Strictly Confidential

Policy No: TSTSL/HR/POL/002/2023

Domestic Travel Policy for travel on Company’s Business (CB)

(Effective From October 01, 2023)

No part of the document may be copied, reproduced, stored in any retrieval system, or transmitted in any form or by
any means, either electronically, mechanically, or otherwise without prior written permission.
______________________________________________________________________________

Tata Steel Technical Services Limited | Travel Policy 1

 Table of Contents

Sl. No. Contents Page No.

1 Objective 3
2 Eligibility 3
3 Approving Authority 3
4 Eligibility Matrix for travel through Air, Rail and Road 3
5 Mode of travel 4
6 Eligibility Matrix for Lodging, Meals and Incidental 4
7 General Guidelines 5
8 Other Clauses 6
9 Exception / Amendments / Interpretation / Deviation 6
Revision History 7
Forms

Tata Steel Technical Services Limited | Travel Policy 2

1. Objective
The objective of this policy is to ensure a smooth travel experience for employees of Tata
Steel Technical Services Limited (TSTSL), by addressing their travel, boarding & lodging
and meals requirement, during travel on Company’s Business (CB).

2. Eligibility
This policy is applicable for all employees of Tata Steel Technical Services Limited (TSTSL)
working at any location within India when on travel due to company business.
When on Company Business employees will be entitled to:
a) Travel by Air, Rail or Road as applicable and as per entitlement
b) Boarding & Lodging in a company provided accommodation (Hotel / Guest House) as per
entitlement, if available and as applicable
c) Daily Allowance (to cover for meals) as applicable and as per entitlement
d) Incidental Allowance (to cover for sundry expenses) as applicable and as per entitlement

3. Approving Authority
The table below indicates the Grade-wise approving authority:

Forwarding Authority Approving Authority

Sl. No. Grade (applicable to employees deployed at (CAM to approve for employees
client sites) deployed at client sites)
1 TE - 1 & TE - 2 NA Self
Reporting Manager
2 TE - 3 & TE - 4 CAM / Respective Head
(Not Less IL - 2)
Reporting Manager
3 TE - 5 & TE - 6 CAM / Respective Head
(Not Less IL - 3)
E - TS 1, E - TS 2, Reporting Manager
4 CAM / Respective Head
E - TS 3 & E - TS 4 (Not Less IL - 5)

4. Eligibility Matrix for travel through Air, Rail and Road

Mode of Travel
Sl. No. Grade
Air Rail Road
1 TE - 1 & TE - 2 Economy 1st AC AC Car / Bus
2 TE - 3, TE - 4, TE - 5 & TE - 6 Economy 2nd AC AC Car / Bus
3 E - TS 1, E - TS 2, E - TS 3 & E - TS 4 Not eligible rd
3 AC AC Car / Bus
Note:
1. Any flight booking above ₹10,000/- (one- way) for Economy Class will need approval from CEO
2. Travel Request (TR) for flight booking in less than 10 days from the date of travel, will need
approval from CEO
3. Company provided bus facility as per availability
4. Reimbursement is subject to production of original bill, wherever it is applicable

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5. Mode of travel
5.1 Once the TR gets approved on FactoHR, employees may book the tickets (Train /
Flight) and do the hotel arrangement on their own as per their eligibility
5.2 For local travel, use radio cab services, wherever available. In case of unavailability
of such service, company-arranged car / own car / hired car / taxi may be used
5.2.1 For own car:
i. To-and-fro distance should not exceed 150 KM
ii. Reimbursement to be done @ Rs.15/- per km (all inclusive)
iii. For travel other than local, travel hour has to be in between Morning 5:00
am to Evening 7:00 pm
iv. Such travel should be undertaken with information to superior
5.2.2 For hired car / radio cab service / taxi / public transport reimbursement on
actuals will be done subject to production of receipt of such service availed
5.2.3 For travel where receipt is not available, payment will be done @ ₹15 per km
(all inclusive)
6. Eligibility Matrix for Lodging, Meals and Incidental
The eligibility for lodging, meals and incidental under the following conditions is mentioned
in the table below:
6.1 Under normal conditions employees are eligible for the Maximum Lodging rate in a
hotel per day as indicated in Col (i) or the original bill whichever is less
6.2 If an employee has been allowed to retain Company-owned accommodation at the
location of visit, the employee will not be entitled for lodging
6.3 In case the employee does not opt for Company arranged Guest house / Hotel
accommodation at the location of visit, the employee is entitled to an amount as
indicated in the Col (ii), this will be applicable in case of overnight stay
6.4 In case an employee is travelling, wherein the Boarding & Lodging facility is already
arranged, the employee will be entitled for Incidental charges only. Rates of Daily
Allowance (DA) and Incidental charges are indicated in the Col (iii) and Col (iv)
respectively
6.5 DA / Incidentals can be claimed only when:
6.5.1 One-way distance exceeds 50 kilometers and duration of travel time is more
than 8 hours
6.5.2 The claim for DA / Incidentals per day will be as follows:

Travel Duration Daily Allowance (DA) / Incidentals

Less than 12 hours Half
More than 12 hours Full

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 ZONE – A ZONE – B
Sl. Category – A Category – B
Grade (National / State Capitals & (Smaller Towns)
No.
Major Cities*)
i ii iii iv i ii iii iv
1 TE – 2 8000/- 1800/- 1000/- 225/- 7500/- 1000/- 550/- 200/-
2 TE – 3 6000/- 1200/- 950/- 200/- 5500/- 800/- 500/- 175/-
3 TE – 4 5000/- 1000/- 850/- 175/- 4500/- 700/- 450/- 150/-
4 TE - 5 & TE - 6 4000/- 800/- 700/- 150/- 3500/- 600/- 400/- 125/-
5 E - TS 3 & E - TS 4 3000/- 700/- 550/- 150/- 2500/- 550/- 375/- 125/-
6 E - TS 1 & E - TS 2 2500/- 600/- 500/- 125/- 2000/- 500/- 350/- 100/-
*Major Cities include: Agra, Ahmedabad, Aligarh, Allahabad, Amritsar, Asansol, Bareilly, Belgaum, Bhadrawati, Bhavnagar, Bhilai, Bikaner,
Bokaro, Burnpur, Cochin, Coimbatore, Coonoor, Dhanbad, Durg, Durgapur, Faridabad, Ghaziabad, Gorakhpur, Guntur, Gurgaon, Gwalior,
Hubli, Indore, Jabalpur, Jodhpur, Jalandhar, Jammu, Jamshedpur, Kalyan, Kanpur, Kochi, Kolhapur, Kota, Kozhikode, Ludhiana, Madurai,
Mangalore, Meerut, Moradabad, Mysore, Nagpur, Paradip, Pune, Rourkela, Salem, Secundrabad, Surat, Thane, Tinsukia, Tiruchirapally,
Vadodara, Varanasi, Vijayawada, Vijayanagaram, and Visakhapatnam.

Note: 1. Rates mentioned are exclusive of GST & applicable taxes

2. Reimbursement of Lodging is subject to produce original bill and on actual under the limit
7. General Guidelines
7.1 All Travel Requests (TR) will need to be approved through Travel Request Form
(Refer to Form - TSTSL/TR/001/23). No verbal request will be entertained
7.2 All expenses with reference to travel are to be claimed through Travel Claim Form
(Refer to Form - TSTSL/TCF/004/23) within 15 days from the end date of travel
7.3 Advance Amount / Settlement of Bills
7.3.1 Employees may obtain advance (maximum 70% of estimated travel cost) for
Company Business while submitting the travel request
7.3.2 Travel advance in excess of Rs. 10,000/- (ten thousand only) will need to be
approved by the Respective HOD
7.3.3 To avoid the entire cash advance being deducted from the salary, employees
are requested to settle their travel advances within 15 days from the date of
their return
7.4 For reimbursement against the entitlements, as defined above, no approval is
required for the travel which has already been sanctioned
7.5 For reimbursement of any unforeseen expenses, not covered as per the entitlement,
the employee will have to obtain approval of the concerned authority or from their
respective Head

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 7.6 The company is entitled to withhold the amount claimed, if the bill submitted against
the claim is found to be fake or tampered. In case of fake reimbursement claim, the
employee will be subject to consequence management as per company guidelines
7.7 If two or more Employees are travelling together by road, conveyance expenses
should either be shared or claimed by one employee only
8. Other Clauses
8.1 Leave during travel duration:
8.1.1 An employee can avail personal leave during the duration of travel on company
business. However, the company will not make any arrangement for
accommodation / conveyance for the leave period and the employee will not
be entitled for DA / Incidentals for the duration of leave
8.1.2 The employee must apply for leave through the FactoHR portal before
proceeding on travel
8.2 Travel request can be raised for a maximum duration of 30 days. Any travel for more
than 30 days shall be governed by the rules of temporary transfer
8.3 FactoHR will record the attendance during the travel period on company business, as
“Travel Attendance”, automatically after approval of the TR. If in any circumstance,
the TR is cancelled or the travel period is reduced or extended, the same must be
updated in FactoHR immediately, for regularization of Travel Attendance
9. Exception / Amendments / Interpretation
This policy supersedes all past communication on the above subject. Review of the
Domestic Travel Policy will be done as and when required. Any exception or amendment
to this policy will need to be approved by the CEO. This policy is subject to revision by
the Management at any point of time, without assigning any reason or without giving any
prior intimation to the employees.
➢ For any queries / concerns / feedback on technical / service issues, please contact your respective CAM.

Revision History
Sl. No. Document Document Date Effective Date Approved by Approver’s Name
Reference No.

This document was last updated on October 01, 2023

Tata Steel Technical Services Limited | Travel Policy 6

Form No./Effective date: TSTSL/TR/001/23 Effective from: October 1st, 2023

Travel Request Form

(This format is applicable for all employees of Tata Steel Technical Services Limited)

Location Date
Personal details of Employee/Guest
Name of Employee Emp Code

ID Proof of Guest
Name of Guest
(Aadhar/PAN/Passport No.)

Designation/Level Department

Age Cost Centre

Email Id

Mobile No. Gender

Purpose of Travel

Travel Start Date Travel Start Time

Travel End Date Travel End Time

Place of Journey From To

Ticketing
Preferred Flight /
Train / Flight Origin Destination Date Of Travel Class of Travel
Time Train No

Special Instruction
(If any)

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 Accommodation
City Check In Date Check In Time Check Out Date Check Out Time Guest House/Hotel

Special Instruction
(If any)

Conveyance
Local Radio Taxi
Pick Up/ Drop
(Tick the preferred option)
Outstation Car not required

Origin Destination Reporting Address From Date From Time To Date To Time

Special Instruction
(If any)

Travel Advance
Amount (Rs.)
(in figures)
Required Yes/No
Amount (Rs.)
(in words)

Reporting Manager Signature Customer Account Manager Signature Approved By HOD

Employee Signature (Name & Designation) (Name) (Name & Designation)

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 Special Approval (if any)
Reason for special
approval

Approved By
(Name, Designation &
Signature)

Note:
Once the TR gets approved, employees may book the tickets (Train / Flight) and do the hotel
arrangement on their own as per their eligibility.

Tata Steel Technical Services Limited | Travel Policy 9

Form No: TSTSL/TCF/004/23 Effective date October 1st, 2023

Travel Claim Form

Tata Steel Technical Services Limited (TSTSL)
Dept. ref Date
Name of Employee Designation Employee Code
Grade/Level Department Cost Center
Journey From (date) To (date) No. of days
Purpose of Travel Stayed in Guest House Yes/No
Sanction Ref. Place Date
Amount paid by the
SI. No. Total Expenses on Employee Company
Rs. Rs.
1 Ticket (Details to be mentioned in point number “1” on reverse page) 0 0
2 DA / Incidental Expenses (Details to be mentioned in point number “2” on reverse page) 0 0
3 Accommodation Expenses (Details to be mentioned in point number “3” on reverse page) 0 0
4 Conveyance (Details to be mentioned in point number “4” on reverse page) 0 0
5 Out station travel by own Car: Km.……..............@ ……..…………
Grand Total 0.00 0
Advance
Net amount receivable / refundable by party: 0.00
Party Dept. Head Approved by Passed by F&A

1. TICKETS EXPENSES (Reimbursement to be done based on production of original bill and as per eligibility whichever is less)
Travel Mode Amount paid by the
Departure Arrival Rly/Air/Bus/Taxi Stn.
(Rly/Flight/Bus Class PNR No. Employee Company
Date Time Date Time /Taxi) From To Rs. Rs.

Total 0 0
2. DA / INCIDENTAL EXPENSE (Reimbursement to be done based on eligibility as per policy)
Date Amount
Full/Half Day Total Days City Rate
From To Rs.

Total 0 0
3. ACCOMMODATION EXPENSES (Reimbursement to be done based on production of original bill and as per eligibility whichever is less)
Arrival Departure Amount paid by the
City Hotel / Restr. Bill No. Bill Date Employee Company
Date Time Date Time
Rs. Rs.

Total 0 0
4. CONVEYANCE (Reimbursement to be done based on eligibility as per policy)

Destination Amount Destination Amount

Date Kilo- meters Date Kilo- meters
From To Rs. From To Rs.

Total 0 Grand Total of Conveyance 0

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