TRAVEL POLICY PURPOSE/ENFORCEMENT/AUTHORIZATION

This document provides guidelines and establishes procedures for employees incurring official travel and entertainment expenses on the company’s behalf.

OBJECTIVES:

• Ensure that all employees have a clear and consistent understanding of policies and procedures for official travel.
• Provide official travelers with a reasonable level of service and comfort at reasonable cost.
• Maximize the company’s ability to negotiate discounted rates with preferred suppliers and reduce travel expenses.

SCOPE:

This travel policy applies to all employees in India.

RESPONSIBILITY AND ENFORCEMENT:

• The traveler is responsible for complying with the travel policy.
• All outstation travels by Field Officers/RO (Collection, Sales and Field Verification), Managers (Sales & Collection) needs prior approval from respective Business Head.
• All outstation travels by Executives and Managers needs prior approval from their respective Reporting Managers or higher authority.
• All outstation travels by General Manager or higher authority needs prior approval from Director.
• Approval authority for local travel reimbursement costs for Field Officers and Sales Manager will be Regional Manager/ Business Head.
• Approval authority for local travel reimbursement costs for Regional Managers, Support Executives and    Managers will be respective Business Manager/HOD or higher authority.
• Approval authority for local travel reimbursement costs for Senior Managers and Higher Authority will be Director of the Company.
• The approver is responsible for accurately reviewing expense reports for compliance.
• The approver will be the employee’s General Manager or higher authority in all cases.
• The company will reimburse employees for all reasonable and necessary expenses while travelling on authorised company business.
• The company assumes no obligation to reimburse employees for expenses that are not in compliance with this policy.
• Travelers who do not comply with this travel policy may be subject to delay or withholding of reimbursement.
• No employee is authorized to approve their own, a peer’s or a superior’s travel expense report.

WHO TO CALL ON TRAVEL POLICY ISSUES:

Any questions or concerns regarding this travel policy may be directed to the concerned Reporting Manager.

GENERAL POLICY ON LOCAL TRAVEL

• If the place of visit is within 100 km from the place of posting of an employee it shall be considered as Local Travel
• Own vehicle and public transport should be the preferred mode of transport
• Travel should be consistent with the needs of the business and should be used to accomplish the business objectives in the most objective manner
• Field staff, whose trip duration exceeds 8 hours outside his/her operational area, are eligible for a boarding allowance of Rs. 250
• Non-Branch staff, whose trip duration exceeds 8 hours are eligible for a boarding allowance of Rs. 250
• In rare cases, where an overnight stay is required, the rules pertaining to Lodging as outlined in the section on Out-Station travel will apply

LOCAL TRAVEL EXPENSE GUIDELINES

Designation
Business Head (VP & Above)	Taxi fare / Car hire as per actuals
AVP/ General Managers	Auto/Bus/ Rail fare as per actualsTaxi / Car hire on a need to basis (Petrol – Rs. 10/-per km, Diesel – Rs. 8/-per km)
Managers/ Executives/ Regional Managers	Share auto/ bus/ rail fare as per actuals. In exceptional circumstances such as late night or early morning travel/ traveling with heavy luggage, taxi might be used. Such travel should be identified with reason of exception in conveyance form andApproved by respective HOD or higher authority.
Sales Manager /Field Officer/ Support Staff	Rs. 4 per km of official travel in area of operation provided proper log book of the two wheeler is maintainedFor official travel outside operational area, train/bus fare as per actual will be reimbursed.In exceptional circumstances such as traveling with heavy luggage such as Branch Stationery, taxi might be used. Such travel should be identified with reason of exception in conveyance form and approved by respective HODManagers or higher authority

GENERAL POLICY ON OUTSTATION TRAVEL

• Official Travel will be considered as ‚Outstation Tour‛, if the visit is to a place out of district limits and the distance to the place of visit is more than 100 Kms and/or the duration of travel is more than 3 hrs.
• For the purpose of allowances a day is considered more than 12 hrs.
• Train Travel should be preferred for places which can be reached by overnight train.
• Travel should be consistent with the needs of the business and should be used to accomplish the business objectives in the most objective manner.
• Actual expenses incurred on official calls are eligible for reimbursement.
• Auto/Taxi fares incurred for company work are reimbursable. Employees on travel will use rental cars only where taxi is not available.
• The mode and class of travel is specified below:

Mode and Class of Eligibility in Outstation Travel
Grade	Designation	Travel	Local Conveyance
I	VP & above	Air	Rental A.C. Car/ Taxi/Auto as perActual
II	AVP/ General Managers	AC II tier/ Air on distances more than 500 km.	Rental A.C. Car/ Taxi/Auto as per actual
III	Senior Managers	AC III tier/ Air on distances morethan 1000 km.	Auto / Taxi as per actual
IV	Executive/ SalesManagers/	AC III tier	Auto/Bus as per actual
V	Team Lead / Field Officers / Support Staff	Sleeper Class	Bus fare as per actual

• Local Conveyance includes travel to and from Station/ Airport.
• Employees who are eligible for air fare shall travel by low-cost airline.
• In case of business emergency/ exigencies, an employee is eligible to travel by Air (economy class). However, such travel needs to be approved by the Director.
• All Travel and Hotel booking should be handled by administration representative at home location or place of visit.

THE ELIGIBILITY FOR HOTEL STAY IS GIVEN BELOW:

HOTEL STAY ELIGIBILITY IN OUTSTATION TRAVEL
Grade	Designation	Lodging	Boarding
V	VP & above	Rs. 3,000 + tax per day in case of Metros2 and Rs.2,000 + Tax per day in case of State Capitals	Rs. 600 per day
III & IV	AVP/ GeneralManagers	Rs. 3,000 + tax per day in case of Metros and Rs.2,000 + Tax per day in case of State Capitals	Rs. 450 per day
II & III	Managers / Executives/Regional Managers	Rs. 1,500 + tax per day in case of Metros and Rs. 1,000 + tax per day in case of State Capitals	Rs. 350 per day
I &IA	Sales Manager / Field Officers /Support Staff	Rs. 1000 + tax per day in case of Metros and Rs. 500+ Tax per day in case of Small Town	Rs. 250 per day

• In case of outstation travel of women employer/ employee with special needs, an employee is eligible to higher lodging limits keeping in mind the safety of the traveler. However, such expenses need to be approved by the Director.
• Travelers staying in a private residence with family or friends while travelling on business are eligible to a personal allowance of Rs. 200 per day.
• In case employee participates in workshop/ meeting where the host bears part/ whole of the expenses such expenses should be suitably adjusted from their daily allowance in the ratio of 25% (breakfast) 25% (Lunch) and 50% (Dinner)

TIMING FOR EXPENSE REPORT COMPLETION AND SUBMISSION

All travelers must submit the Travel Expense report within two weeks of their return. The following supporting must be attached to the Expense report:

• Travel bill
• Airline boarding pass & ticket/Train ticket
• Hotel bill and the charge slip
• Any other expenses with supporting documents

GENERAL POLICY FOR CONVEYANCE WITH IN THE BASE LOCATION AND ASSIGNED AREA OF BUSINESS:

Eligibility & Limit of Conveyance Allowance Claim
Grade	Designation	Limit
V	VP & above	As per Actual
III & IV	AVP/ GeneralManagers	As per Actual
II & III	Managers / Executives/Regional Managers	Up to 5000/month
I &IA	Sales Manager / Field Officers /Support Staff	Up to 2000/ month –ROUp to 3500/month- Sales Manager

Metros are Delhi NCR, Mumbai, Chennai, Kolkata, Hyderabad and Bangalore

CLAIMING PROCESS:

1. All eligible reimbursements for conveyance, traveling and any other category should be claimed on a monthly basis and the claims for the preceding month should be submitted to the Accounts by the 15th of the following month after obtaining due approvals. This will allow us to apportion the expense in the correct month.

2. All claims which are submitted between 16th and 30th of the following month will be cleared only after escalation to Head of Accounts.

3. All re imbursement claims which are submitted after the end of the month following the month in which the expenditure has been incurred will not be accepted and will be denied.

  Eg. Expenses incurred in Aug 2021 will be denied if submitted on or after 31st July 2021

4. All claims submitted will be cleared by Accounts between 15th and 20th of every month Bills submitted after 16th may take longer due to escalation.

5. All official conveyance reimbursement will not be applicable from home to office and from office to home as per policy.

LOCAL CONVEYANCE CLAIM FORM

(Template)

Date	From	To	Kms	Mode	Rate/KM	Amount	Remarks

SUMMARY:

  For all employees across divisions currently following a per km Local Conveyance reimbursement policy, the reimbursement will be at Rs. 4 per km for two – wheeler and Rs. 10 per km for four- wheelers (petrol) and Rs. 8 per km for four- wheelers (diesel). Grade-wise eligibility and monthly limits etc. will continue as per present norms.