Professional Documents
Culture Documents
Travel & Expense Policy
Travel & Expense Policy
Purpose: This policy identifies appropriate travel and expenses incurred to carry out necessary business
authorized travel related that are ordinary, reasonable and necessary to conduct official business within the
limitations set forth below. All expenses must comply with Enterprise Minds travel and expense policy guidelines
as mentioned below
Scope: This policy is applicable to all permanent employees and consultants with Enterprise Minds for their
official business travel related expenses and reimbursements.
Travel to any place in India other than the employee’s local reporting office on short-term business visit.
Procedure: Associates who are based in HO shall send their travel requirements to their respective Manager’s
along with the approval emails to the Finance department marking a copy to the HR and Operations Head.
Approval from the project manager/ India Operations head stating the following
Date, purpose of travel, conveyance mode, conveyance expenses and the supporting receipt for the
travel.
Reimbursement claims should be directed by the form below and submitting them to the finance
department.
Outstation Travel:
If a colleague travels to a location that does not have an airport, then the company will arrange for travel via
train. The train class will be determined as per the table below.
If a colleague travels outside the city municipal limits to a city that has an airport, then the company will arrange
for air travel. The class will be determined as per the table below
Choice of Airline:
The choice of airline will be at the sole discretion of the operations as it will be aimed at efficient and
cost-effective travel.
Per diem for domestic travel will be paid based on city clusters and levels as mentioned below, this is
towards Food, Beverage.
Local Conveyance:
Local conveyance during travel, in addition to official local travel, includes travel from residence to
Railway Station and Railway Station to place of stay at the destination and back. Travelling employees
will make their own arrangements of local transport to reach their destination. However, employees in
Levels L2 and above can request for drop and pick up from the Railway Station to home/office.
Exceptions will be in case of female employees travelling at late/early hours of the day. This is defined as
the time between 9.00 PM at night to 06.00 AM in the morning. In such an event, the employee can
request the admin department for a [ick-up arrangement, provided it has the prior approval of the
concerned Delivery Manager/ Operations Head.
All associates using local conveyance to and fro from the Airport/Train Station to Office/Home and vice
versa should use metered taxi’s such as Ola/Uber and equivalent with proper receipts.
Per Diem Inclusions/Exclusions for Domestic Travel
For domestic travel, per diem will cover expenses such as food, local conveyance, telephone, travel and
laundry expenses
Receipts are required for claiming per diem. It’s imperative that employees maintain the receipts so that
they can produce them if required by law or demanded during tax audits.
Accommodation:
The company will arrange for hotel accommodation for the colleague during the travel. The hotel class and daily
room tariff limit will be determined as per the table below.
If a colleague chooses to arrange for his/her accommodation at a friend’s/relative’s place instead of opting for
the company provided accommodation, a daily allowance will be payable to the colleague as per the table
below.
Apart from daily entitlement towards food/beverage, associates are not eligible for any out-of-pocket expense
such as tips, laundry, personal calls and other expenses that may be incurred.
a) Expenditure on alcoholic beverages and cigarettes is not reimbursable expect in the case of entertaining
the client.
b) Employees participating in Residential Training programs will be eligible only for out-of-pocket expenses
as mentioned in this policy.
c) Though expenses on conveyance can be claimed at actual, the employee should exercise caution and
prudence while making local travels.
d) Exceptions and/or deviations from the guidelines laid down above should be recommended by and
approved by Director/ CEO.
e) No Travel advance will be given.
The company reserves the right to amend the policy if required at a future date.