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Travel Allowance Policy

'Employee' means persons employed by the Company including temporary employees and
those on probation but does not include part-time or casual employees.

'Day' for the purpose of calculating daily allowance is to be taken as the period of 24 hours
from the scheduled time of departure from the Headquarters in respect of any particular tour.

'Transfer' means movement of an employee from the Headquarters to another station where
he/she is posted.

A 'tour' is a journey undertaken for Company’s work out of the Headquarters where the
employee is posted. A tour will be deemed to have commenced from the scheduled time of
departure of the mode of transport and shall end at the actual time of arrival of transport at the
Headquarters station.

Objective:
To define and lay down Company’s rules on reimbursement of expenses incurred on official
travel.

Scope:

These rules shall cover all employees of Swap (livewire BD Ltd.) for official journeys. These
rules shall also cover trainees or other person required to perform Company’s work, as
specified.

Purpose of Availing TA:

An employee will be eligible for travelling allowance, if journeys are undertaken for the
following purposes:

1. Sales call Tour.

2. Appearing in departmental examination, interview or selection test conducted by the
Company.
3. Recall from leave.
4. Participation in training programmes, seminars and conferences as nominated
participant/faculty.
5. Receiving National Awards.
6. Transfer.
7. Only Journey allowance to join duty on first appointment in the Company.
8. Delivery and Pickup of Product or service to customer.
9. Branch office or partner location visit generally referred to as market visit.

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Procedure:

 Employees are advised to provide the TA sheet to HR dept.by 5th of each month with
an approval from their line manager on it.
 HR will then check and investigate if the information’s are correct for verification.
 Afterwards, sheet will be provided to Head of Business Development by 10th of the
month.
 Head of Business Development will then give back to HR for CXO’s approval on it.
 Accounts team then will disburse the amount by 15th of the month.

General Guidelines

 At the time of travel within the country. the following general guideline will apply
that all concerned have to comply with:
 All Travel on official work needs to be duly authorized by the business / department
head.
 Employee have to submit travel requisition form with detailed information and the
form has to be duly authorized by the respective HOD/ business head.
 the domestic travel expense statement has to be submitted by the employee within
seven days of his/her return along with supporting the bills.
 Any expenses incurred in excess of the limits as specified here. shall be reimbursed
only after the same is recommended and approved by' respective
Business/Department Head.
 All expenses of Hotel stay. Airfare. railway and other expenses should be supported
by receipts. Bills tickets etc. and shall be based only on the actual expenses subject to
the limit specified.
 In case of cancellation of any journey from the employee's side without any proper
reason the cost of the same may be recovered from the salary of respective employee.
 Employees traveling overnight between cities are eligible to claim for meals and
incidental expense
 Reimbursement for use of car or motorbike is permitted only if the cost of
reimbursement is at maximum equal to the amount mentioned in the policy

Other Incidental Expenses

Incidental expenses such as the local conveyance and others bills are reimbursable on an
actual (but reasonable) basis.

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Reimbursement:

Reimbursement of legitimate costs can be claimed from the accounts department on

submission of an expense statement supported by the relevant vouchers on a prescribed form
duly filled in and approved by the CEO within 10th of every month.

Notwithstanding anything contain in this policy if any individual submits fake bill and false
travel location which are revealed in the verification of internal audit department the total
traveling bill will be withheld and severe disciplinary action will be taken by Management.

Classification of Employee Grades:

Entitlement of employees in different groups

Accommodation:

The member will arrange the accommodation for his/her own and supporting documents have
to be submitted for claims.
Grade Designation Dhaka Chottogram, Khulna, Other Remarks
Sylhet, Coxs Barishal, area
Bazar Jessore
CXO CXO Actual Actual Actual Actual
G-1, G-2,G-3 HOD ( GM) 5,000 BDT 4,500BDT 4,000 BDT 3,500
BDT
M-1,M-2,M- Category- 3,000 BDT 2,500 BDT 2,500 BDT 2,500
3 Head( BDT
Asst.Manager-
Manager)
E-2,E-3 Sr.Executive- 2,500BDT 2,000 BDT 2,000 BDT 1,500
Executive
BDT
E-1 Jr.Executive 2,500 BDT 2,000 BDT 2,000 BDT 1,500
BDT

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Mode of Transport: cost effectiveness! time, safety and convenience should be considered
while selection of mode of transport.

Grade Designation Mode of Transport Conveyan limit

ce within
the city
CXO CXO Air,First Any Actual
ClassTrain,Ac Transport
Bus,Office Vehicle Mode
,Launch ( AC Cabin)
G-1, G-2,G-3 HOD ( GM) Air,First Any Actual
ClassTrain,Ac Transport
Bus,Office Vehicle, Mode
Launch ( AC Cabin )
M-1,M-2,M-3 Category- First ClassTrain,Ac Rickshaw/ 500 BDT
Head( Bus, Launch ( Motorbike
Asst.Manager Normal Cabin) /CNG
-Manager)
E-2,E-3 Sr.Executive- Ac Bus ( Economy Public 300 BDT
Executive Class) , Launch Transport
Normal Single
Cabin
E-1 Jr.Executive Non Ac Bus ( Public 200 BDT
Economy Class) , Transport
Launch Normal
Single Cabin

For conveyance the employee should approve it through his/her line manager.

Note:

If any staff leave for official purpose as out station duty, then the actual bill has to be
submitted and allowance shall not cross the limit mentioned in the above table (Actual bill or
approved limit lower one shall be paid).

The car cannot be hired while traveling from city to city A Car can be hired only traveling
within the city and prior approval must be required to be taken. Ride sharing can only be used
subject to unavailability of other transport.

If any employee uses personal motor bike for official purpose during the office hour for
official purpose, then he will be able to submit bills on the basis of kilometer. Only Grade
employees will be able to submit a motor bike bill subject to use of his or her own motorbike.

Within 5 kilometer of short distance employees are permitted to use rickshaw or three
wheeler motor car.

No amount can be claimed in respect of alcoholic beverages, cigarettes etc. If the amount
above is crossed the excess amount will be paid by the individual.

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Foreign Tour

No allowance are fixed for foreign travel. it will be based on country. employ's designation and
the allowance must be pre-approved from CEO.

All expense during the travel time should get the invoice under the name of-the specific
company and submitted to the accounts department within the specified time.

Other Points:

All TA and food bill will be approved by Departmental head and all kind of own bill of
departmental head will be approved by CBO and CEO.

If an employee loses any assets of the company entrusted to him/her whle on tour the
company reserves the rights to recover the replacement value of the lost assets from the
concerned employee.

Any employee found making of false claims then he/she shall be liable for claim dismissal
and will face disciplinary action.

It is imperative that all traveling employees carry/ their identity cards/visiting cards with
them at all times so that in the event of any emergency the company shall get immediate
information.

if employee avails privilege leave during the period of travel. he/she will not be entitled to
any allowance during the leave period

T'he management reserve the right to amend and /or alter this policy any time at its
discretion. The decision of the management shall be final and binding on the employees in
the interpretation of the clauses of this policy.

Confidential & Property of SWAP (Livewire BD Ltd.)