Travel Policy Cithr 152 (1)

Effective Date: Review Date:<Company Name>Policy Document

Department Code: HR01 Document Type: PD Document Code: HRT001Department: Human Resources

Travel

1.0 Objective

The essential of this travel policy is to ensure that the staff members travel is consistent with the business objectives. It also ensures fair and equitable treatment of employees by defining procedures for authorized business travel and guidelines for expense reimbursement.

The company’s need for cost effectiveness and the staff’s need for quality services and support. Staff travel should be via the lowest cost alternative, consistent with good business practices.

Staff travel and the expenses associated with it, will be authorized only in circumstances which are clearly consistent with the mission of the company.

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Travel

2.0 Procedure

It is responsibility of the Project manager to ensure that all staff members travel meets their objective.

All travel must be requested using the official company “Travel Authorization Form” (hereafter referred to as a T/A) signed by Project manager. Subsequent to approval, travel arrangements, including airfare, local travel expenses are signed by HR manager.

Staff members who have been assigned for travel should get the approval from his/her project manager and informed to HR department at least one week before the date of travel. Based on that all other arrangements were made by HR department.

2.1 Responsibility

Determine whether travel is really necessary to achieve goal.

Approve expenses accordance with policy.

If travel is approved, try to get the ticket in the low-fare airline such as Trivandrum – Male’- Trivandrum. If not then proceed for other airlines but the objective of sending the staff on time for a task should not failed.




Travel

2.2 Air Travel

Air travel will be via the most direct and economical means. The travel agency will advise the lowest fare and routing. Deviations from the lowest fate must have manager approval.

In case of any emergency employees may fly in business class.

2.3 Local Travel

To meet the local expenses via Trivandrum – Male’ Rs.1000/-, via Bangalore – Rs.1300/- will be given as local travel expenses to the Staff members which includes Bus fare, Lodging, Meals and other expenses . It will be given irrespective of all the staff. For senior positions (Managerial) it may vary.

2.4 Salary Advance

To meet any crises in the alien land, salary advance of $50 will be given to the traveling staff members and in exception $100 will be given as salary advance and it will be deducted in the existing month salary and informed to the individual by Accounts department.




Travel

2.5 Documents Required

In order to travel for any official assignment to Maldives it is necessary to get the WORK PERMIT from the Government of Maldives. To get the work permit the following documents are required.

1) Photocopy of the passport2) Photograph3) Degree certificate with computer proficiency

Documents are to be send to Head Office; in general a week time will take to get the work permit and it will be sent to the development center HR department. Then it will be given to the respective staff before the date of travel.

Documents to be given by HR department to the Implementers:

1) Air ticket2) Work permit document3) Rs.1000/- via Trivandrum or Rs.1300/- via Bangalore against local travel

expenses4) $ 50 as salary advance


Effective Date: Review Date:

<Company Name>Policy Document


Travel

3.0 Reporting Procedure

Implementers travel details will be sent by the HR department to Head office before their date of departure.

All implementers are requested to report HR department after the successful completion of verification in the Airport(India) and also they have to send a confirmation mail to the HR department after reaching Male’ safely.

During the implementers return to their Motherland, their date of arrival should informed earlier by Head office to the HR department. Accordingly, return ticket will be confirmed and intimated to Head office and to the individual.
