Amw Hrpolicydetails 7domestic Travel Policy

8/14/2019 Amw Hrpolicydetails 7domestic Travel Policy

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Version: BF-HR-CB-DTP-0409 P a g e | 1/7

DOMESTIC TRAVEL POLICY


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AMENDMENT RECORD SHEET-----------------------------------------------------------------------------------------------------------------Document No.:BF-HR-CB-DTP-0109

Sl. No. Release No. Revision No. Valid From Brief Description ofChange

Approved By

1

2

3

4

1

2

3

4

0

1

2

3

01-Jul-08

02- Jan-09

02- Jan-09

01- Sept -09

NA

City Classification

Change and Procedure

Change

City Classification

Change

E01 band is made

eligible

Traveling Allowance

limit as per Local

conveyance policy

Operating from other

location than the place

of posting

Food & Beverage Limit

incorporated.

Incorporation of Payout

Cycle

Anil

Dhankher

AnilDhankher

Anil

Dhankher

Deepak Gupta


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Domestic Travel Policy

I. Purpose:To facilitate employees travel for companys official work within India.

II. Scope:This policy is applicable to all employees of BAFL CF Vertical who travels for organizations official

work outside his/her city where an employee is posted.

III. Definition:-1. Lodging And Boarding Expenses:

These are the expenses incurred for arranging accommodation, incidental charges and DA, etc. Eligibility

for staying in hotel and limit for payment of lodging and boarding and incidental or daily allowances is

mentioned in the Annexure IEmployee has to produce proper bills for the claim.

2. Mode Of Travel:The means which is used for traveling for official purpose. Employee will be eligible for mode of travel

and local conveyance as mentioned in the Annexure I.

3. DA for Single day Traveling:These are the expense limits for single day traveling without bills. The limits across the bands are

mentioned in Annexure I.

IV. Notes:1. Lodging & Boarding:

a. Lodging bills will be reimbursed based on actual subject to maximum limit applicable. Limits areinclusive of all applicable taxes. Room rent and applicable taxes (on actual basis) will be reimbursed

under Lodging Expenses.

b. Limits for all other expenses like laundry Food & Beverage will come under Food & Beverage Limitonly.

c. Tips and all other travel related expense will be covered under Incidental expenses.

d. Lodging limit will be applicable for number of days shown in lodging bill. Employees should try tocheck in as well as check out in time to avoid unnecessary payment to hotel for additional day.

e. For the purpose of calculation of outstation lodging and boarding charges and/or incidental or dailyallowance, a day means 24 hours. In case the total period is not in exact multiple of 24 hours; period of

less than 8 hours will be ignored. If balance period exceeds 8 hours it would be treated as half day up


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to 16 hours and more than 16 hours would be treated as full day. Starting time will be the time of

starting of the journey from home/ office and ending time will be the time of end of journey at home/

office.

f. When a tour involves visit to more than one location the limit on expenses for the entire tour will bethe total of actual limits for all the locations. Actual total expenses will be compared with the total

entitlement for the tour.

2. If food is provided free of cost by any other agency including Factory/Guest house/Hostel and onConference, seminars etc Food & Beverage Allowance would be reduced by the amount mentioned as per

the Annexure II.

3. If the employee makes the lodging and boarding arrangement on own then he/she is eligible for claimingsame amount without producing bills. The limits for all Levels and bands are mentioned in Annexure III.

4. Where the spouse of the employee accompanies and stays with him then during such travel that can bedone only after the Business Heads approval and lodging expenses will be limited to single occupancy of

room rent, food expenses within the boarding limit applicable. Any extra expenditure incurred over andabove what is allowed as per his/her band will have to be borne by the concerned employee.

5. All employees should ensure that traveling expenses are reasonable irrespective of his/her eligibility.Travel should be organized in most effective way. Employees should try to plan their visit in advance

wherever possible and should avail apex fare/ check fare/ early booking discount on air tickets while at the

same time be extremely careful since the cancellation charges are very high for low cost airlines.

6. In case of any personal requirement, employee can subject to special approval from Business Head/CEO,operate from any other location for a specific period. In all such cases the concern employee will not be

entitled to claim any benefit/reimbursement under this policy.

7. Deviations only under exceptional circumstances will be allowed after Business Heads approval.8. Please refer to Annexure IV for the city classification.

V. Procedure:1. Employee to take prior approval from their managers for traveling.2. The employee has to fill the Travel claim Form in the ESS(Online).3. The respective Manager has to approve the claim online only (through ESS).4. The employees need to take print out of the approved claim form, attach the original required bills and

send across to Bill Passing (Head Office).

5. The claim will be processed as per policy guideline & the limits.6. The amount will be credited to employees salary account.


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7. Payout: The claims should be made within one month from the date of completion of journey. There arefour payout cycle i.e 9

th, 15

th, 22

nd, 30

thof every month. Payout will have post 7 days of the verification

and mangers approval.

8. The employee may take a Travel Advance from the finance department with the approval of the Headof the Department or can claim the expenses within 7 days of their return.

9. Travel by own vehicle: Employees can travel inter city by their own vehicle if the distance of traveldoesnt exceed 250 km one way and claim amount would be as per Local Conveyance Policy.

VIII. Amendment of the Policy:The organization BAFL reserves the right to amend or modify this policy in whole or in part, at any time

without assigning any reason whatsoever. However no such amendments or modifications will be binding

on the employees unless the same is notified to the employees in writing.

Annexure I - Lodging and Boarding Expenses


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Mode of Travel Daily limit

City Grade

Levels Band Local Outstation A+ A B C

Food &

Beverage

Limit(With

Bills)

IncidentalExp(without

bills)

DA for

single day

traveling(without

bills)

L1 E10 Tourist CarAir Economy

Class 8000 6000 4000 3500 1000 100 400

L2 E08/E09 Tourist CarAir Economy

Class 5500 4000 2500 2000 750 100 400

L3 E06/E07 Public TaxiAir Economy

class 3500 3000 1500 1000 400 100 400

L4 E04

Autorickshaw/PublicTaxi**

Train - AC 2Tier/ Bus-

SleeperCoach/ Shared

AC Taxi/ AirEconomy* 2500 2000 1000 800 400 100 300

E03

Autorickshaw/Public

Taxi**

Train - AC 2

Tier/ Bus-Sleeper

Coach/ SharedAC Taxi/ Air

Economy* 2500 2000 1000 800 400 100 300

E02

Local train 2nd Class/

Bus/ Autorickshaw

Train - AC 3

Tier/ Bus-AC/Shared AC

Taxi 700 600 500 500 250 50 250

L5 E01

Local train 2nd Class/Bus/ Autorickshaw

Train - AC 3

Tier/ Bus-AC/Shared AC

Taxi 700 600 500 500 NA 50 250

Notes

** Where time exceed 12 hours by train one way or

** Where, traveling by air will save one nights' stay in a hotel

Incidental expenses and DA for single day travel can be claimed together

Annexure II Food & Beverage Allowance Amount Reduced By (If Food is

Sponsored/Guest House Stay)


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Amw Hrpolicydetails 7domestic Travel Policy