Agilisium Consulting India Pvt,Ltd.

Agilisium Travel Policy

The intent of the policy is to define the guidelines and limitations related to allowances, benefits,
general terms & conditions applicable for the Resources of Agilisium.

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Document Number ACS-001

Date Jul-24

Revision No -

Information Classification Internal and Confidential

Prepared By Subash Srinivasan – Head of Finance

Reviewed By Sandhya Parthasarathy – Director HR

Approved By Raj Babu - CEO

Version Version Type of Changes Owner/Author Date of Review/Expiration

No. Date
1 Jul-24 New policy People
Practices Team Jul-25
2

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Contents
PURPOSE/ SCOPE........................................................................................................................ 4
MODE OF TRAVEL – ELIGIBILITY ................................................................................................. 4
TRAVEL AUTHORIZATION ............................................................................................................. 4
BOOKING AND RESERVATIONS .................................................................................................... 4
PROCESS OF EXPENSE REPORTING & TRAVEL APPROVALS .......................................................... 4
ALLOWANCE/ EXPENSES/ BENEFITS .......................................................................................... 5
TRAVEL INSURANCE.................................................................................................................... 6
TRAVEL ADVANCE ....................................................................................................................... 6
GENERAL GUIDELINES ................................................................................................................ 7
CANCELLATION OF TRIP.............................................................................................................. 7
TRANSIT ALLOWANCE ................................................................................................................ 8
APPLICABILITY............................................................................................................................. 8
TRAVEL ELIGIBILITY ..................................................................................................................... 8
TRAVEL APPROVAL ...................................................................................................................... 9
SHORT TRIP- ENTITLEMENTS RELATING TO STAY ......................................................................... 9
CANCELLATION OF TRIP ............................................................................................................... 9
SUBMISSION OF CLAIMS ............................................................................................................ 10

Disclaimer:

This document includes confidential and proprietary data and unconstitutional use, and disclosure
ofsuch information may end in damage or substantial loss to Agilisium. The Information indicated
in the document may only be released to employees and persons on a need-to-know basis, and for
whom it shall be mandatory to maintain the confidentiality of the shared information and they shall
not in any circumstance release or disclose to any other third party this information without the
prior written consent of Agilisium.

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INTRODUCTION:

1. PURPOSE/ SCOPE:

The policy aims at providing guidelines related to allowances, benefits, general terms & conditions
applicable for the Resources of Agilisium including direct contractors:

 Official Business Travels

 Resources travelling on Work Permits
 Domestic Travel

This policy excludes domestic travel within India. Per Diems for overseas/India based Resources
travelling to or within India as per ‘Domestic Travel Policy – India’. Please refer to Annexure

2. MODE OF TRAVEL – ELIGIBILITY:

Following are the mode(s) of travel:

Overseas Travel Airfare: Economy Class

Car Rentals Conveyance from airport to place of stay or vice versa. Public transport / taxi from
airport to the place of stay will be reimbursed.

Resources travelling from India, Domestic Travel Policy shall be applicable for transits within India.

3. TRAVEL AUTHORIZATION

All planned travels must be authorized by the respective department managers before any
booking confirmation or payments are made. Any expenses not authorized and approved by the
employer will not be reimbursed.

4. BOOKING AND RESERVATIONS

All travel arrangements must be made within a reasonable budget and in line with the company's
travel policy. Employees are required to use the company's preferred travel agents and vendors
unless they can provide a reasonable explanation, or they can find a cheaper rate for the same
quality of service. Any travel expense more than the approved budget or any unapproved
reservations or upgrades will not be reimbursed.

5. PROCESS OF EXPENSE REPORTING & TRAVEL APPROVALS

5.1. Resources are required to settle their accounts with Finance Department within 10 days
of their return. All requests for reimbursement of travel expenses must be submitted to
ZOHO people within 10 days of the completion of the trip with all approvals.
5.2. Unsettled advance on account of non- submission of claims shall be recovered from
Resources’ base salary after 1 month from the return date.
5.3. Expenses receipts along with declaration need to be submitted to Finance along with the
supporting’s as per the process.

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5.4. Where Airfare is provided by the Company, it will be to / from the International airport
nearest to the base location of the Associate. In case the Associate wishes to travel to /
from any other airport, cost differential, if any, will have to be paid for, by the Associate.
5.5. Resources should provide accurate and correct information in the declaration about the
Company/Client provided accommodation and/or Transport.
5.6. Resources who submit fake or fraudulent bills shall be dealt in accordance with the
disciplinary procedure of the Company.

The travel expenses are to be reported in the ZOHO people portal and the receipts and the
bills for the same should be uploaded in the travel section of the portal. Once approval is
obtained for such expenses it will be reimbursed accordingly. The company’s people practice
team must approve any travel which falls outside the scope of the normal travel expenses.
These types of expenses shall be managed as discretionary expenses, subject to the
Company's people practices team for review and approval.

6. ALLOWANCE/ EXPENSES/ BENEFITS:

6.1. ALLOWANCES:

The country-specific maximum limit for band-wise Per Diem is available in Annexure I. Per Diems
include the following -

- Accommodation & Conveyance- costs associated with stay and daily commuting to customer
site / work location.
- Boarding & Miscellaneous- expenses other than accommodation & conveyance e.g. food,
laundry, tips, paid to service staff/ steward/ driver, porter charges, newspapers/ magazines etc.

6.2. SHARING ACCOMODATION

 Where two or more Resources share a hotel room, the eligible tariff would be the
combined eligibility of those Resources.
 Accommodation claims shall be supported by expense receipts/bills, subject to
entitlements per Annexure.
 All the accommodation requests should be routed through helpdesk Team and
book their accommodation.
 It is required that the vendor VAT / GST / ST registration number is duly mentioned
on the invoice. This is to enable the company to claim the VAT (Value Added Tax)/
GST / ST benefit.
 All per diems’ entitlements are tax inclusive i.e. the company will not pay any
amount over and above from existing per diems entitlements for tax. Any tax
implications will be the responsibility of the associate.
 Conveyance (non-car rentals), Boarding & Miscellaneous will be paid without bills.
In case an associate makes his/her own stay arrangement conveyance, Boarding
will be paid without bills to the maximum of 60% , he/she will be eligible to claim
30% of accommodation entitlement.

Example – Accommodation is – USD 70, Conveyance is - USD 30, Total eligibility: USD 100

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Without bills, the eligibility will be 60% of Accommodation + conveyance. In the above example:
eligibility will be 60% of USD 100 = USD 60

Hotel bookings will be arranged by Travel helpdesk and Corporate Services. Wherever there is a
tie up with hotels for discounts, bookings of such hotels shall be done by Corporate Services and
the same shall be attached with the travel plan.

Resources deputed onsite can travel with their families provided the deputation period >=
180days. TRAVEL Home to Airport and vice versa.

6.3. OTHER EXPENSES:

 The following expenses would be reimbursed at ‘actual’ on submission of bills / receipts –

Airport tax – Applicable against the receipt.
 Airport Transfer (Place of stay to airport and back) at overseas location & base location
Company holds the right to deny claims with unreasonable charges.
 Bank charges for conversion of currencies.

6.4. CAR RENTALS

 Rental Cars should be used when they represent the most practical and economical means of
transportation.
 Rental car bookings should be made through empanelled agency only. Resources should
contact local corporate services (Please mention the names to contact) representative for the
same.
 Resources can claim either rental or conveyance per diem reimbursement, but not both.

6.5. CAR PARKING:

 Resources are eligible for reimbursement of car parking charges at actual when parking in a
customer location or any location other than the company office premises. The
reimbursement will only be for charges on account of business or official expenses and paid
out based on bills.
 When parking in airport, the most economical parking option (Extended or Long‐Term) should
be used when trips are longer than a day.

7. TRAVEL INSURANCE:

• Travel Insurance will be provided before commencement of Short-Term travel, as per local
country requirements.

8. TRAVEL ADVANCE:

 Resources need to apply for travel advance at the time of raising the travel request. Travel
advance will be issued basis approved per diems for the location of travel.

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 For Resources travelling international on a Business Visa for periods beyond 30 days, per diem
advance would be paid at the end of each month for the duration of associate’s stay in the
country.
 The travel advance reconciliation/ recovery process is as below: In case, an associate does not
submit the supporting documents / bills within 10 days of completion of travel / end of month
(for Resources on Long Trip), Company reserves the right to recover the Travel Advance from
Resources salary in the ensuing payroll. However, if the associate produces the bills within 10
days of such a deduction, the same would be reimbursed to him / her.

9. GENERAL GUIDELINES:

 All air travels (Domestic and International) will be in Economy class.

 Following timelines need to adhere to for booking travel requests: Domestic Travel: Should
be duly approved at least 10 calendar days before the scheduled travel date. International
Travel: Should be duly approved at least 30 calendar days before the scheduled travel date.
 Any travel beyond the budget shall be routed to the COO / CFO for approval.
 All billable Resources are expected to plan their travel such that they reach their destination
not more than one day before the start of assignment. Any travel starting/ending on
Friday/Saturday to be approved by COO or HR Head.
 Travel tickets need to be mandatorily booked by travel helpdesk, with the most cost-effective
options considered. In case of self-purchase of tickets, Resources are expected to obtain the
travel desk quote prior to travel and share the same while submitting their claims.
 For local conveyance, Resources are recommended to use local trains / other modes of public
transport at all overseas locations, wherever available.
 Resources are requested to withdraw money only in local currency of the country, as
applicable.
 It is imperative that the Resources always carry their identity card with them so that in the
event of an emergency during travel, the company will get immediate and priority
information.
 Any entertainment expense would be governed by the Business Entertainment Policy
 All costs relating to travel undertaken for business purposes will be accounted to respective
cost centre.
 Resources who seek exception approval need to submit all applicable bills of the travel
including the accommodation & conveyance expenses.
 Compliance with applicable laws of the Land shall be the responsibility of the Associate & the
Company shall not be liable for any lapse whatsoever in this regard.

10. CANCELLATION OF TRIP:

If the proposed travel is cancelled or a segment of travel is cancelled after the booking of an air
ticket, Resources should promptly intimate the travel desk and send the unused tickets to Travel
Desk for cancellation and claiming refund.

In case an Associate does not return the unused tickets on a timely manner resulting in a loss, the
same shall be borne by the Associate. Any loss on account of no shows will also be charged to the
Associate.

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All costs on account of cancellations initiated by an Associate owing to personal reasons will be
charged to the associate. In all other cases related costs of cancellation will be borne by the
concerned unit.

11. TRANSIT ALLOWANCE:

No allowances would be permitted during the journey period. However, where the transit period
between flights exceeds two hours or more, Transit Allowance as mentioned below will be
applicable along with the supporting bills. Transit allowance will be applicable for travel booked
through travel desk or on self-booking if advised by the travel desk. Tickets to be shared as
supporting while claiming. No exception allowed to this.

4 – 8 hours USD 50

More than 8 hours USD 100

Note: Transit allowance is only meant for food and beverages (non-alcoholic). It cannot be used
for purchase of watches, perfumes etc. from duty free stores.

Domestic Travel Policy

APPLICABILITY

This policy outlines the guidelines for Resources who undertake Business travel within
India. The provisions of this policy are applicable to all Resources in India including
Resources deputed to India. It also extends to Resources on a direct contractual agreement
with AGILISIUM who may be required to undertake Business travel within India.

TRAVEL ELIGIBILITY

 The table indicates the highest mode of eligible travel - Travel Distance Up to and
within 500 kms IInd AC or Air Economy, Travel to locations between 500 and above
kms. IInd AC or Air Economy
 Resources may travel by their own car to locations up to a maximum distance of
500km roundtrip. Reimbursement towards such travel will be as per the reimbursed
INR 15 per KM plus Toll and Parking Changes as per Actual Bills
 Resources are requested to use the tele/video conferencing facility to keep travel
to a minimum.
 Travel tickets need to be mandatorily booked by the travel helpdesk, with the most
cost-effective options considered.
 Resources who book rail tickets can get the expense reimbursed as per the
eligibility mentioned in this policy.
 Ticket booking will not be done if settlement of any previous travel has not been
initiated by the associate by raising a travel expense report.

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 Resources need to submit Travel expense reimbursement and / or supporting

documents / bills within 10 days of completion of travel / end of month (for
Resources on Long Trip)

TRAVEL APPROVAL

To undertake an official travel, a Travel Request needs to be raised and the same needs to
be duly approved by Department Head or Reporting Manager

SHORT TRIP- ENTITLEMENTS RELATING TO STAY

HOTEL STAY

If a hotel stay is booked by the associate for any reason at a location, it will be reimbursed
only if supported by a written confirmation.

It is expected that the Resource makes payments directly to the hotel and submit a claim
for reimbursement with a proper GST Invoice in the name of AGILISIUM CONSULTING PVT
LTD

Where two or more Resources share a hotel room, the eligible tariff may be the combined
eligibility of all those Resources. For example, if two Resources with per diem lodging
entitlements of Rs.2000/- each share a single room; the total eligibility shall be Rs. 4000/-

TRAVEL FOR VISA PURPOSES

The guidelines specified in the previous sections will be applicable when an associate or
the immediate family is required to travel for visa purposes. However, when an associate
is traveling with family, the boarding & lodging entitlement will be paid as per actuals

CANCELLATION OF TRIP

 Where after an air ticket has been booked, the proposed travel is cancelled or a
segment of travel is cancelled, the Associate should promptly intimate the travel desk,
raise a cancellation request and send the necessary proof to Travel desk for
cancellation and claiming refund.
 In case an associate does not provide the necessary proof in a timely manner resulting
in a loss, the same shall be borne by the associate. Any loss on account of no shows
will also be charged to the associate.
 All costs on account of cancellations initiated by the associate owing to personal
reasons will be charged to the associate. In all other cases related costs of cancellation
will be borne by the concerned unit.

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SUBMISSION OF CLAIMS

For all ONSHORE and OFFSHORE resources, Reimbursement claims should be made
via the Self-service module in ZOHO with approval by the RM / BU Head / HR Head. All
reimbursement claims will need to be supported by relevant bills unless otherwise
specified.

Claims should be submitted within 10 working days of completion of travel.

ANNEXURE I: PER DIEM / Travel / Accommodation

Resource From Travelling PERDIEM Travel Accommodation

to subject to
maximum of
India / Onshore Onshore $60 Economy Air $125/Day
Travel
India India Rs.750 2nd AC Train or Rs.5000 / Day
Economy Air
Travel
Onshore Offshore Rs 1000 Economy Air Rs.5,000/Day
Travel
Onshore / Onshore $100 Economy $200 / Day
Offshore Leaders
Onshore/ India Rs 1000 Economy Rs 6,000 / Day
Offshore Leaders

All Travel must book through Onshore / Offshore Travel Desk Team one week in advance
for Domestic Travel and 30 days in advance for International Travel. For other
Reimbursements please refer to clause 6 and Clause 11

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