Menu
Your Cart

ITS Travel Policy

Infinite Technology Solutions                                                                        

Date: 01/01/2019

Department: Human Resource                                                                         

Effective Dt.: 01/01/2019

Internal Procedure


Infinite Technology Solutions

TRAV EL POLICY & PROCEDURE

 

Objective

To  establish  a  set  of  norms  and  procedure  that  all  employees  will  follow  when  applying  for  Travel/Conveyance reimbursement.  All staff members shall be entitled to business travel reimbursement for official work within India.

 

Scope

The scope of this policy encompasses all employees across all locations.

 

Sanctioning Authority

The employees before undertaking a tour, has to get a Travel Requisition Form approved (signed)  by  the   Head   of Department/Reporting  Manager  and  submit  the  duly  filled  and approved form to the Admin/Finance department for booking tickets and hotel. A copy of the approval has to be submitted to the Finance department for obtaining travel advance. A copy of the form has to be attached to the Travel Expenses Claim Form after the tour.

 

Responsibility and Enforcement

 

The traveler is responsible for complying with the travel policy.

The approver is responsible for reviewing expense reports for compliance with travel policy.

Infinite Technology Solutions assumes no obligation to reimburse staff for expenses that are not in compliance with this policy.

 

Exceptions

Exceptions to these rules can be approved by the Location head / COO / CEO only. All exceptions need to be approved in advance.

 

Description

All Employees should avail the cheapest mode of transportation unless there is an emergency or time bound factor. All expenses must be supported by bills. Expenses not supported by bills will not be entertained and will not be paid.


 

Conveyance


TRAVEL REIMBURSEMENT Local


 

Employees can use their own vehicle or local auto/taxi and claim the expenses monthly. The limits shall be as under:-

 

Using Own Vehicle

All the employees who intended to use their own vehicle (Two wheeler/ four wheeler) for any work related to the company can claim the reimbursement as per the following norms subject to the per day limitation given below. That is distance

less than/equal to 100km will be entitled for per day allowances. Distance travelled more than 100 km will be subject to the rates given below.

 

Entitlements

Type of Vehicle

Fuel Rates/ Km

CxOs / National/ Regional/Sales Manager/ Deputy State Head

 

Four-wheeler

Rs. 5/ Km

Two-wheeler

Rs. 3/ Km

TSM

Two-wheeler

Rs. 3/ Km



Not using own vehicle
Employees will be paid on per day basis (working days only ) for their local conveyance and subject to satisfactory market visit as per their daily report :- (revised rate applicable fro1,July,2011)

 

Cities

Designation

A+

A

B & C

CxOs  (Managing  Directors/Directors/  CEO/  CFO/ COO/ CTO)

 

Actual

 

Actual

 

Actual

National / Regional Manager / State Head

 

200/day

 

200/day

 

125/day

Sales Manager / Deputy State Head

 

175/day

 

175/day

 

100/day

TSM

150/day

150/day

75/day

 

 


Food Provision


No food allowance or reimbursement will be made when the employee is in the local city. In case the employees have to go to another city, all the reimbursement will be on the basis as mentioned below:-

Class/Mode of Travel

DESIGNATION
LOCAL
INTERCITY
INTERSTATE
CxOs (Managing Directors / Directors/ CEO/ CFO/ COO/ CTO)
Cab

AC I tier Railway

/AC Deluxe Bus /AIR (economic)
Air economy Class

National / Regional Manager / State Head

Ist/IInd class    Local train, Auto, Taxi

AC I tier Railway

/AC Deluxe Bus /AIR (economic)

Air economy Class / Ac

–I/II tier train
Sales Manager / Deputy State Head
2nd class local train, Bus, Auto

I/II class train or

Bus

Air economy Class/ Ac

II/III tier train
TSM

2nd class local  train

or Bus
II class train or Bus

Air economy Class/ Ac

II/III tier train


 


Note:-


Up
gradation of the travel mode has to be PRE approved by the supervisor taking the account the urgency of the jobIf the journey is more than 24 hrs, the mode of travel can be upgraded to Air provided Travels by car own/company is not permitted for long routes for reasons of safety


Private taxi / public transport shall be used if road travel is required after approval from the Regional Manager


When  two  or  more  persons  are  traveling  together  and  who  belong  to  separate management grade, reimbursement will be as per the discretion of the Sr. Management approval.


 

 

 

 

TOUR CLAIMS (INTERSTATE)

 

Staff traveling out of town for official work shall be paid the travel fare at actual according to his/her grade entitlement on producing the bills/tickets.

 

Lodging /Boarding Allowance: Lodging and Boarding Allowance is payable to staff traveling on official tour to places where company office/mess does not exist. It will be paid at actual as per the grade of the employee to a maximum limit mentioned below of on producing the bills. Bills for liquor or hard drinks will not be entertained, expect in exceptional cases.

 

A+ & A Grade Cities

Lodging

Allowance/day

Fooding

Allowance/day

CxOs

Hotel booking by

H.O

On Actual

National/Regional Manager / State Head

2500

500

Sales Manager / Deputy State Head

1000

400

TSM

800

300

B Grade Cities

 

 

Top Management

Hotel booking by

H.O

On Actual

National/Regional/State Head

2000

400

Sales Manager / Deputy State Head

1000

300

TSM

800

300

C Grade Cities

 

 

Top Management

Hotel booking by

H.O

On Actual

National/Regional/ State Head

1000

400

Sales Manager / Deputy State Head

1000

300

TSM

700

300

 

Note:-

 

 The above lodging expenses are exclusive of all taxes.

 Bills/Vouchers must support all claims.

 When two or more employee are traveling together, they must share hotel rooms on twin sharing basis.

 Accommodation claim shall be allowed only if the place of travel involves overnight stay.

 Fooding  allowance  relating  to  travels  less  than  24

                                                hours: Less than 6 hours : 25% of FA

                                                Between 6 – 12 hours : 50% of FA

                                                More than 12 hours : 100% of FA

 However, if duration of stay in a particular location is less than 12 hours but includes a nights stay, FA will be 100%.

 Traveling expense is payable only in respect of presence in their respective work places on duty, including the period of halt on duty or on public holidays during such stay, but will not be payable for the days an Employee absents himself/ herself from duty during the tour, except for sickness or causes beyond his control with permission of HOD.

  •  

     

    Classification Of Cities:

    -

     

    CLASS

    CITIES

    A+

    Mumbai, Kolkata, Delhi, , Chennai, Bangalore

    A

    Hydrabad, Cochin, Ahmedabad, Pune, Indore, Chandigarh, Guwahati

     

     

     

     

     

     

     

     

    B

     

    North: Lucknow, Jaipur, Agra, Allahabad, Ambala, Amritsar, Jammu, Srinagar, Kanpur, Lundhina, Shillong, Simla, Meerut, Udaipur.

     

    East: Patna, Cuttack, Bhubaneshwar, Imphal, Jamshedpur, Ranchi, Kohima, Gangtok, Agartala.

     

    West: Gwalior, Bhopal, Gandhinagar, Rajkot, Baroda, Jabalpur, Aurangabad, Nagpur, Nasik, Panjim, Surat

     

    South:  Belgum, Hubli, Mangalore, Mysore, Coimbatore, Madurai, Trichy, Trivandrum, Vijaywada, Vizag

    & all other State capitals

    C

    All other cities not mentioned above.

     

     

    Official Entertainment Expenses

    At  all  levels  actual  amount  will  be  reimbursed  as  per  bills  with  specific  approval  of  respective

    Reporting Manager / Location Head /Head of Department.

     

    Gratuity / Tips

    Tips to porter, taxis, etc. are reimbursable within reason. Any tip given in excess of  the  customary amount or for special services rendered, should be explained on the travel expense statement.

     

    Laundry

    Laundry / Dry cleaning are reimbursable on trips of 2 days or longer provided the amount is reasonable.

     

     

    Non- Reimbursable Expenses

     

    The following expenses are not reimbursable and should not be claimed:-

    • Personal airfare or upgrade charges
    • Personal Trip insurance 
    • Rooms different from the regular room
    • Barber, manicurist, massage or shoeshine.
    • Toiletry items such as toothbrush/paste, deodorant, shampoo, soap.
    • Repair, maintenance, insurance, traffic fines or car wash on personal cars
    • Briefcases, luggage or similar items
    • Loss of cash or other personal property due to negligence
    • Clothing purchase
    • Unauthorized trips, entertainment, gifts or donations
    • Personal medical supplies
    • Alcoholic beverages
    • Other travel expenses considered as ‘not necessary’ for the completion of the trips objectives
    • Any other expenses of personal nature not listed above. Hiring of Cars/Tourist Taxi Hiring of cars/ tourist taxi for local travel is not permitted. Taxi/ Car should be hired only for point -to- point travel and not for the whole day. Wherever possible, pre-paid taxi/ ordinary taxi may be used.


Procedure to Claim Travel Expenses

 

 

1.  Travel must be planned as far ahead of time as possible. "No Frills" Airlines like Air Deccan, Spice

Jet, Go Air will be preferred due to their low fares.

2 All employees are requested to inform the HR/Admin about the date of travel in order to maintain the correct attendance record. In case of any missing attendance the same is liable to be marked as Leave/Absent.

 

3.  Traveling expense is payable only in respect of absence from their respective work places on duty, including the period of halt on duty or on public holidays, but will not be payable for the days an Employee  absents  himself/  herself  from  duty during  the  tour,  except  for  sickness  or  causes beyond his/her control

 

4. All employees are required to fill the Travel Claim Form within 7 days from the return date of travel.

 

5.  The Travel Requisition Form need to be completed by all employees in all respects. In case of clarity they can get in touch with the HR/Admin department.

 

6.  The form needs to be duly signed off by the Reporting Manager/ Location Head / Head of Department and the same needs to be submitted with the accounts department, with all bills in original duly attached, for the payment processing within 7 days from the return date.

 

7.  For travel by train, original tickets should be enclosed with the travel claim form. For travel by air, boarding passes in original /

photocopy have to be enclosed.

 

8.  All employees are required to maintain a copy of the same.

 

9.    Any amount claimed without the required bills is liable to be rejected by the account department without seeking any clarification from the employee.

 

10. Accounts Department, after processing of the claim, will get in touch with the concerned employee within 7 days of submission of the claim.

 

11. In case of cancellation of any travel program the same needs to be informed to the respective HR/Admin to get all the bookings cancelled. Employees are required to submit the travel tickets with the Admin for cancellation.

 

12. The employee should perform the journey is such a manner as would entail minimum expenditure to the company. In case of submission of false bills, the employee shall be liable for disciplinary action by the management.

 

13. Employees while on tour are required in their own interest to safeguard their belongings and in no way  the  company  shall be  responsible  for  any  loss/belongings  to  personal  property  of  the employee while on tour.

 

14. If two or more employees go on tour at the same destination, they must share a common room to reduce the expenses.


15. Places  where  the  company  has  guest-house,  it  has  to  be  availed  first.  If for any reason accommodation is not available in the guest-house, then a suitable hotel can be booked for the purpose.

 

16. All expenses will be paid on actual or up to the maximum limit whichever is lower as per the grades on producing the bills.

 

17. Any false claim made by an employee will be viewed seriously and will lead to disciplinary action

Notification Module
Welcome to ConnectMe Shopping Portal