Page 1 of 10 Domestic Travel Policy CMS Policy Manual: Version 2/2013 Page 1 of 10
Page 2 of 10 1.0 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, 2013. 3.0 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
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
Page 4 of 10 6.3 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 1. 7.2 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
Page 5 of 10 10.0 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. 10.2 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. 12.0 Amendment: The Management reserves the right to amend, alter, modify or withdraw any or all provisions of this Policy at any point of time. 13.0 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
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 1 450 2100 2550 675 TIER 2 335 1150 1485 503 TIER 3 230 750 980 345 MG3 TIER 1 500 2650 3150 750 TIER 2 385 2000 2385 578 TIER 3 275 1350 1625 413 MG4 TIER 1 600 3250 3850 900 TIER 2 425 2500 2925 638 TIER 3 315 1450 1765 473 MG5 TIER 1 650 4000 4650 975 TIER 2 510 2750 3260 765 TIER 3 350 1875 2225 525 MG6 TIER 1 700 4500 5200 1050 TIER 2 540 2950 3490 810 TIER 3 425 2200 2625 638 MG7 TIER 1 800 5000 5800 1200 TIER 2 620 3800 4420 930 TIER 3 500 2300 2800 750 Policy Manual: Version 2/2013 Page 6 of 10
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
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 530 8 rail /road MADURAI 444 7 rail /road CHENNAI TIRCHY 316 6 rail /road BANGALORE 331 8 rail /road HYDERABAD 688 13 rail /road COCHIN 684 13 rail /road CHENNAI 530 8 rail /road MADURAI 220 5 rail /road COIMBATORE TIRCHY 230 5 rail /road COCHIN 250 5 rail /road TRIVANDRUM 450 10 rail /road VIZAG 650 12 rail /road HYDERABAD CHENNAI 688 13 rail /road BANGALORE 562 10 rail /road MANGALORE 580 9 rail /road BANGALORE HYDERABAD 985 10 rail /road CHENNAI 490 8 rail /road COCHIN TRIVANDRUM 220 3 rail /road CHENNAI 684 13 rail /road Policy Manual: Version 2/2013 Page 8 of 10
Page 9 of 10 PUNE 180 4 rail /road SOLAPUR 450 10 rail /road NASIK 180 5 rail /road MUMBAI AURANGABAD 370 10 rail /road KOLAPUR 400 10 rail /road GOA 660 12 rail /road AHMEDABAD 545 8 rail /road BAROADA 448 7 rail /road JAIPUR 657 11 rail /road AHMEDABAD UDAIPUR 257 6 rail /road MUMBAI 545 8 rail /road AGRA 363 6 rail /road LUCKNOW VARANASI 300 5 rail /road DELHI 497 10 rail /road CHANDIGARH 238 5 rail /road DELHI LUCKNOW 497 10 rail /road VARANASI 708 13 rail /road BHUBANESWAR 439 8 rail /road SILIGURI 567 10 rail /road KOLKATTA JAMSHEDPUR 250 4 rail /road ROURKELA 413 6 rail /road RANCHI 416 9 rail /road PATNA 532 10 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 220 245 270 270 300 300 Without bills 105 120 130 140 155 155 Policy Manual: Version 2/2013 Page 9 of 10
Page 10 of 10 Policy Manual: Version 2/2013 Page 10 of 10