TRAVEL POLICY. At FICCI, we enjoy a high level of transparency and have a strong faith in empowerment.
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1 TRAVEL POLICY At FICCI, we enjoy a high level of transparency and have a strong faith in empowerment. To ensure that this is carried forward in a structured and processoriented manner, we are attaching herewith a guideline governing all official travel domestic and international. We look forward to your usual support. August 11, 2015 Page 1
2 For the purpose of the HR Manual employees have been divided into levels / designations in the following manner Designation Levels Grade Research Associate Senior Deputy Joint Additional Senior M1 M2 M3 M4 M5 M6 M7 M8 L2 L3 L4 M9 L5 Deputy /Senior Advisors etc. / President M10 Unclassified August 11, 2015 Page 2
3 Travel Authorization 1. All domestic travel will need to be authorised as under: M1 M6 s & Above This approval can be obtained electronically in the prescribed format attached as Annexure. No travel Authorisation will be required for Domestic travel for s and above. 2. All foreign travel, including those where FICCI is not making payments, has to be approved by SG/DG and recommended by Cluster Head. 3. Air travel a) Efforts should be made to undertake air travel only when the road or rail journey is spread over more than five hours. b) Unless in an exigency, air bookings should be made 15 days in advance. Officers are requested to plan accordingly. c) TL s to make monthly travel plans in order to do advance booking to secure best rates. d) All domestic travel by air should be undertaken by Economy class for M1 M10. e) In cases of sponsored travel no Per-diem will be provided. 4. Air / Surface / Rail bookings would be centralized. Request for such booking should be made along with the travel authorization form approved by the appropriate authority as detailed above. 5. Personal expenses like spa/salon, liquor etc. are not entitled for reimbursement and need to be cleared personally. 6. Laundry charges up to a maximum of Rs. 500/- (exclusive of taxes) per day will be allowed beyond three days of stay at any location subject to actual submission of bills. There will be no reimbursement for first three days of stay. 7. On conclusion of any travel (including domestic) a tour report is required to be submitted to the reporting officer along with the travel bills within 2 weeks of return. This is mandatory and is essential for FICCI s knowledge management practice. 8. All employees are requested to settle travel accounts within 15 days from date of return. 9. Unless tour report and travel advance is submitted in the given time frame, next travel will not be approved. 10. Unless an employee is carrying official luggage (such as documents pertaining to seminars, conferences and exhibitions), reimbursements will not be allowed on account of excess baggage. 11. Special pre-approval from DG/Cluster Head is must for travel of more than one team member for any one event/conference/meeting/seminar/exhibition. August 11, 2015 Page 3
4 12. Any deviation to the above travel policy would specifically require the approval of SG / DG. 13. For all international travel, authorization would be required from SG / DG. 14. For international travel, any advance for Expenses on Exigencies will require the specific approval of CFO. 15. An employee is entitled to Rs as outfit allowances, for international travel, only once in five years. August 11, 2015 Page 4
5 DOMESTIC TRAVEL Mode of Travel Level Designation Research Associate Journey Upto 300 kms Beyond 300 kms II AC/ Luxury II AC/ Economy Bus Air II AC/ Luxury Bus II AC/ Economy Air Local transport while on tour Tata Indigo/ Maruti Swift D zire Tata Indigo/ Maruti Swift D zire L2 Senior II AC/ Luxury Bus II AC/ Economy Air Tata Indigo/ Maruti Swift D zire L2 Deputy II AC/ Economy Air Tata Indigo/ Maruti Swift D zire L3 Joint II AC/ Economy Air Tata Indigo/ Maruti Swift D zire L3 Additional II AC/ Economy Air Tata Indigo/ Maruti Swift D zire L4 L4 L5 Unclassified Senior Deputy / Senior Advisors etc. / / President Hired Car/ 1 st class AC/ Hired Car/ 1 st class AC/ Hired Car/ 1 st class AC/ Hired Car/ 1 st class AC/ As per availability & convenience As availability convenience per & Car up to Ciaz (AC)/SX4 (AC) Car up to Ciaz (AC)/SX4 (AC) Hired Taxi/Innova/ Honda City/ Civic (*) Hired Taxi/Innova/ Honda City/ Civic (*) As per availability & convenience *Local transportation on Domestic travel should be based on local convenience/ including metered cabs or hired cabs. Reimbursements can be claimed against actual. For all employees belonging to categories to L3, car hire is allowed in the following circumstances : a) back to back meetings b) female employees in situations where local taxi in not feasible. August 11, 2015 Page 5
6 DOMESTIC TRAVEL Room Rates (Amount in INR on daily basis)** Level Designation Entitlement Research Associate L2 Senior L2 Deputy L3 Joint L3 Additional L L4 Senior L Deputy / Senior Advisors etc. Unclassified / Per diem Allowance (*) As per actuals As per actuals (*) Per Diem Allowance: In case an employee makes his/ her own arrangement and does not avail accommodation in hotel / guest house/ serviced apartments. However in cases of sponsored travel no Per-diem will be provided. In case employees at various levels are required to stay in the same hotel for efficiency, sharing of rooms can be considered. This however should be in unavoidable circumstances. **The above rates exclude taxes as applicable August 11, 2015 Page 6
7 DOMESTIC TRAVEL Cost of Meals with Bills (Amount in INR)** All employees staying in hotels/ making their own arrangements will be eligible for the following meal reimbursements per day Level Designation Entitlement With bills Incidental Expenses (*) Research Associate L2 Senior L2 Deputy L3 Joint L3 Additional L L4 Senior L Deputy / Senior Advisors etc Unclassified 3200 As per actuals Unclassified As per actuals As per actuals (*) Incidental Expenses: To cover tips/ porter charge, etc as required (no bills required) **Exclusive of taxes August 11, 2015 Page 7
8 INTERNATIONAL TRAVEL Mode of Travel Level Designation Mode of travel Research Associate Economy Class Economy Class L2 Senior Economy Class L2 Deputy Economy Class L3 Joint Economy Class L3 Additional Economy Class L4 Economy Class L4 Senior Economy Class L5 Flight duration < 5 hours Flight duration > or equal to 5 hours Economy Class Business class Deputy / Senior Advisors etc. Flight duration < 5 hours Flight duration > or equal to 5 hours Economy Class Business class Unclassified Unclassified Business class Business Class Note: 1. Local transportation on International travel should be based on local convenience/ including metered cabs. Reimbursements can be claimed against bills 2. Hired cars on international travel should be avoided as far as practicable. August 11, 2015 Page 8
9 INTERNATIONAL TRAVEL Room Rates (Amount in USD on daily basis) ** Level Designation North America, West Europe, Japan (maximum upto $) Rest of the world (maximum upto $) Research Associate L2 Senior L2 Deputy L3 Joint L3 Additional L L4 Senior L Deputy / Senior Advisors etc Unclassified Unclassified Actuals Actuals Note : Wherever hotel rooms are booked by the embassy, we will be flexible on the room rates with approval from SG. **The above rates exclude taxes as applicable August 11, 2015 Page 9
10 INTERNATIONAL TRAVEL Per Diem Allowance (Amount in USD ) In case of own arrangement Level Designation South Asia South East Asia, Egypt & Africa Middle East, East Europe, South America North America, Western Europe, Japan, Australia L2 Research Associate Senior L2 Deputy L3 Joint L3 Additional L L4 Senior L5 Deputy /Senior Advisors etc Unclassified Unclassified August 11, 2015 Page 10
11 Level L2 L2 L3 L3 L4 L4 L5 Unclassified Unclassified INTERNATIONAL TRAVEL Cost of Meals with Bills (Amount in USD ) ** All employees staying in hotels/ making their own arrangements will be eligible for the following meal reimbursements per day Middle East, South East North America, South East Europe, Incidental Designation Asia, Egypt Western Europe, Asia South Expenses & Africa Japan, Australia America Research per trip Associate per trip 65 Senior per trip 65 Deputy per trip per trip Joint 65 Additional Senior Deputy / Senior Advisors etc per trip per trip per trip 50 per trip per trip As per actuals As per actuals As per actuals As per actuals (*) Incidental Expenses: To cover tips/ porter charges as required. As per actuals Note : 1. Additional allowances to be paid in case of guests accompanied with approval against bills 2. **Inclusive of taxes As per actuals August 11, 2015 Page 11
12 TRAVEL FORM Name: Grade: Sector: Travel from to Date of Journey: Purpose: Back in office on: Sanctioned by: Name Signature Date August 11, 2015 Page 12
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