TRAVEL POLICY (DOMESTIC)

Interim Policy
TECHNOGEN INC (P) LTDCompany-Confidential
Inland Travel Policy (India)

CONTENTS

1. PURPOSE ------------------------------------------------------------------------------------------

2. DEFINITION ----------------------------------------------------------------------------------------

3. ARRANGEMENTS FOR TRAVEL AND STAY --------------------------------------------

4. STAY AT A GUEST HOUSE -------------------------------------------------------------------

5. STAY IN A HOTEL -------------------------------------------------------------------------------

6. INCIDENTAL EXPENSES ----------------------------------------------------------------------

7. OWN ARRANGEMENTS FOR STAY--------------------------------------------------------

8. MODE OF TRAVEL AND ENTITLEMENTS RELATING TO BUSINESS TOURS

9. GENERAL PROVISIONS -----------------------------------------------------------------------

10. POLICY AMENDMENTS/ REVIEW-----------------------------------------------------------

11. AMENDMENT HISTORY------------------------------------------------------------------------

1. PURPOSE
Employees may be required to undertake outstation tours within India for business purposes.
The provisions below have been formulated to facilitate such business tours which the employee
may undertake. Any travel form or business arrangement, other than the intended provisions
referred to herein, are treated as exceptions and would require express approval of the
respective Functional Head prior performance of the business tour.

2. DEFINITION

A business tour is essentially a short-duration visit to a destination away from the normal place
of work of the employee. Even though the tour requires prior authorization, it does not call for
the issuing of specific orders in writing from the Company. Duration of a business tour is not
expected to exceed thirty days at a stretch. Extension beyond thirty days will be allowed only
under exceptional circumstances and will require authorization by the Department Head / CEO.

3. ARRANGEMENTS FOR TRAVEL AND STAY

The employee is required to submit requirements relating to travel and stay to the travel agency
of the current location, after necessary approvals.

4. STAY AT A GUESTHOUSE

Employees proceeding on business tour may avail of the guesthouse facility, wherever the
facility if available. Payments made towards lodging and / or boarding at the guesthouse may be
claimed by the employee at actuals, subject to permissible boarding limits, on production of
documents in support of the claim. Use of guest house facilities will be governed by the Guest
House Usage Guidelines stated under ‘General Provisions’.

5. STAY IN A HOTEL

In locations where guesthouse facility is not available, the employee may stay in a hotel. It is
expected that the employee makes payments directly to the hotel and submits a claim for
reimbursement of expenses incurred. Reimbursement of expenses incurred will be subject to
the grade specific amounts specified in Table-I. The amount applicable will vary depending on
the location to which the business tour is undertaken.

6. INCIDENTAL EXPENSES

The employee may also claim incidental expenses incurred during a business tour. Such
expenses may include portage, tips, reading material, personal telephone calls etc. The same
may be claimed without supporting documents subject to the amounts specified in Table-I.

7. OWN ARRANGEMENTS FOR STAY

Where an employee makes his/her own arrangements for stay, he/she may claim a
consolidated amount towards such stay. The amount applicable is as specified in Table-I, and
may be claimed without supporting documents. This is an all-inclusive entitlement covering all
expenditure towards boarding, lodging, laundry, incidental and other miscellaneous expenses.
There is no additional amount admissible to the employee, under any other head.
 8. TABLE: I - Mode of Travel and entitlements relating to Business Tours

Travel Functional Heads &

Distance Associates Group Heads
Description Above

Travel between Rly II AC Class / Luxury Bus / Rly II AC / I Class / Luxury

Hyd (or base Shared Taxi / Own car -
Bus / Shared Taxi / Own car
location) and to <300Km Reimbursement @ Rs 6.00 per KM
- Reimbursement @ Rs
locations within + toll fee
6.00 per KM + toll fee
300 kms.

Two Wheeler /Auto rickshaw /

(Metered Taxi where Auto
Travel within the rickshaw not available). Metered Taxi /
location of Reimbursement on own two Own car -
posting for wheeler @ Rs2.00 per KM and Reimbursement @ Rs
business needs Own car - Reimbursement @ Rs 6.00 per KM
6.00 per KM

Rly II AC Class, Luxury Bus,

Economy apex air (with express
> 500km approval of Respective Function Economy apex air
Heads)
Travel to other
locations
Rly II AC Class / Luxury Bus /
>300 & <
Shared Taxi
500 Km Economy apex air
Conveyan
ce within
the
location
traveled to.
 Metered Taxi / Company
Auto rickshaw / (Metered Taxi
arranged car
where Auto rickshaw not available)

Functional Heads &

Description Associates Group Heads
Above

Company
Lodging arranged /
expenses limit 2000 plus At actual
per day (Class A Self taxes 2500 plus taxes
cities only) (Rs.) arranged
with bills

Board expenses With bills

limit per day
(exclusive 500 500 At actual
(Class A cities
only) (Rs.) of taxes)

Incidental
Without
expenses limit 150 250 150
per day. (Rs.) bills

If making
own
Board & arrangeme
Lodging,
nts and
Conveyance 500 600 800
not
expenses limit
availing
per day (Rs.)
the above
options

IT Head / ERP Head / Head ASEPE / Head

Group
Content / Head Design/ Head
Heads
HR / Finance Manager

Functi
VP / VP (Networks) / GM Alliances /CTO / CCDO
on
Heads

The amounts indicated in Table 1 will be applicable to stay

at type ‘A’ cities which include Mumbai, Kolkata,
Bangalore, Delhi (including NCR) and Chennai. Amounts
applicable to type ‘B’ and type ‘C’ cities will be at 80% &
60% respectively, of the rates specified above.
Type B cities will include Pune and all state capitals other
than those mentioned under Type ‘A’ cities.
All locations which are not covered under Type ‘A’ or ‘B’ cities will be considered as
Type ‘C’ cities.

Local conveyance and laundry expenses will be reimbursed at actuals, except in cases where
employees make their own arrangements for stay without availing Company provided facilities.

All reimbursement claims will need to be supported by relevant bills/receipts unless otherwise
specified. Reimbursement claims relating to business tours should be approved by the
concerned approving authority within the Department prior to submission to Finance.

Employees making their own arrangements for stay, without resorting to Company offered
options, will be provided the amounts indicated only if the travel requires staying at the place of
travel.

Sharing of Rooms is encouraged at all levels.

Where the employee is to return to the base location on the same day, out of pocket expenses
upto a max. of Rs.200 may be claimed against bills. The same will be in addition to expenses
incurred on travel & local conveyance. This provision will be applicable to travel to all locations.

Where an employee undertakes a visit to the Company’s office at another location it is preferred
that the facility of the company canteen /cafeteria is availed of.

It is preferred that employees use their own cars (where applicable) for travel between Mumbai
& Pune and for distances upto 300 kms. Toll receipts will have to be produced in order to claim
expenses incurred towards toll charges. Wherever possible, employees are encouraged to
share cars.

Employees will make their own arrangements for local conveyance and claim reimbursement
unless otherwise specified.

Use of Company arranged cars will be subject to approval by Functional Heads / CEO.

Liquor expenses may be claimed when incurred for entertaining clients. When incurred for self,
such expenses would be part of the boarding & lodging expenses and limited by the amounts
applicable to the employee’s grade.

Exceptions to the entitlements specified may be authorized in individual cases by the respective
Functional Head as the case may be. However such exceptions should be restricted to a
minimum.

9. GENERAL PROVISIONS

For the purpose of calculations “a day” is to be computed on the basis of twenty-four hours or
on midnight -to- midnight basis, as may be appropriate.
The “duration” should include the time spent at the outstation location as well as the time taken
for travel and should be specified in terms of number of hours. Payments in respect of a ‘part of a
day’ except in case of hotel room tariffs will be at the following rates:

Duration of stay at the outstation location Rate

Less than 12 hours Half the applicable amount
More than 12 hours Full amount

All bookings, cancellations and changes in travel should be done in line with the applicable
processes and other requirements.

In case an employee on tour is required to entertain a customer, etc. by way of lunch or dinner,
reasonable expenses incurred towards such entertainment will be reimbursed at actuals (on
production of supporting documents) in addition to the amounts specified otherwise. Similarly, the
entitlements will stand reduced to the extent of the facilities received from an external agency. For
example, if a client provides lodging or boarding facilities free of cost, entitlements under these
heads would stand reduced to that extent.

All costs relating to travel undertaken for business purposes will be debited to the concerned IDU/
Department which the employee is part of. It is suggested that such travel for business purposes
is planned, budgeted and tracked by each Functional Head.

The Guest house facility is exclusively for the use of employees only of Global Talent Track Pvt
Ltd.

The Guest House will be allotted to employees (outstation / new joinees from outstation) for a
maximum period of 7 days on twin sharing basis. An extension may be approved by the
Functional Head HR in exceptional cases. However even such extension would be limited to a
maximum of 7 days.

A notional amount of Rs. 800/- per day per person on twin sharing basis would be debited to
department of which the employee is a part. The Administration department will send a debit
advice to the Finance department on a monthly basis. All expenses relating to food etc. will be
settled directly by the employee on checking out from the guest house.

10. POLICY AMENDMENTS/ REVIEW

Modifications, amendments, suspension of operation of any/all of the main policy statements

specified here will be announced by the HR Department. However, any department involved with
the implementation of these rules (e.g. Administration/Finance) may have suitable administrative
instructions or changes