ____/km
Metered Taxi/Auto: Actuals
[The organization may need to review the per km rates depending on the fuel costs as applicable.]
- Employees are reimbursed expenses when using one of the above-stated three modes of transport. However the organization recognizes that there may be special circumstances when a cab has to be hired for a day or part thereof. In these cases, the reimbursement will be made: (i) on proper documents such as the receipt and (ii) the due reason being satisfactorily explained to the immediate manager.
Procedure:
- Duly filled in expense claim must be approved by the immediate manager and submitted to the Accounts/Finance Department along with supporting bills within 7 days of the expense.
For OUTSTATION TRAVEL
Purpose:
The policy provides guidelines relating to domestic travel as well as stay arrangements when on a business trip. It does not cover regular local travel from residence to office and back.
Eligibility:
All full-time employees (including graduate/engineer/management trainees and interns) of the company are eligible.
Policy:
1. When travelling on a business trip domestically, following is the applicable matrix for different job levels.
Title/Designation Class/Mode applicable
AVP/VP Business Class
Manager/Senior Manager Economy Class
Associates 2 AC/3 AC by Train
For the above approval by the department/business/centre head has to be provided at least ___ hours.
[The above class/mode are illustrative to provide you with a framework, you could create this specific to your organization.]
2. For stay arrangements, the employees should provide the dates for which accommodation is required to the travel desk. If the city has a company guest house and there is availability, the employee will be required to stay there. This is applicable to employees across all levels, except the Top Executives. They will be provided with separate stay arrangements.
3. Due to some exigency if the employee has booked the travel or stay on his/her own, all requisite documents shared in the procedure need to be submitted for reimbursement. This should be under exceptional circumstances. The employees must utilize the travel desk’s support for all travel and stay arrangements.
4. In continuation to point 3, if the employee books his or her stay on their own, the following limits are applicable.
Title/Designation Limits
AVP/VP INR C- INR D
Manager/Senior Manager INR A- INR B
Associates INR X- INR Y
5. There is a provision for Per Diem as applicable in the table below, varying by titles. This could be used for Food Expenses and local travel within the city.
Title/Designation Limits
AVP/VP INR C- INR D
Manager/Senior Manager INR A- INR B
Associates INR X- INR Y
Procedure:
1. If the booking has been made by the employee on his/her own the duly filled expense claim approved by the immediate manager should submitted to the Accounts/Finance Department along with supporting documents within 7 days of the expense. Supporting documents are -
a. Payment Receipt
b. Photocopy of the Credit Card Statement if booked on the same
c. Boarding Pass/Train Ticket
d. Receipt from the Hotel
Comments
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