HR Policy No.

: 25 Key Area: Entitlements

Authorized By: Head- HR Sub Key Area: Domestic Travel Rules

I PERSPECTIVE:

1.1 This policy lays down the policy for employees and trainees while on outstation tours
on company’s business (as also for a few other purposes, as laid down below) and
defines the procedure to be followed.

1.2 The objective is to provide for facilities to an employee/ trainee, while travelling on
Company’s business, at a level of convenience and comfort, keeping also in view the
locations. It is also meant to ensure that, while on travel for company’s work, an
employee is not required to spend any amount out of his pocket and that the
company’s money is used judiciously and prudently. It is not meant to provide for any
surplus money to be retained by the employee for himself.

II. POLICY:

2.1 This policy is applicable to all employees of MetTube International at all the
offices / works in India, including the manufacturing site at Anand, Nadiad, Pipavav
and any other such sites that may come up from time to time.

2.2 Trainees are also covered under this policy and their entitlement would be as per the
cadre/ designation into which they may eventually be placed, after completion of the
training.

2.3 This policy is applicable to all travel on official domestic outstation duties as detailed
in this policy, and also to other travel as laid down in para 1.4.

2.4 Apart from domestic travel for official purposes, this policy also applies to travel
of the following nature:

2.4.1 Travel on transfer.

2.4.2 Travel on recall from leave (only to employee and not dependents).
2.4.3 Travel on other occasions as per terms of appointment, or covered by any other rule or
instruction, or otherwise authorized by appropriate authority.
2.4.4 Travel for joining duty on first appointment, if any such commitment is made at the
time of recruitment.
2.4.5 Permanent shifting to home town as per company records for settlement after normal
retirement, after specified superannuation age.
2.4.6 Shifting of dependent members (spouse/ children) of the deceased employee to native
place.
III. PRACTICES:

3.0 Terminology
3.1 Allowance: Hereafter, the expression “Allowance” (whether per day or a longer
period, or per occasion), would apply only where it is a fixed amount, given
regardless of the actual expense incurred, or to be incurred.

3.2 Reimbursement Limit: Where payment is on the basis of actual expenses, there
will be a “Reimbursement Limit”, upto which reimbursement of actual expenses can
be claimed, on submission of proof of such expenditure.

3.3 Location Base: Location Base shall mean the location where an employee is
normally posted for performing his duties.

3.4 Tour Duration/ Time: Tour duration starts from the date and time of leaving the
location base (office or home) as applicable and reporting time back to location base /
home.

4.0 Norms:
4.1 Class/ Mode of Travel

Designation Type of travel*

Director/President/Sr. VP/VP 1st AC train / Air Travel
GM/Sr.DGM/DGM 1st AC train / Air Travel, Economy Class on
low cost airlines
Sr. Manager 2nd AC train / Volvo Bus / Air Travel
economy class on low cost airlines
Manager 2nd AC train / Volvo Bus
Asst. Manager 3rd AC train / 2nd AC train
Sr. Engineers/Sr. Officers/Sr. 3rd AC train / 2nd class Sleeper train / Volvo
Executive/Officer/Executive/Jr Bus
Engineer / Jr. Officer/General
staff(Assistants)
Supervisors 3rd AC train / 2nd class Sleeper train
Workmen 2nd class Sleeper Train / Bus

(For exigencies of work, Manager / Asst. Manager can travel by low cost airline upon
specific approval of MD / ED)

Notes:
1. Even where air travel is shown above to be permissible, wherever a convenient
train facility is available, especially an overnight train, or day train in case for
Mumbai then rail travel is encouraged and may be used as far as feasible.

4.2 Reimbursement of travel expenses shall be inclusive of actual fare, agency charges,
sleeper / berth charges, reservation charges as applicable. In case of employees
traveling in a class lower than permissible, only the actual fare inclusive of incidental
charges as referred above shall be payable.
4.3 Classification of Places (Cities/ Towns/ Others):

Class Names of Places

A Mumbai, Delhi, Calcutta, Bangalore, Chennai, Hyderabad and
Ahmedabad,
B Surat, Gandhinagar, Lucknow, Jaipur, Chandigarh, Pune, Agra,
Panjim (Goa), Kanpur, Varanasi, Aurangabad, Srinagar, Mussorie,
Darjeeling, Shimla, Gangtok, Khajuraho, Nagpur, Nainital, Patna,
Guwahati, Bhopal, Gwalior, Indore, Vijayawada, Jamshedpur,
Madurai, Siliguri, Ranchi, Bhubaneshwar, Haldvani, Udaipur,
Vadodara, Vizag, Cochin, Trivandrum, Raipur, Jabalpur,
Coimbatore, Jodhpur.
C Other cities not listed in above.

4.4 Accommodation

4.4.1 The company shall assess the need for guest house facility at our branch office
locations and in future if such guest house facility is created, employees shall avail
facilities of the same instead of staying in hotel.

4.4.2 Hotel Tariff; Reimbursement Limit per day:

Designation Booking/Reimbursement Limit, Rs. per day,

including all taxes, service charge etc, for the
Class of Place
A B C
Director/President/Sr. VP/VP Actuals Actuals Actuals
GM/Sr.DGM/DGM Actuals Actuals Actuals
Sr. Manager 2200 1900 1500
Manager 1500 1200 1000
Asst. Manager 1200 1000 800
Sr.Engineers/Sr.Officers/Sr. 900 800 600
Executive/Officer/Executive/Jr
Engineer/Jr.Officer/General
staff(Assistants)
Supervisors 700 650 450
Workmen 500 450 350

4.5 Lodging/Boarding Expenses; Reimbursement Limit/ Allowance per day: Part-A

Designation PART-A
Reimbursement limit when staying in a hotel / paid guest
house, Rs. Per day for the Class of Place

A B C A B C
With With With Without Without Without
Bills Bills Bills Bills Bills Bills
 Director/President/ Actuals Actuals Actuals Actuals Actuals Actuals
Sr. VP/VP
GM/Sr.DGM/DGM 1100 800 550 440 320 220
Sr. Manager 900 750 500 360 300 200
Manager 600 550 500 240 220 200
Asst. Manager 500 450 400 200 180 160
Sr.Engineers/Sr. 325 300 275 130 120 110
Officers/Sr.
Executive/Officer/
Executive/Jr
Engineer/Jr.
Officer/General
staff(Assistants)
Supervisors 325 300 275 130 120 110
Workmen 275 250 250 110 100 100

Accordingly, in absence of any bills for submission, the employee will be reimbursed with
40% as mentioned above in table. However, the employees who have made their own
arrangement for lodging and boarding will be entitled to claim the amount as per below
mentioned respective amounts.

Part-B

Designation PART-B
Allowance * when staying with own
arrangement, Rs. Per day, for the Class of
Place
A B C
Director/President/Sr. VP/VP 2400 1800 1100
GM/Sr.DGM/DGM 1600 1200 800
Sr. Manager 1400 950 800
Manager 1200 900 700
Asst. Manager 900 700 500
Sr.Engineers/Sr. Officers/Sr. 600 500 400
Executive/Officer/ Executive/Jr
Engineer/Jr. Officer/General
staff(Assistants)
Supervisors 400 300 200
Workmen 300 250 175

*Notes: When staying at a place overnight with own arrangement, the above shown full
amounts would be paid as fixed allowances, without having to submit any proof of
expenditure. However, if the stay at a place is for over 8 hours but without an overnight
stay, then the allowance payable will be 50% of the above amounts.

4.6 Local Conveyance:

Designation Mode of local

 conveyance
Director/President/Sr. VP/VP Hired Car, AC
GM/Sr.DGM/DGM Hired Car, AC
Sr. Manager Cab / Auto-rickshaw
Manager Cab / Auto-rickshaw
Asst. Manager Cab / Auto-rickshaw
Sr.Engineers/Sr.Officers/Sr. Executive/Officer/ Auto-Rickshaw, Local
Executive/Jr Engineer/Jr. Officer/General Train or Bus
staff(Assistants)
Supervisors Auto-Rickshaw, Bus,
Local Train
Workmen Auto-Rickshaw, Bus,
Local Train

4.7 Frequent Flier Miles: Any frequent flier miles arising from company air travel are to
be used for company’s purposes. The accumulated frequent flier miles may first be
used up before purchasing any further air tickets.

5.0 Procedures

5.1 Travel / Hotel - Booking / Cancellations

Rail/ Air travel and hotel booking requisitions are required to be sent to
Administration dept in the requisite Format duly filled in and approved by the
respective HOD

5.2 Administration department in turn would book the tickets as per requisition and have
them sent to the concerned person.

5.3 Administration would also handle cancellations of Rail/ Air tickets and Hotel
bookings.

5.4 Travel expenses are to be claimed in prescribed form (Placed at annexure 2). Claim
form should be supported by proof of expenditure (bills / vouchers) and duly
approved by HOD.

5.5 No expenses towards any form of alcohol will be reimbursed.

6.0 Amendment/ Interpretation

6.1 This policy is subject to cancellation or alteration by the management at its sole
discretion at any time, without prior notice.

6.2 In the event of any aspect of this Policy requiring interpretation/ clarification, the
interpreting authority will be the Head- HR and his / her interpretation/ clarification
would be final and binding.