Travel Policy

Outstation Transportation Expenses

Train/ Bus fares for outstation travel shall be either booked by the Company or
reimbursed if booked by self. The Company policy does NOT support any other mode of
travel.
First priority shall be given to travel by Train, second priority being for Bus.

Train Travel:
The Class approved is 2nd Sleeper – Non AC
If any other Class needs to be booked, Engineer needs to take WhatsApp / Mail
approval from CEO or Partners.

Bus Travel:
If the Travel is by bus, The Manager has to approve the travel. Travel Specifics in such
case are as follows;
1. NON AC bus
2. Sleeper Bus is accepted, also advised
3. AC buses are at Engineer’s expense
For positions of Assistant Manager and above AC buses are approved.

Local Transportation
On reaching the destination, local bus/ trains may be used for commutation.
In case of areas where bus/train facilities are inaccessible, Ola / Uber / Similar app
based Auto services can be used to commute in the area for business purposes.
In case of areas outside of non app based transport services, E-payment (Gpay,
Phonepe, Paytm etc) to be done and bills for the same to be attached for
reimbursement. All claims MUST necessarily be supported by the relevant bills.
Transportation expenses to tourist places visited on personal time such as exploring or
site seeing shall not be reimbursed by the Company. Reimbursement limit in case of
payments not made online or lacking in bills to support local travel expenses shall not
exceed Rs. 200/- per day. Any exceedance beyond the mentioned limit necessitates
approval from their respective Managers.
Accommodation
The company shall pay for accommodation during out of city business travel. If the
engineer decides to stay longer than originally planned due to any personal reasons,
the company is NOT liable to pay for the stay of such extra days. Hotel accommodation
rental to the extent of Rs 500/- per night shall be the reimbursement limit from the
Company. Any amount exceeding the above specified limit shall be borne by the
engineer personally.

Food Expenses
The engineer on travel is entitled to be reimbursed for breakfast, lunch and dinner
during travel, an amount which shall not be more than Rs 300 per day for purposes of
reimbursement. No bills are required for the same.
In case the engineer needs to host lunch/dinner to the client, such bills shall be
reimbursed to the extent of Rs 500/- per meal. Any amount in excess of this limit shall
require an approval from the ‘CEO’.

Bengaluru (Local) Travel Reimbursement Specifics

Local bus fares shall be reimbursed as per the case. No other mode of transport will be
approved unless one is carrying spares on him. Porter services shall be booked by the
Company directly in case the spares volume is larger than the engineer can carry.

Ola / Uber / Similar app based auto services can be used to bus/train station in case the
engineer is carrying spares on him during outstation travel. Bills for the same need to
be submitted for approval on returning to office.

When in local area, food expenses shall not be covered by the Company. Two wheeler
fuel expenses of each engineer shall be reimbursed as per the below calculation;

1 ltr of Petrol = 40 km coverage

25% for vehicle service

If petrol price is Rs.100

100/40 = Rs. 2.5
25% for service on 2.5 = Rs. 0.62
Total Reimbursement= Rs. 3.12 per km of travel
Responsibilities of the Employees
Every employee shall keep in mind that company’s resources are not his/her own. He
shall demonstrate reasonability while spending on business trips. The employee should
collect the bills and receipts for every business-related expense done on the trip. The
Employee must submit all the bills/ receipts to the ‘CEO within ‘7’ days of returning from
travel. The expenses shall be reimbursed once approved by the CEO.
If not submitted within 7 days of returning to town, such vouchers shall not be
accepted.

All vouchers/bills for claims for the week need to be submitted within every
Friday so reimbursement can be done on the following day. Any bills submitted
after Friday shall be reimbursed only on Saturday of the coming week. Delayed
submission of bills shall be accepted only at the discretion of the CEO/ Partners in
exceptional cases.

We request you all to kindly co-operate with the management in implementing the
above for smooth and quick settlement of claims.

Management
Airprax Pneumatics LLP