HR / VS / 2011 : Table of Contents 1. Objective 3 2. Scope 3 3. Policy 3 4. General Guidelines 3 5. Annexure 5.1. Fare Chart 5 5.2. Expense Reimbursement Format 6 5.3. Two-wheeler per Rs/km 7 5.4. Daily Allowances 8 5.5. Classification of Towns / Cities 9 5.6. Air-travel sectors 10
1. OBJECTIVE To establish a policy, procedure and rules for travel and travel related expenses. 2. SCOPE It defines the company s policy and procedures regarding the official travel of Product Specialist (referred to as Field Officer) in carrying out day-to-day activities effectively and safely. 3. POLICY Company travel must be consistent with the needs of business and in full compliance with the procedure outlined. Employees are expected to travel on company business in a safe and cost-efficient manner. Employees will be reimbursed for reasonable and necessary expenses in accordance with these rules when traveling on authorized company business. 4. GENERAL GUIDELINES When a Field Officer travels beyond his Territory/HQ he may use a suitable mode of public transport viz. bus, train, share-a-taxi, etc. 4.1. The Field Officer is expected to submit a fare chart in the prescribed format (Annexure 5.1) every April, for each mode of transport applicable to various stations, covered by the tour plan. 4.2. A copy of the fare chart recommended and approved by the DM / RBM has to be kept at the Regional Center, to enable verification of expense statements. 4.3. The Field Officer is entitled to travel by 1 st class or 3 Tier AC whichever is available. The Field Officer will have to attach the train tickets for reimbursement of train fare. In the absence of train tickets, reimbursement will be done as per the bus fare or the minimum fare applicable. 4.4. Incase of booking train ticket through a Travel Agent, receipt is necessary for reimbursement of Travel Agent fee. As an exception, if receipt is lost or not available, you are required to state reason, amount with your signature on a separate sheet and also on body of the ticket to facilitate reimbursement.
4.5. A Field Officer may use his self-owned two-wheeler. He/She is, however, for safety reasons, expected to use the two-wheeler up to a distance of not more than 60 Kms, one-way. For travel beyond 60 Kms, only train / bus fare will be reimbursed to ensure safety and encourage discipline. 4.6. As for usage of two-wheelers while working outstation, the expenses will be reimbursed on a per kilometer basis as provided in Annexure 5.3 and as per the approved fare chart. 4.7. In view of significant travel time involved to transverse difficult terrains air travel is permissible to specific cities or town as provided in Annexure 5.6. 4.8. The Field Officer will be entitled to a daily allowance as applicable for HQ, Metro, Outstation working and on transit days. This is separately notified from time to time. Daily Allowance applicable from is as given in Annexure 5.4. 4.9. Outstation Allowance is payable for upcountry working to take care of local conveyance and other meals (Annexure 5.4). 4.10. Field Officer are entitled for lodging charges, subject to the limits specified in Annexure 5.4. (Expense statements must be accompanied with all bills and receipts) and as per cities as specified in Annexure 5.5. 4.11. In the absence of bills, receipts pertaining to hotel stay, allowance applicable for other cities will be reimbursed. 4.12. When attending residential programs/meetings, where stay and all meals are covered in the package borne by the company, only applicable HQ allowance will be paid to cover incidental expenses. 4.13. Incase of expenses incurred for a group of field colleagues, the senior most colleague, must claim the expense and any deviation must be recorded and approved by the next level manager. 4.14. This policy should be read in conjunction with GPIHP 4.15. Expense statement is to be submitted within 15 days of the preceding month. Incase of any deviation, next level approval is mandatory. 4.16. This policy overrides all other previous policy on travel and related expenses.
Business Specialty: 5. ANNEXURES Annexure5.1HQ Distance Fare Approved Approved From To Rail Road Air Train Bus Two- Wheeler Share Cab Mode of Transport Fare Signature PSO Signature DM Signature RBM /SM Submitted by Recommended Approved
Annexure5.2
Annexure5.3 On usage of two-wheeler while working outstation, the expenses will be reimbursed @ Rs. 2.50 per Km.
Annexure5.4 The following Daily allowances will be applicable:. Head Quarter : Rs 150/- + Lunch Subsidy : Rs 50/-. Ex Head Quarter : Rs 200/- + Lunch Subsidy : Rs 50/- Upcountry (Working Days) : -A Class Cities : Rs 325/- (Inclusive of lunch subsidy) -B Class Cities : Rs 275/- (Inclusive of lunch subsidy) -Other Cities/Towns : Rs 245/- (Inclusive of lunch subsidy) (Classification of Cities provided in Annexure 5). Upcountry (Non Working Days) : Rs 150/-(Inclusive of lunch subsidy) When working outstation Field is entitled to claim actual hotel accommodation subject to a maximum limit as given below. The limit for hotel accommodation is inclusive of room rent and all applicable taxes. The reimbursement will be against submission of original supporting vouchers for A and B Class Cities. -A Class Cities : Rs 500/- per night -B Class Cities : Rs 400/- per night -Other Cities/Towns : Rs 250/- per night (Classification of Cities provided in Annexure 5) Metro Allowance: In addition to the Head Quarter allowance Field will be paid Metro City allowance if a Field is based / working in the following Metro Cities: - Delhi Rs 50/- per working day (p.w.d) - Mumbai Rs 30/- per working day (p.w.d) + Train pass (wherever applicable) - Kolkatta/Chennai/Bangalore/Hyderabad Rs 30/- per working day (p.w.d) Note: Field claiming Metro Allowance should cumulatively do so in the H.Q Column of expense statement.
Annexure 5.5 Classification of Cities* * All other Cities/Towns not listed above will form part of Other Cities for the purpose of classification Zones A Class Cities B Class Cities East Guwahati, Kolkata, Patna, Bhubaneshwar, Gangtok, Jamshedpur, Ranchi, Shillong, Durgapur, Imphal, Darjeeling, Siliguri West Ahmedabad, Baroda, Goa, Mumbai, Nagpur, Pune, Surat, Indore, Bhopal, Kolhapur, Rajkot, Aurangabad, Raipur, Dimapur, Silchar, Aizwal, Dibrugarh, Jorhat, Midnapore, Haldia, Cuttack Ahmednagar, Anand, Bhavnagar, Bhuj, Bilaspur, Jabalpur, Nasik, Sholapur, Valsad, Vapi North South Agra, Amritsar, Chandigarh, Jaipur, Jallandhar, Kanpur, Lucknow, Ludhiana, New Delhi, Noida, Ghaziabad, Srinagar, Shimla. Udaipur, Varanasi, Jodhpur, Jammu, Dehradun, Bangalore, Chennai, Cochin/Ernakulam, Coimbatore, Hyderabad, Mysore Trivandrum, Vizag, Vijaywada, Pondicherry, Madurai, Mangalore, Tirupati Aligarh, Allahabad, Ambala, Bareilly, Gorakhpur, Gwalior, Jamnagar, Moradabad, Patiala, Kota(+), Haldwani, Patiala, Hissar, Rohtak, Karnal, Pathankot, Mandi, Muzaffurpur, Bhagalpur, Meerut Alleppey, Belgaum, Calicut, Cannanore, Davangere, Guntur, Hubli, Kottayam, Kurnool, Kollam, Nellore, Ooty, Quilon, Raichur, Salem, Trichy, Trichur, Vellore, Kanchipuram, Bellary, Rajamundhry, Kakinada & Warangal
Annexure5.6 Air travel Sectors Zones From/To To/From East Kolkata Guwahati Agartala Imphal Jorhat Dibrugarh Silchar Aizwal Dimapur Tezpur Kathmandu Guwahati Imphal Agartala Silchar North Jammu Srinagar