POLICY ON TRAVEL BOARDING & LODGING IN INDIA.

The underlying principle on Travel is to ensure that the traveling personnel do not go out of
pocket for any expenditure incurred during official travel.

1. Class of Travel :
S/he will travel 3 Tier AC or 2 Tier AC or by economy class air. However, Air Travel may be
undertaken with prior approval of the CEO.

2. Stay :
 It is expected that S/he stay in designated hotels (indicative list available in annexure- that
will be continuously updated on recommendations). For those locations (esp. villages/smaller
towns) where hotels are not specified or not available, the staff may stay in places that are
safe and hygienic and may charge and claim expenses on actual by submitting self attested
statement. For those places where accommodation is not available in specified hotels, staff
may stay in other reasonable accommodations that are similar.
 Boarding & Lodging expenses related to any accompanying family members will be borne
by the personnel.
 All boarding and lodging expenses will be reimbursed only against original bills/receipts.

3. ALLOWANCES

Daily Allowance
 This allowance is intended to cover the costs incidental to travel such as all gratuities, Personal
calls, refreshments, Insurance on personal effects, Gratuity for inter-town travel paid to drivers,
etc.
 This should be charged at a full day's rate for each complete day spent away from headquarters.
Rs 200 for a full day and Rs 150 for a broken day are chargeable.
 S/he should charge for any trip counting every 24 hours from the time of departure as one full
day, and the balance if less than 12 hours as a broken day, and if more than 12 hours as a full
day. If S/he spends 12 hours or more away from the head quarter town when no night is spent
out, s/he will be eligible only for a broken day allowance, irrespective of the place visited.

Meal Allowance
 This is designed to provide a daily fixed amount for meals. No receipts are required to claim
reimbursement of meal allowance up to the maximum permissible limit of Rs.300. The
following allowances are permissible:
Meal Allowance-Rs. Actual in hotel of stay max up to Rs.
Breakfast 50 100
Lunch 100 200
Dinner 150 300
 S/he is expected to meet meal expenses out of the Meal Allowance. However, in exceptional
circumstances, those staying in a hotel can either have standard-menu breakfast / meal in the
hotel of stay or charge actual up to limits mentioned above only in the hotel of stay.
 In case of them attending a workshop/conference or in flights where breakfast, lunch or dinner
is provided, expenses will be deducted from the Meal component entitlement as mentioned
above. In case all meals are provided, S/he can claim only daily allowance.
 Early morning and afternoon tea in the hotel where S/he stays can be claimed in addition to
meal allowance if charged extra on the hotel bill.
 Any expenses related to laundry, cigarettes or alcohol will not be reimbursed.

Conveyance expenses outside headquarter town.

 Conveyance charges will be allowed when incurred in carrying out the official visits to sites
including travel to and from the office when away from headquarters. These expenses must be
in keeping with the local mode of transport. Any hiring of private taxis/car should have the prior
approval of the CEO.
 Conveyance charges will be reimbursed for using public transport/rickshaw/taxi for going to
and returning from airport/railway stations.

Travel Advance.
S/he may avail suitable cash travel advance, which must be settled in cash within three days after
return to headquarter. Failure to account for a prior travel advance will result in denial of any
request for additional travel advances.

Local Conveyance expenses within headquarter town.

 General- All official visits undertaken either from BA Office or residence to the site by local
rickshaw/taxi will be reimbursed.