Domestic Travel Policy CMS
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1 Page 1 of 10 Domestic Travel Policy CMS Policy Manual: Version 2/2013 Page 1 of 10
2 Page 2 of Objective: To reimburse the traveling expenses incurred by Management Staff on work. 2.0 Effective Date: This revised Policy shall be implemented with effect from September 1, Mode of travel: 3.1 The Management staff on tour shall be allowed modes of travel as given below: Grade Grade MG 01 to Grade MG 02 Grade MG 03 to Grade MG 04 Grade MG 05 to Grade MG 06 MG 07 Above. Class of Travel Train Travel : Sleeper Class, 3rd AC, Non AC Chair Car Class Air Travel : Not Applicable Train Travel : I Class Non AC, 3rd AC, 2nd AC, AC Chair Car Class Air Travel : Economy Class Air Travel /With HOD Prior Approval Train Travel : 1 Class AC / 1 Class Non AC / 2nd AC / AC Chair Car Class Air Travel : Economy Class Air Travel Train Travel : 1 Class AC / 1 Class Non AC / 2nd AC / AC Chair Car Class Air Travel : Economy Class Air Travel Note: 3.2 In exceptional circumstances, if an Employee has to use a mode of travel higher than his / her entitlement, the same shall be authorized by CMO/BH for Band II, for Band III & below Grade it has to be authorized by Senior VP/VP/Functional Head. 3.3 If an Executive travels by a mode lower than he/she is allowed, he/she shall be reimbursed only the actual fare incurred. 3.4 Travel by higher class, has to be authorized by competent authority only after he Policy Manual: Version 2/2013 Page 2 of 10
3 Page 3 of 10 / she is thoroughly satisfied that there are valid and compelling reasons for doing so. 4.0 Local Conveyance During the Travel : Grade Grade MG 01 to Grade MG 02 Grade MG 03 to Grade MG 04 Grade MG 05 to Grade MG 06 Grade MG 07 & Above Eligibility Auto Fare Auto Fare (Meter Taxi for Airport With HOD approval) Auto/Metered Taxi By Private AC Taxi 5.0 Guest Houses / Transit Flats: 5.1 Eligible Management Staff are required to use the Guest House only. Where ever there is no Guest House, the Hotel booking with be done by Local Admin. 5.2 If a Management Staff member does not avail the boarding facility at guest house/hotel, limits as specified in Annexure 1 for boarding will apply. 5.3 Management Staff availing of guest house / transit flat for lodging and boarding can claim at actual for the same based on the bill given to them by the transit flat/ guest house and the limits mentioned in Annexure 1 do not apply in such cases. 6.0 Lodging and boarding in hotels: 6.1 Entitlement for boarding & lodging is specified grade wise in Annexure 1. The flexibility to combine Lodging and boarding limits is also permitted, subject to bills 6.2 Classification of cities is also enclosed (Refer Annexure 2) and the lodging and boarding will be calculated accordingly. The tariff specified for Lodging is exclusive of taxes. Policy Manual: Version 2/2013 Page 3 of 10
4 Page 4 of Lodging and boarding expenses applicable to the grade and within stipulated owed even if no night halt is involved. The same should be supported by bills. 6.4 Alternatively, the concerned Management Staff member may make his / her own arrangement and claim flat rate as indicated in Para 7.0 below. 7.0 Flat rates: 7.1 If a Management Staff member makes his / her own arrangements for lodging and boarding and expenses are not claimed as per entitlement, he / she shall be entitled to flat rate to cover lodging and boarding for each day or part of the day as shown in Annexure Flat rates can be claimed on the following basis: Duration of Stay Duration of stay at the place of visit upto 12 hours Beyond 12 hours Flat Rate Applicable 50% of the Flat rate applicable to the Grade and place of visit 100% of the Flat rate applicable to the Grade and place of visit 7.3 The duration of stay is reckoned from the time the Management Staff reaches /leaves the place of visit. When Flat allowance is claimed no other expenses will be allowed. 8.0 No Fly Zone: All the employees are requested to see the No fly zone Cities/location in Annexure 3 before proceeding for any travel /booking 9.0 Enroute Expenses: Executive and Management Staff are eligible for enroute expenses during their travel by train / bus as per limits prescribed for breakfast / lunch / tea / dinner (Annexure 4) Policy Manual: Version 2/2013 Page 4 of 10
5 Page 5 of Incidentals: 9.1 Expenses incurred for tips/laundry/porterage will be covered under this category. 9.2 The same need not be supported by bills. (Applicable for stay at Hotel/Guest House only and while attending residential training program where Boarding and Lodging provided by the host company/organization. This will not be applicable if Flat rate is availed). Grade Grade MG 01 to Grade MG 04 Grade MG 05 to Grade MG 6 Grade MG 07 & above Eligibility 100 ( Per day) 150 ( Per day) 200 ( Per day) 11.0 General: 10.1 Management Staff shall obtain the sanction of the approving authority prior to the travel in the Travel Authorization Form All travelling expense statements, duly supported by relevant bills and countersigned by the approving authority, together with balance cash shall be submitted within 2 working days of the executive s return to Head Quarters Amendment: The Management reserves the right to amend, alter, modify or withdraw any or all provisions of this Policy at any point of time Enclosure: Annexure 1 For Boarding and Lodging, Flat Allowance Annexure 2 For classification of Cities Annexure 3 No Fly Zone Destination. Annexure 4 Enroute Expenses Policy Manual: Version 2/2013 Page 5 of 10
6 Page 6 of 10 GRADE ANNEXURE 1 BOARDING/LODGING/FLAT ALLOWANCE All figures in Rs. CATEGORY OF BOARDING LODGING TOTAL FLAT CITY ALLOWANCE= 1.5 Times of Boarding MG1 & MG2 TIER TIER TIER MG3 TIER TIER TIER MG4 TIER TIER TIER MG5 TIER TIER TIER MG6 TIER TIER TIER MG7 TIER TIER TIER Policy Manual: Version 2/2013 Page 6 of 10
7 Page 7 of 10 Note 1 Boarding & Lodging expenses can be combined. Note 2 Flat Allowance (1.5 times of Boarding Expenses): When claimed, no other expenses will be allowed. Note 3 Incidental Expenses are applicable for stay at Hotel/Guest House only and while attending residential training program where Boarding & Lodging provided by the host company/organisation. It is not applicable when flat rate is claimed. ANNEXURE 2 CLASSIFICATION OF CITIES TIER 1 TIER 2 TIER 3 Bangalore Agra Kakinada ALL OTHER CITIES Chennai Allahabad Kanpur Delhi Amravati Kochi Hyderabad Amritsar Lucknow Kolkata Asansol Ludhiana Mumbai Aurangabad Madurai Ahmedabad Belgaum Mangalore Faridabad Bhavnagar Meerut Ghaziabad Bhilai Mysore Noida Bhopal Nagpur Gurgaon Bhubaneshwar Nashik Pune Chandigarh Nellore Coimbatore Patiala Cuttack Patna Goa Pondicherry Gorakhpur Raipur Guntur Rajahmundry Guwahati Rajkot Gwalior Ranchi Hubli Dharwad Salem Indore Sholapur Jabalpur Shillong Policy Manual: Version 2/2013 Page 7 of 10
8 Page 8 of 10 Jaipur Srinagar. Jalandhar Surat Jamshedpur Tiruchirapalli. Jodhpur Trivandrum Vadodara Varanasi Vijayawada Visakhapatnam Warangal ANNEXURE 3 NO FLY ZONE DESINATIONS/LOCATIONS FROM LOCATION DESTINATION KMS HRS OF TRAVEL MODE COIMBATORE rail /road MADURAI rail /road CHENNAI TIRCHY rail /road BANGALORE rail /road HYDERABAD rail /road COCHIN rail /road CHENNAI rail /road MADURAI rail /road COIMBATORE TIRCHY rail /road COCHIN rail /road TRIVANDRUM rail /road VIZAG rail /road HYDERABAD CHENNAI rail /road BANGALORE rail /road MANGALORE rail /road BANGALORE HYDERABAD rail /road CHENNAI rail /road COCHIN TRIVANDRUM rail /road CHENNAI rail /road Policy Manual: Version 2/2013 Page 8 of 10
9 Page 9 of 10 PUNE rail /road SOLAPUR rail /road NASIK rail /road MUMBAI AURANGABAD rail /road KOLAPUR rail /road GOA rail /road AHMEDABAD rail /road BAROADA rail /road JAIPUR rail /road AHMEDABAD UDAIPUR rail /road MUMBAI rail /road AGRA rail /road LUCKNOW VARANASI rail /road DELHI rail /road CHANDIGARH rail /road DELHI LUCKNOW rail /road VARANASI rail /road BHUBANESWAR rail /road SILIGURI rail /road KOLKATTA JAMSHEDPUR rail /road ROURKELA rail /road RANCHI rail /road PATNA rail /road ANNEXURE 4 ENROUTE EXPENSES Enroute Expenses per day ** MG 01 & MG 02 MG 03 MG 04 MG 05 MG 06 MG 07 With bills Without bills Policy Manual: Version 2/2013 Page 9 of 10
10 Page 10 of 10 Policy Manual: Version 2/2013 Page 10 of 10
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