DOMESTIC TRAVEL POLICY
Scope:
These rules shall be applicable to all outstation travels within the country by the employees on
company’s business. This policy shall supersede the existing policy and shall come into force with
effect from 01st December 2015.
Business visit will be treated as outstation travel if,
• The distance to the place of visit is more than 50 km from the employee’s office location or a
continuous travel period exceeding six hours except for our units
at___________________________.
• Travel not satisfying the above criteria shall be treated as local conveyance.
Cost Consciousness:
Travel is a cost to the operations of the company and hence need careful scrutiny before approval.
The sanctioning authority shall ensure that:
• Travel proposed is fully justified;s
• The employee is made aware of the applicable limits and allowances;
• Visit by more than one person to the same place at the same time for the same purpose is
avoided;
• All departments need to come up with their departments’ travel budget and that the
department heads ensure that the travel is within the approved travel budget of the
department;
• The employee is made aware that he/she is responsible for any loss of personal possessions
while travelling on official duty.
Travel Plan – Approval:
The travel plan will be approved by the Unit Head/Functional Head after a careful consideration to
ensure that the travel is essential and also that the duration is appropriate.
Procedure:
• On approval by the Unit Head/Functional Head, employees shall send their travel
requirements to the Travel Desk in the prescribed Domestic Travel Authorization Form
(Appendix A) with a scanned copy sent to HR. Ticket bookings will be done post receipt of
the scanned copy of Domestic Travel Authorization Form by HR.
• The bookings will be done centrally by the Corporate Office Travel Desk for all Hyderabad
based employees.
• Unit HR needs to forward the Travel Authorization Form to the Corporate Office Travel Desk.
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• As a matter of general principle, employees are advised to plan their trips well in advance. In
case of train ticket bookings, the approved Domestic Travel Authorization Forms must reach
the Travel Desk minimum of 20 days prior to the intended date of journey. In case of air ticket
bookings, the approved Domestic Travel Authorization Forms need to be submitted to the
Travel Desk 20 days in advance to avoid last minute high air fare.
Choice of Airline:
The choice of Airline will be at the sole discretion of the Travel Desk and will be aimed at efficient and
cost effective travel.
Reimbursement of Per Day Boarding and Lodging Expenses:
Sl. No. Grade Metro cities B class cities C class cities
1 G7 Actuals Actuals Actuals
2 G6 7000 6500 6000
3 G5 6000 5500 5000
4 G4 4500 4000 3500
5 G3 3500 3000 2500
6 G2 2500 2000 1500
7 G1 1500 1000 1000
(The above daily entitlements are exclusive of taxes and service charges.)
Metro Cities – Delhi, Calcutta, Mumbai, Chennai, Bangalore, Hyderabad
B Class Cities – State Capitals and major cities
C Class cities - District capitals and Small towns
Travel Entitlement:
Mode of travel and the entitlement for different travel categories shall be as indicated below:
Sl. No. Grade If Journey time is less than 8 hours If Journey time is more than 8
hours
1 G7 Air – Business / Economy Class Air – Business/Economy Class / Train II
AC
2 G6 Air - Economy Class / Train II Air - Economy Class / Train II
AC AC
3 G5 Air - Economy Class / Train II Air - Economy Class / Train II
AC AC
4 G4 Train II AC / AC Car/ Luxury Sleeper or Air - Economy Class / Train II
Semi-Sleeper Bus AC
5 G3 Train III AC / AC Car/ Luxury Sleeper or Train II AC/ Luxury Sleeper or Semi-
Semi-Sleeper Bus Sleeper Bus
6 G2 Train III AC Train III AC / Luxury Sleeper or Semi-
Sleeper Bus
7 G1 Sleeper Class Sleeper Class / Bus
Bills/tickets and other documents have to be produced for processing claims.
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• When senior and junior level employees travel together on business, the junior level employee
will be eligible for the same class/travel mode as applicable to senior level employee.
• Travelers shall plan their travel in advance to avail the best of fares. Under no circumstances,
business class shall be permitted for employees other than G7.
• Manager and above who travel to our facilities by their own car shall claim @ Rs.12.5/- per
kilometre for petrol-driven and diesel-driven vehicles. The sum arrived per KM is on the basis
of current costs of fuel and the maintenance of the vehicle. Pooling of people is encouraged,
and to cut down cost for the company. Employees pooled together in one car shall not claim
any separate conveyance.
• Employees are advised to use company owned accommodation/guest house facilities
wherever it is available.
Per Diem Allowance:
• Per diem allowance will be paid to all employees who are on travel as per the guidelines
of the Domestic Travel Policy.
• If the employee makes own lodging arrangement for stay, only per diem allowance as
specified in the table below will be paid to cover boarding, lodging and incidental expenses
such as laundry, tips, portage, etc.
• Per Diem allowance is permitted only when overnight stay is involved.
• Employees intending to make own lodging arrangement should indicate their contact
telephone number(s) at the place of stay.
• Per diem allowance will be payable for days on duty and is not admissible for holidays
except for genuine exceptions and as recommended by the Functional/Unit Head.
• Note: Employees on tour and are availing per diem allowance as referred above shall not
be entitled for any other claims or allowances.
• This information should be given in the travel requisition.
Sl. No. Grade Metro B Class Cities C Class Cities
1 G7 Actual Actual Actual
2 G6 1000 900 800
3 G5 800 750 600
4 G4 700 600 500
5 G3 550 450 400
6 G2 400 350 300
7 G1 300 250 250
(Amount in Rupees per day)
Procedure for Per Diem expenses:
Business Time Travel time
The Per diem for fraction of 24 hours The Per diem for fraction of 24 hours
0 – 12 Hours - 50% 0 – 12 Hours - 50%
Beyond 12 hours – 100% Beyond 12 hours – 100%
Customer Entertainment Expenses:
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• GM and above are eligible. This should be sanctioned in advance by CFO.
• Claims for entertainment expenses are to be supported by bills and details of person/s
entertained should be mentioned.
Conveyance while on tour:
• Employees are expected to put in need-based efforts while engaging taxis while on travel.
• Pre-paid taxi services wherever available should be availed instead of luxury taxis or taxis on
full time basis.
• Employees travelling long distances and multiple trips on the same day are to use a vehicle
from the recognized taxi operator so that the costs are kept under control.
Airport Drop & Pickups:
• Employees to avail call taxi / prepaid taxis for the purpose.
• Wherever possible employees are requested to use AC Bus / Metro services.
Others:
• Expenditure on alcoholic beverages and cigarettes is not reimbursable. However,
entertainment of guests can be claimed by declaring the names and is subject to the approval
of CFO. Enough due diligence to be exercised while spending & approving such claims.
• Though expenses on conveyance can be claimed at actuals, the employees should exercise
caution and prudence while making local travels.
• Exceptions / deviations from the guidelines laid down above should be recommended by the
Functional/Unit Head and vetted by CFO.
• The Company reserves the right to amend the policy if required at a future date.
• No employee should avail Domestic travel reimbursement if they are on a personal visit.
• If an employee wants to extend business trip for a personal visit he/she should get approval
from Head HR in writing. In that case employee cannot claim reimbursements for the days he
is on his personal visit.
Head – HR’s interpretation of this policy will be binding.
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