Amw Hrpolicydetails 7domestic Travel Policy

DOMESTIC TRAVEL POLICY

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AMENDMENT RECORD SHEET ----------------------------------------------------------------------------------------------------------------Document No.: BF-HR-CB-DTP-0109 Sl. No. Release No. Revision No. Valid From Brief Description of Approved By Change NA 01-Jul-08 0 1 1 Anil Dhankher 2

2

1

02- Jan-09

3

3

2

02- Jan-09

City Classification Change and Procedure Change City Classification Change

Anil Dhankher

Anil Dhankher

E01 band is made eligible Traveling Allowance limit as per Local conveyance policy

4

4

3

01- Sept -09

Operating from other location than the place of posting Food & Beverage Limit incorporated.

Deepak Gupta

Incorporation of Payout Cycle

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Domestic Travel Policy I.

Purpose: To facilitate employee’s travel for company’s official work within India.

II.

Scope: This policy is applicable to all employees of BAFL –CF Vertical who travels for organization’s official work outside his/her city where an employee is posted.

III.

Definition:-

1.

Lodging And Boarding Expenses: These are the expenses incurred for arranging accommodation, incidental charges and DA, etc. Eligibility for staying in hotel and limit for payment of lodging and boarding and incidental or daily allowances is mentioned in the Annexure I Employee has to produce proper bills for the claim.

2.

Mode Of Travel: The means which is used for traveling for official purpose. Employee will be eligible for mode of travel and local conveyance as mentioned in the Annexure I.

3.

DA for Single day Traveling: These are the expense limits for single day traveling without bills. The limits across the bands are mentioned in Annexure I.

IV. 1.

Notes: Lodging & Boarding: a.

b. c.

Lodging bills will be reimbursed based on actual subject to maximum limit applicable. Limits are inclusive of all applicable taxes. Room rent and applicable taxes (on actual basis) will be reimbursed under Lodging Expenses. Limits for all other expenses like laundry Food & Beverage will come under Food & Beverage Limit only. Tips and all other travel related expense will be covered under Incidental expenses.

d.

Lodging limit will be applicable for number of days shown in lodging bill. Employees should try to check in as well as check out in time to avoid unnecessary payment to hotel for additional day.

e.

For the purpose of calculation of outstation lodging and boarding charges and/or incidental or daily allowance, a day means 24 hours. In case the total period is not in exact multiple of 24 hours; period of less than 8 hours will be ignored. If balance period exceeds 8 hours it would be treated as half day up

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to 16 hours and more than 16 hours would be treated as full day. Starting time will be the time of starting of the journey from home/ office and ending time will be the time of end of journey at home/ office. f.

V.

When a tour involves visit to more than one location the limit on expenses for the entire tour will be the total of actual limits for all the locations. Actual total expenses will be compared with the total entitlement for the tour.

2.

If food is provided free of cost by any other agency including Factory/Guest house/Hostel and on Conference, seminars etc Food & Beverage Allowance would be reduced by the amount mentioned as per the Annexure II.

3.

If the employee makes the lodging and boarding arrangement on own then he/she is eligible for claiming same amount without producing bills. The limits for all Levels and bands are mentioned in Annexure III.

4.

Where the spouse of the employee accompanies and stays with him then during such travel that can be done only after the Business Head’s approval and lodging expenses will be limited to single occupancy of room rent, food expenses within the boarding limit applicable. Any extra expenditure incurred over and above what is allowed as per his/her band will have to be borne by the concerned employee.

5.

All employees should ensure that traveling expenses are reasonable irrespective of his/her eligibility. Travel should be organized in most effective way. Employees should try to plan their visit in advance wherever possible and should avail apex fare/ check fare/ early booking discount on air tickets while at the same time be extremely careful since the cancellation charges are very high for low cost airlines.

6.

In case of any personal requirement, employee can subject to special approval from Business Head/CEO, operate from any other location for a specific period. In all such cases the concern employee will not be entitled to claim any benefit/reimbursement under this policy.

7.

Deviations only under exceptional circumstances will be allowed after Business Head’s approval.

8.

Please refer to Annexure IV for the city classification. Procedure: 1.

Employee to take prior approval from their managers for traveling.

2.

The employee has to fill the Travel claim Form in the ESS(Online).

3.

The respective Manager has to approve the claim online only (through ESS).

4.

The employees need to take print out of the approved claim form, attach the original required bills and send across to Bill Passing (Head Office).

5.

The claim will be processed as per policy guideline & the limits.

6.

The amount will be credited to employee’s salary account.

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7.

Payout: The claims should be made within one month from the date of completion of journey. There are four payout cycle i.e 9th, 15th, 22nd, 30th of every month. Payout will have post 7 days of the verification and manger’s approval.

8.

The employee may take a Travel Advance from the finance department with the approval of the Head of the Department or can claim the expenses within 7 days of their return.

9.

Travel by own vehicle: Employees can travel inter city by their own vehicle if the distance of travel doesn’t exceed 250 km one way and claim amount would be as per Local Conveyance Policy.

VIII. Amendment of the Policy: The organization –BAFL reserves the right to amend or modify this policy in whole or in part, at any time without assigning any reason whatsoever. However no such amendments or modifications will be binding on the employees unless the same is notified to the employees in writing.

Annexure I - Lodging and Boarding Expenses Version: BF-HR-CB-DTP-0409

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Mode of Travel

Daily limit City Grade

Levels

Band

Local

Outstation

A+

A

B

C

Food & Beverage Limit (With Bills)

L1

E10

Tourist Car

Air Economy Class

8000

6000

4000

3500

1000

100

400

L2

E08/E09

Tourist Car

Air Economy Class

5500

4000

2500

2000

750

100

400

L3

E06/E07

Public Taxi

Air Economy class

3500

3000

1500

1000

400

100

400

Autorickshaw/Public Taxi**

Train - AC 2 Tier/ BusSleeper Coach/ Shared AC Taxi/ Air Economy*

2500

400

100

Autorickshaw/Public Taxi**

Train - AC 2 Tier/ BusSleeper Coach/ Shared AC Taxi/ Air Economy*

2500

2000

1000

800

400

100

300

Local train 2nd Class/ Bus/ Autorickshaw

Train - AC 3 Tier/ Bus-AC/ Shared AC Taxi

700

600

500

500

250

50

250

Local train 2nd Class/ Bus/ Autorickshaw

Train - AC 3 Tier/ Bus-AC/ Shared AC Taxi

700

600

500

500

NA

50

250

L4

E04

E03

E02

L5

E01

2000

1000

800

Incidental Exp(without bills)

DA for single day traveling (without bills)

300

Notes ** Where time exceed 12 hours by train one way or ** Where, traveling by air will save one nights' stay in a hotel Incidental expenses and DA for single day travel can be claimed together

Annexure II – Food & Beverage Allowance Amount Reduced By (If Food is Sponsored/Guest House Stay) Version: BF-HR-CB-DTP-0409

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Sr. No.

Grade / Level

Amount

1

E05 and above

Rs.250/-

2

E04 & E03

Rs.200/-

3

E02

Rs.175/-

Annexure III – Self Arrangement / day

A+ City

A City

B City

C City

Food & Beverage Expenses*

E10

1750

1500

1250

1000

1000

E8

1500

1250

1000

750

750

E6

1000

750

500

400

400

100

E3 & E4

700

500

500

400

400

100

E2

350

300

250

250

250

50

DA Limits (without bills) GRADE

Incidental Exp**

100 100

Note *To be supported by bill/ receipt in absence of which, claim will not be processed **Can be claimed along with other claims for self arrangement.

Annexure IV – City Classification A+ - National Capital Region, Mumbai (MMR) A – Bangalore, Hyderabad, Ahmedabad, Pune, Chennai, kolKata B – Baroda, Bhopal, Bhuvaneshwar, Cochin, Chandigarh, Coimbatore, Goa, Indore, Jaipur, Kanpur, Lucknow, Raipur, Surat, Trivandram, Nagpur C- Rest of the Cities

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