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Domestic Travel HR Policy
Domestic Travel HR Policy
HR Policy Procedures
Issue Date:
Effective Date:
Version:
HRP-DT
25st March
2014
1st April 2014
10-08/7
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
DOMESTIC TRAVEL POLICY
1.
2.
3.
APPROVAL:
All travel as well as advance for travel within India has to be approved by respective HOD not
below the level of a General Manager. In case of a department, where, the Head is below the
level of General Manager, the approval has to be obtained from the next higher up, who is a
General Manager or the Plant / Site Head (irrespective of designation). In case of GM & AVP
grade employees, the approval has to be obtained from their reporting officers. Employees at
the level of Vice President up to Jt. President are required to inform their respective superior
before their travel / leaving headquarters through the mail regarding the purpose and duration
of travel. On return they have to submit their TA bill/tour report to the Accounts Dept through
their respective head / reporting officer. President & above and direct reports to Chairman
have to inform about the purpose and duration of their travel before travel / leaving
headquarters through email. On return, they have to send a brief mail to Chairman, informing
the carried out assignment / outcome of the travel. While submitting the TA bills directly to
Accounts department a copy of the mail sent to Chairman prior to travel should be enclosed
along with the TA bills.
4.
**
Flying time of 1hr & 30 min and above between two destinations Business Class (Super
Saver Coupon).
Flying time of less than 1 hr & 30 min Low Fare Economy Class.
e.g. -For travel between Ahmedabad-Delhi-Ahmedabad and Ahmedabad-MumbaiAhmedabad, which involves flying time of approx 1 hr 20 min (less than 1 hr 30 min)
Low Fare Economy Class. (Since most of the flights operate in this sector are having
HRP|APR14|DT
Page 1 of 9
Document:
HRP-DT
25st March
2014
1st April 2014
10-08/7
Issue Date:
HR Policy Procedures
Effective Date:
Version:
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
only Low Fare Economy Class and do not have Business Class)
- Similarly for travel between Delhi-Mumbai, which involves 1 hr 55 min (more than 1
hr 30 min) Business Class.
All employees entitled as above will use Corporate Super Saver Coupon through respective
administration department as per details given in the policy guideline.
In case of exigencies, depending on the need, Chairman / MD / Directors / President / CEO or
equivalent of respective business may approve higher class of travel.
5.
The boarding & lodging expenses are intended to cover expenses related to stay & food
while on business travel. The expenses are required to be claimed against vouchers
subject to limits prescribed as under:
Table - A
Permissible Daily Limits for Boarding & Lodging Expenses
Metro
(Delhi including
Gurgaon, Mumbai,
Kolkata, Chennai,
Bangalore)
Grade
Incidental
Expenses
Lodging &
(without
Boarding
bills)
A Class City
Lodging
&
Boardin
g
B Class City
*Reimbursement of
Expenses
Incidental
towards
Incidental
Expenses
Lodging &
food &
Expenses
(without
Boardin
beverages
(without
bills)
g
during
bills)
**
journey limit per day
**
VP & Above
Actual
GM & AVP
8000
DGM & AGM
(Grade E3 & E4)
6500
MGR & SM
(Grade E1 & E2)
5500
4000
3000
2000
C Class City
*Reimburse
-ment of
Expenses
towards
Lodging &
food &
Boarding
beverages
during
journey limit per day
Incide
*Reimburse
ntal
-ment of
Expen
Expenses
ses
towards food
(witho & beverages
ut
during journey
bills) limit per day
350
Actual
300
1300
Actual
250
1200
Actual
225
1100
275
6500
225
1100
5200
225
1000
4000
200
900
250
5000
200
1000
4000
200
900
3000
175
800
225
4000
175
900
3300
175
775
2600
150
690
200
3000
175
550
2000
120
425
1500
100
400
125
2000
115
300
1400
90
250
1000
75
230
1500
75
250
1000
60
200
800
50
200
90
** Reimbursement of Expenses towards, food & beverages during journey for Metro cities will be
same as that of A class city.
(*) Applicable for journey period only.
ii.
Employees would be permitted hotel facility as per limit specified in Table A only in
case of overnight stay and only if company accommodation does not exist or not
available. In case of Company accommodation not available, then a certificate needs
to be obtained from respective Administration Executive / Guest House.
iii.
Lodging and boarding limit specified in Table A includes hotel room charges, food
expenses, laundry expenses, taxes etc. and shall be applicable only in case of overnight stay.
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Document:
HR Policy Procedures
Issue Date:
Effective Date:
Version:
HRP-DT
25st March
2014
1st April 2014
10-08/7
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
iv.
Incidental expenses are reimbursed on per day basis for actual expenses incurred for
News Papers, Magazines, Porter Charges, Mineral Water, Tips etc. for which bills are
not available.
v.
Reimbursement of expenses towards food and beverages during the journey: This is
meant for reimbursement of actual expenses incurred only during journey period
(could be by train, or bus), and in no cases can be claimed as lump sum amount
without incurring the same. This provision, essentially, is to cover food & refreshment
expenses incurred during travel. This amount is to be claimed only if incurred and not
as an entitlement of outdoor duty. Bills are to be submitted wherever available.
vi.
A day, for the purpose of this policy would mean 24 hours from the time of
commencement of journey from the residence / head-quarters of the employee upto
the time he/she returns to the residence / head-quarters. Fraction of the day for more
than 12 hours will be treated as one day, between 4 to 12 hours will be treated as half
day and less than 4 hours will be ignored.
vii.
Time Period
-
Returns within
12 hours
Entitlement
Actual
Classification of Cities for the purpose of this policy: All the cities / towns where
company officers / staff are frequently required to travel have been classified under 4
categories i.e. Metro, A, B, and C, depending local cost of living. (as per Annexure-I). All
the cities / towns not falling under any of these categories will be considered as
classified under C category.
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Document:
HRP-DT
25st March
2014
1st April 2014
10-08/7
Issue Date:
HR Policy Procedures
Effective Date:
Version:
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
6.
City /
Grade
Metro
A Class
B Class
C Class
7.
GM
AGM / DGM
SM / MGR
(Grade E4 /
E3)
(Grade E2 /
E1)
Asso. Mgr. /
Dy. Mgr.
/Asst. Mgr./
MT
Officer / Engr.
& Executive/
Sr. Engr./GET/
PGT
(Grade O5 /
O4 / O3)
(Grade O1 & O2
incl. GET/MT)
Asso. Off. /
Asso. Engr. &
below
(Grade S1, S2,
S3, S4 & S5)
2100
1900
1700
1500
1100
800
550
1900
1700
1600
1400
1000
700
500
1700
1600
1500
1300
850
600
450
1500
1400
1300
1100
750
500
400
i.
ii.
Employees claiming allowance for personal arrangements would not be eligible to claim
incidentals.
8.
GENERAL:
i.
Joint President and above grade employees, who are entitled to Business Class Air
Travel as mentioned in clause 4 on page 1, will avail Corporate Super Saver Coupons
through respective Administration Department. Respective Admin department will
obtain Corporate Super Saver Coupons from Airlines as per the requirement and issue
accordingly.
ii.
All employees are required to book their tickets through travel portal only requisition
for tickets other than travel portal will not be accepted by the travel desk.
A guide on how to use Adani Travel Portal is available on the Adani Portal.
http://tms.adani.com/reference/TMSADANI%20UserDoc.pdf
iii.
Cost of tickets booked by the Company for employees for their travel will be initially
debited to the respective employees account. The same will get adjusted subsequently
after submission of travel claims by the employee.
iv.
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Document:
HR Policy Procedures
Issue Date:
Effective Date:
Version:
HRP-DT
25st March
2014
1st April 2014
10-08/7
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
v.
Employee has to submit his travel expense statement in the prescribed form (Annexure
II) after the completion of the tour within 7 working days along with a tour report. All
supporting bills / tickets/ Boarding passes in case of air travel (Boarding pass not
required for tickets booked by Central Travel Desk) / vouchers should be attached to
the said statement. Cost of the tickets booked by the company should be claimed as
expense in the travel expense statement.
vi.
The claims for travels undertaken during a particular month will be processed, settled
and advised to Accounts for adjustment latest by 15th of subsequent month. Any debit
or credit will be made in the salary of subsequent month. Eg: All travels undertaken
during January will be settled and necessary adjustment (debit / credit) will be done in
salary for the month of February payable on 1st March.
vii.
The settlement of debit or credit will also apply for the travel advance availed by the
employees.
viii.
The onus of submission of travel claim will be with the respective employee. Timely
submission of travel claim will help maintain proper accounting and avoid error in debit
/ credit.
ix.
The Audit Dept will inform the respective Business Accounts and ensure compliance
accordingly.
x.
Company has provided the facility of individual corporate credit cards for Officers and
above level employees through Axis Bank. Henceforth, employees traveling would use
the credit card for making payments and submit their statement to Accounts for
reimbursement on return from tour. This will minimize cash transactions.
xi.
No new travel advance should be taken by an employee until the previous advance if
any, has been cleared. Advances not settled within 45 days or 7th working day from
completion of tour whichever is later, will be recovered from the salary of the employee
in the following month. All the expenses pertaining to the trip should be claimed at one
time only and in the prescribed form. No separate claim shall be accepted.
xii.
It is expected that all tickets are booked through the administration department of the
locations / units / offices of the company and / or companys authorized travel agents.
In case of exigencies, when the tickets are purchased by the employee, photocopy of
the ticket / details of the ticket No. / PNR No. / Boarding Passes should be attached/
indicated in the travel expense statement.
xiii.
Where the local staff member travels with the outstation staff member in a hired
vehicle, the conveyance expenses would be paid by the outstation staff member. He
will accordingly claim such expenses in his traveling expenses report
xiv.
These TA/DA rules are applicable on tours when stay at an outstation is for short
durations (upto 30 days). These rules shall not apply if an employee is required to work
at another station either on temporary transfer or in leave vacancy involving stay at
that station for more than 30 days. In such cases the Business Head / Function Head /
Business HR Head will give specific approval.
xv.
xvi.
Employees will be free to claim either actual boarding & lodging expenses incurred
subject to the allowable limits mentioned in Table A or the allowance payable as
mentioned in Table B for making personal arrangements. However, a choice once
exercised shall not be changed during the entire stay at that place during the tour.
xvii.
Document:
HR Policy Procedures
Issue Date:
Effective Date:
Version:
HRP-DT
25st March
2014
1st April 2014
10-08/7
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
xviii.
Usually employees are not encouraged to incur expenses and claim towards official
entertainment with client and other business associates on business promotion etc.
However, such claims can be reimbursed on actual against receipt with approval of
respective President / CEO or above.
xix.
An employee availing leave during business travel would not be eligible for
reimbursement of expenses during that period. All such leave must be approved prior
to proceeding on the business trip.
xx.
Any deviation to the policy guidelines shall be approved by Business Head/ President/
CEO or equivalent and above.
xxi.
Grade of Consultants / Trainees (Ref. Table B): Normally while recruiting HR shall
mention the respective grade in the letter, if not done than HR shall inform the grade
for respective consultant for the travel expenses claims.
P K Panda
Group President HR
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Document:
HR Policy Procedures
HRP-DT
25st March
2014
1st April 2014
10-08/7
Issue Date:
Effective Date:
Version:
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
Annexure-I
LIST OF CITIES & CLASSIFICATION
NO.
STATE
VIJAYAWADA
TIRUPATHI
SECUNDRABAD
KURNOOL
VISHAKAPATNAM
JORHAT
TINSUKIHA
DIBRUGARH
SILCHAR
BHAGALPUR
GAYA
ANDHRA PRADESH
ASSAM
GUWAHATI
PORTBLAIR
ARUNACHAL PRADESH
ITANAGAR
BIHAR
PATNA
CHATTISGARH
RAIPUR
GOA
GOA
GUJARAT
MUZAFFERPUR
BILASPUR
DURG
BHILAI
AHEMDABAD
BARODA
GANDHINAGAR
RAJKOT
SURAT
JAMNAGAR
PANCHKULA
HISSAR
KARNAL
AMBALA
ROHTAK
HARYANA
FARIDABAD
10
HIMACHAL PRADESH
SHIMLA
DHARAMSHALA
MANALI
KULU
DALHOUSIE
PARWANOO
11
SRINAGAR
JAMMU
LEH
12
JHARKHAND
RANCHI
DHANBAD
JAMSEDPUR
13
KARNATAKA
BELGAUM
MYSORE
HUBLI
MANGALORE
TRIVENDRUM
14
KERALA
COCHIN
CALICUT
(KOZHIKODE)
TRICHUR
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Document:
HR Policy Procedures
HRP-DT
25st March
2014
1st April 2014
10-08/7
Issue Date:
Effective Date:
Version:
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
NO.
15
16
STATE
NAGPUR
NASIK
SOLAPUR
PUNE
MATHERAN
KHANDALA
KOLHAPUR
JALGAON
LONAVALA
AURANGABAD
BHOPAL
GWALIOR
SATNA
INDORE
JABALPUR
MAHARASTRA
MADHYA PRADESH
17
MEGALYA
SHILONG
18
MIZORAM
AIZWAL
19
NAGALAND
KOHIMA
DIMAPUR
NOIDA
20
NCR
21
ORISSA
22
23
GHAZIABAD
(Vaishali,
Vasundhara,
Indrapuram)
BHUBANSHWAR
BEHRAMPUR
ROURKELA
CUTTACK
SAMBALPUR
CHANDIGARH
AMRITSAR
PATIALA
LUDHIANA
BHATINDA
JALANDHAR
UDAIPUR
KOTA
JODHPUR
PUNJAB
RAJASTHAN
JAIPUR
JAISALMER
COIMBATORE
24
25
KODAIKANAL
MADURAI
OOTY
PONDICHERY
SALEM
TRICHIRAPALLY
AGRA
GORAKHPUR
ALLAHABAD
MEERUT
ALLIGARH
MORADABAD
BAREILLY
SAHARANPUR
GHAZIABAD (Old)
VARANASI
TAMIL NADU
UTTAR PRADESH
KANPUR
LUCKNOW
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Document:
HR Policy Procedures
HRP-DT
25st March
2014
1st April 2014
10-08/7
Issue Date:
Effective Date:
Version:
Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
NO.
26
27
STATE
UTTRANCHAL
WEST BENGAL
MUSSORIE
HALDWANI
NANITAL
ASANSOL
DARJELING
DURGAPUR
SILIGURI
HALDIA
28
MANIPUR
IMPHAL
29
TRIPURA
AGARTALA
30
SIKKIM
GANGTOK
31*
NEPAL (Country)
KATMANDU
32*
BHUTAN (Country)
THIMPHU
33*
BANGLADESH
(Country)
DHAKA
Note: All the cities / towns not falling under any of these categories will be considered as classified
under C category.
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