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12. DOMESTIC TRAVEL

Objective:

This policy provides the guidelines for Domestic Travel.

Scope & Applicability:

This policy shall be applicable to all employees.

Travel Approval:

All official travel requests shall be raised through Travel Request Form (Annexure 7) and shall be submitted to Travel

Desk after seeking necessary approvals, as mentioned below:

• Respective L+l/ Manager (Minimum at M6) can approve the travel request. For deviations in eligibility & for

budgetary variances, approvals are required from both Function Head (Minimum at Director role) and Head HR.

• SMT domestic travel requests shall be on self-approval basis.

Mode of Travel:

• By Air - All employees if the travel distance is exceeding 350 kms.

• By Train (AC tier 2)/Bus - All employee if the travel distance less than 350 kms.

• Employees are expected to be prudent and take a disciplined approach on Business travels. It is advisable to use
effective alternatives such as teleconferencing & videoconferencing to the extent possible.

• Irrespective of their eligibility, employees are expected to prefer to travel by train, where there are overnight trains
available and plan their travel early to have the train bookings in place.

• To the extent possible, travel desk is expected to provide the employees with low-cost airlines options only.
Employees are required to plan the travel and flight booking requests should be raised at least 10 working days
in

advance.
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Local Conveyance:

• Employees shall hire a cab or use self /personal transport and claim expenses as per Local Conveyance Policy.
The use of app based /pre-paid cabs is recommended at the airport I railway station.

• Employee's local conveyance expenses by auto rickshaw, etc. will be reimbursed without bill based on distance &
prevailing rates.

• Restrict the hire of private taxis as they have to be paid by the day, and not retain them for overnight stays.

Boarding and Lodging Expenses

Employees are eligible for the following Boarding (B) and Lodging (L) expenses (including taxes) per day:

'A' Class Cities 'B' Class Cities 'C' Class Cities

Role
Hotel Food Per Diem Hotel Food Per Diem Hotel Food Per Diem
VP and above Actuals Actuals 5,000 Actuals Actuals 3000 Actuals Actuals 2250
Director to AVP 10,000 1,500 4,000 6,000 1,000 2,400 4,500 750 1800
MS & MG 8,000 1,250 3,200 4,500 800 1,800 3,500 550 1400
M3 & M4 6,000 1,000 2,400 3,500 600 1,400 2,500 400 1000
TT to M2 4,000 800 1,600 2,500 450 1,000 2,000 350 800

Per Diem

If an employee chooses to make their own arrangements for accommodation (such as staying with friends, family or

staying at a B&B or hostel) they can claim the per diem amount through Per Diem Claim Reimbursement Form

(Annexure 21). Per deim limits includes food and incidental expenses. No supporting bills need to be submitted for

claiming the Per Diem.

Per Diem eligibility is based on the classification of the trip -

• Single Day Trip (not less than 8 hours) : If employee initiates and close trip on the same day without any
overnight stay, shall be eligible for the full Per Diem.

• Multiday Trip: Employee shall be eligible for the full Per Diem on travel days requiring overnight stay. On the day
of return, employee shall only be entitled to Per Diem if the departure is after 12 PM.

Note: Irrespective of their eligibility, all the hotel bookings shall be done with economical/low-cost stay options only.
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A Class B Class C Class

Chennai, Delhi, Mumbai, All State Capitals, All other cities not

Kolkata, Bangalore, Ahmedabad, Kochi, included in A Class or

Hyderabad Pune, Baroda B Class

• First preferred choice for stay shall be company Guest house, company approved Guest house or service
apartments. Hotel stay (in company approved hotels) shall be booked as a last option.

• Expenses on food & beverages shall be claimed as per above mentioned eligibility & on submission of bills.
Where bills are not available an amount of Rs 250/- per day will be allowed on submission of a list detailing the
expenses

incurred.

• Expenses on cigarettes and liquor for self-consumption will not be permitted even if it is within the boarding I
lodging entitlement. Based on business requirements, reasonable expenses on liquor may be permitted for

employees in the work level M4 or above with approval from Function Head (Minimum at VP role). The names of

the persons entertained should be mentioned in the Travel Expenses Statement (Annexure 8).

• Laundry charges would be permitted up to Rs.150/- per day if the tour involves travel and stay for over four days.

Travelling with Senior colleague

If an employee travels with a senior colleague and both opt for company provided accommodation at the same

location, entitlements for meals and accommodation will be the same as for senior colleague.

Travel Advance

Employees can seek a Travel Advance up to Rs. 10,000/- by raising a Travel Advance form (Annexure 7).

Settlement of Bills and Expense Statements

• On return from travel, the expenses incurred should be filled in the Travel Expenses Form (Annexure 8) and
submitted to Admin department within 10 working days.

• Travel claims shall be reimbursed subject to production of vouchers I bills as per entitlement. Exceptions, if any,
shall be approved by Function Head (Minimum at Director role) and Head HR.

• Any balance cash advance should be returned along with the Travel Expenses statement within 10 working days.

• Employees who have been provided with Corporate Credit Cards shall settle the monthly credit card statement
along with travel related bills & receipts.
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Power to Amend

The company reserves the right to amend the policy at any time without assigning any reason whatsoever. The utility

and interpretation of the policy shall be at the sole discretion of the Management.

Amendment

Date Author(s) (function) Nature of

pt November Human Resources Policy amendment

2017

pt September 2020 Human Resources Policy amendment