Dear all,
I would like some help regarding HR policies on employee travel abroad, employee compensation, and benefits. I need this information urgently. May I please request all of you to assist me with this?
Regards,
Vishal
From India, Mumbai
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56I would like some help regarding HR policies on employee travel abroad, employee compensation, and benefits. I need this information urgently. May I please request all of you to assist me with this?
Regards,
Vishal
From India, Mumbai
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Hi,
There could be various policies on employee travel based on the nature of travel - relocation policy, overseas travel policy, overseas deployment policy. However, I am attaching the overseas travel policy for your perusal. I hope this would answer your query!
Regards,
Pranita
1.0 OVERSEAS POLICY: Objective and Enforcement
1.1 Objective:
This document provides guidelines and establishes procedures and entitlement for travel, boarding, and lodging for employees while traveling out of the country on official work.
1.2 Scope
Applicable to all employees of the group required to travel overseas for official purposes on Business Visa.
1.3 Enforcement
The Company will reimburse employees for all reasonable and necessary expenses while traveling on authorized Company business that are in compliance with the guidelines of the Overseas Travel Policy. The Company assumes no obligation to reimburse associates for expenses that are not in compliance with this policy.
1.4 Exceptions to Policy
Exceptions, deviations, or reimbursements for expenses that are not in compliance with this policy require the prior written approval of the HOD.
2.0 Travel Authorization Procedure
2.1 All foreign travel has to be authorized by the HOD on the basis of Budget estimates before the employee proceeds on tour. The employee is required to submit a Tour Plan to the HOD/send Email requests which will be evaluated only on a case-to-case basis, for any out of turn requirements.
2.2. In order to claim an advance, the employee is required to fill the Travel Claim Voucher and get it approved by the HOD and submit it to Finance before the employee proceeds on tour.
2.3 A copy of the Travel Claim Voucher needs to be submitted to the Administration Team for booking of Tickets.
3.0 Administrative Support
The administration department (Front Desk Department) shall organize the booking, and no direct bookings are to be given to the travel agent. Employees shall communicate the destination and the date of arrival at the destination.
Employees shall not insist upon the route to be taken or the airlines one wants to fly.
The administration department will organize the most cost-effective route. However, if any employee can organize the travel at a cost lower than the cost indicated by the administration department, he/she is requested to provide this information.
3.1 Mode of Travel
Employees shall travel only by excursion or economy fare.
4.0 Period of Tour
The Overseas Travel Policy shall apply to any foreign travel not exceeding 30 days.
However, if the employee needs to travel to more than one location in a foreign country/countries, and the stay is not planned for the period in any one particular place, then he/she would continue to get entitlements under the Overseas Travel policy, even if the duration of the entire foreign travel exceeds the predetermined period. This, however, would require approval from the HOD. For travel exceeding one month, the Monthly Allowance applicable in that country shall be applicable for the entire tour period.
Type of Allowances
The Overseas Travel Policy shall apply to any foreign travel for official purposes. Employees on a tour for a period not exceeding 1 month will be entitled to a Daily Allowance under heads mentioned below.
4.1 Daily Allowances
While on business travel, the employee will be paid a Daily Allowance. An employee is entitled to a daily allowance according to the Overseas Travel Plan as communicated.
Total daily allowance is divided into four components:
4.1a Lodging Expenses: Actual expenditure of hotel accommodation of reasonable standards (excluding food and beverage, laundry, telephone, fax, e-mail charges) based on single occupancy and not exceeding the maximum limit. The hotel expense is inclusive of taxes and is subject to actuals. Actual bills/receipts need to be submitted in support of the claim.
4.1b Boarding Expenses will be paid to cover the costs of meals for every 24 hours from the time of arrival up to the time of departure from the official destination at the rates given as per the chart. For a single trip with several official destinations, it will be paid to cover the costs of meals for every 24 hours from the time of arrival at the first official destination to the time of departure from the last official destination at the rates given.
4.1c Per Diem charges like phone call charges to residence, tips at hotels, shoe-shine, periodicals purchased during travel, etc. This can be claimed on personal declaration, and no receipts are required.
4.1d Conveyance
The conveyance expenses would be reimbursed subject to actuals for the most cost-effective mode of travel (tube/bus/shared cab/cab) and where cost and convenience justify the expense. This would be based on the statement of the places visited for official work by the employee. Travel expenses to and from the hotel to the office/client site can also be claimed under this expense.
In addition to the daily allowances, the employee would also be entitled to the following:
1. Conveyance from residence in India to the airport and back.
2. Airport taxes, wherever applicable.
3. Conveyance from the airport to the hotel and back at overseas locations.
4. Visa processing charges.
4.2 Client Sponsored
Where the client or the Company provides accommodation, daily allowance will comprise conveyance expense subject to actuals and board as well as miscellaneous, as per the limits mentioned below:
Particulars Entitlement
Lodging $0
Boarding $15
Travel(local conv.) $15
Per Diem Allowance $30
$60
5.0 Procedures and responsibility:
Travel Advance and adjustments
The employee will carry his/her entire daily allowances for the duration of the planned travel in advance. On his/her return, the entire advance will be adjusted with the actual expenses claim, and out standings will be returned.
When checking out of the hotel, the executive must clear all his bills. Where the credit facility in a hotel is available, expenses on a personal account have to be settled directly by the executive when checking out.
All official calls within the city and long distances will be reimbursed.
Expenses on the consumption of cigarettes and alcohol will not be reimbursed by the Company.
The Daily Allowance is based on the number of nights spent excluding the nights spent on the flight.
Any actual amounts (supported by bills) for extraordinary business expenses like Inland air travel in the country of the visit, etc., can be claimed with due approval from HOD. The employee must claim reimbursement after adjusting any tour advance, along with the tour report in a Travel Expenses Form within seven days on return. Failure to do so within 7 days will deem the amount unclaimable.
In the event that on the adjustment of advance, the employee has with him an amount returnable (unused advance), failure to file the Travel Expenses Form within 7 days and return the adjusted amount within 15 days will result in the entire advance amount being adjusted against the employee's salary for the month.
RBI Guidelines
All employees shall follow the RBI guidelines related to foreign exchange while on overseas travel.
Medical Insurance
Overseas insurance of a short period covering the tour is mandatory before proceeding on tour. The insurance must cover an executive for personal accident and baggage loss/damage while on tour. The premium paid for such insurance shall be borne by the Company.
6.0 FOREIGN TRAVEL ENTITLEMENT:
Particulars Asia, CIS, Middle East (no company base) Asia, CIS, Middle East (company base present) Western Europe, USA
Lodging $75 $0 $100
Boarding $25 $15 $30
Travel(local conv.) $25 $15 $30
Per Diem Allowance $30 $30 $40
$155 $60 $200
While on Business travel, if an employee has own arrangement to stay and the company doesn't incur lodging and boarding expenses, then he/she will be paid 50% of the Total Entitlement (including Lodging, Boarding, Travel & Per Diem)
In case of International Travel to more than one location, with no planned period, the employee will be entitled to daily Allowances.
However, this would require approval from the Business Head.
For Travel > 30 days up to 60 days
Monthly Allowance: In case the employee goes for a monthly allowance, he will be entitled to a consolidated monthly amount, which is the consolidated amount of Lodging, Boarding, Conveyance & other Misc. expenses as well as applicable taxes.
7.0 Salary in India
For the period of the tour, the employee shall be paid salary, including all allowances, and reimbursements in India as applicable.
8.0 Leave while on Tour
Employees shall not be entitled to any leave during the tour except in the case of medical exigencies, which will require a certificate from a registered medical practitioner.
If the employee desires/needs to take leave, he/she shall have it authorized before proceeding on tour and shall not be paid any allowance for the leave period.
From India, Chandigarh
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There could be various policies on employee travel based on the nature of travel - relocation policy, overseas travel policy, overseas deployment policy. However, I am attaching the overseas travel policy for your perusal. I hope this would answer your query!
Regards,
Pranita
1.0 OVERSEAS POLICY: Objective and Enforcement
1.1 Objective:
This document provides guidelines and establishes procedures and entitlement for travel, boarding, and lodging for employees while traveling out of the country on official work.
1.2 Scope
Applicable to all employees of the group required to travel overseas for official purposes on Business Visa.
1.3 Enforcement
The Company will reimburse employees for all reasonable and necessary expenses while traveling on authorized Company business that are in compliance with the guidelines of the Overseas Travel Policy. The Company assumes no obligation to reimburse associates for expenses that are not in compliance with this policy.
1.4 Exceptions to Policy
Exceptions, deviations, or reimbursements for expenses that are not in compliance with this policy require the prior written approval of the HOD.
2.0 Travel Authorization Procedure
2.1 All foreign travel has to be authorized by the HOD on the basis of Budget estimates before the employee proceeds on tour. The employee is required to submit a Tour Plan to the HOD/send Email requests which will be evaluated only on a case-to-case basis, for any out of turn requirements.
2.2. In order to claim an advance, the employee is required to fill the Travel Claim Voucher and get it approved by the HOD and submit it to Finance before the employee proceeds on tour.
2.3 A copy of the Travel Claim Voucher needs to be submitted to the Administration Team for booking of Tickets.
3.0 Administrative Support
The administration department (Front Desk Department) shall organize the booking, and no direct bookings are to be given to the travel agent. Employees shall communicate the destination and the date of arrival at the destination.
Employees shall not insist upon the route to be taken or the airlines one wants to fly.
The administration department will organize the most cost-effective route. However, if any employee can organize the travel at a cost lower than the cost indicated by the administration department, he/she is requested to provide this information.
3.1 Mode of Travel
Employees shall travel only by excursion or economy fare.
4.0 Period of Tour
The Overseas Travel Policy shall apply to any foreign travel not exceeding 30 days.
However, if the employee needs to travel to more than one location in a foreign country/countries, and the stay is not planned for the period in any one particular place, then he/she would continue to get entitlements under the Overseas Travel policy, even if the duration of the entire foreign travel exceeds the predetermined period. This, however, would require approval from the HOD. For travel exceeding one month, the Monthly Allowance applicable in that country shall be applicable for the entire tour period.
Type of Allowances
The Overseas Travel Policy shall apply to any foreign travel for official purposes. Employees on a tour for a period not exceeding 1 month will be entitled to a Daily Allowance under heads mentioned below.
4.1 Daily Allowances
While on business travel, the employee will be paid a Daily Allowance. An employee is entitled to a daily allowance according to the Overseas Travel Plan as communicated.
Total daily allowance is divided into four components:
4.1a Lodging Expenses: Actual expenditure of hotel accommodation of reasonable standards (excluding food and beverage, laundry, telephone, fax, e-mail charges) based on single occupancy and not exceeding the maximum limit. The hotel expense is inclusive of taxes and is subject to actuals. Actual bills/receipts need to be submitted in support of the claim.
4.1b Boarding Expenses will be paid to cover the costs of meals for every 24 hours from the time of arrival up to the time of departure from the official destination at the rates given as per the chart. For a single trip with several official destinations, it will be paid to cover the costs of meals for every 24 hours from the time of arrival at the first official destination to the time of departure from the last official destination at the rates given.
4.1c Per Diem charges like phone call charges to residence, tips at hotels, shoe-shine, periodicals purchased during travel, etc. This can be claimed on personal declaration, and no receipts are required.
4.1d Conveyance
The conveyance expenses would be reimbursed subject to actuals for the most cost-effective mode of travel (tube/bus/shared cab/cab) and where cost and convenience justify the expense. This would be based on the statement of the places visited for official work by the employee. Travel expenses to and from the hotel to the office/client site can also be claimed under this expense.
In addition to the daily allowances, the employee would also be entitled to the following:
1. Conveyance from residence in India to the airport and back.
2. Airport taxes, wherever applicable.
3. Conveyance from the airport to the hotel and back at overseas locations.
4. Visa processing charges.
4.2 Client Sponsored
Where the client or the Company provides accommodation, daily allowance will comprise conveyance expense subject to actuals and board as well as miscellaneous, as per the limits mentioned below:
Particulars Entitlement
Lodging $0
Boarding $15
Travel(local conv.) $15
Per Diem Allowance $30
$60
5.0 Procedures and responsibility:
Travel Advance and adjustments
The employee will carry his/her entire daily allowances for the duration of the planned travel in advance. On his/her return, the entire advance will be adjusted with the actual expenses claim, and out standings will be returned.
When checking out of the hotel, the executive must clear all his bills. Where the credit facility in a hotel is available, expenses on a personal account have to be settled directly by the executive when checking out.
All official calls within the city and long distances will be reimbursed.
Expenses on the consumption of cigarettes and alcohol will not be reimbursed by the Company.
The Daily Allowance is based on the number of nights spent excluding the nights spent on the flight.
Any actual amounts (supported by bills) for extraordinary business expenses like Inland air travel in the country of the visit, etc., can be claimed with due approval from HOD. The employee must claim reimbursement after adjusting any tour advance, along with the tour report in a Travel Expenses Form within seven days on return. Failure to do so within 7 days will deem the amount unclaimable.
In the event that on the adjustment of advance, the employee has with him an amount returnable (unused advance), failure to file the Travel Expenses Form within 7 days and return the adjusted amount within 15 days will result in the entire advance amount being adjusted against the employee's salary for the month.
RBI Guidelines
All employees shall follow the RBI guidelines related to foreign exchange while on overseas travel.
Medical Insurance
Overseas insurance of a short period covering the tour is mandatory before proceeding on tour. The insurance must cover an executive for personal accident and baggage loss/damage while on tour. The premium paid for such insurance shall be borne by the Company.
6.0 FOREIGN TRAVEL ENTITLEMENT:
Particulars Asia, CIS, Middle East (no company base) Asia, CIS, Middle East (company base present) Western Europe, USA
Lodging $75 $0 $100
Boarding $25 $15 $30
Travel(local conv.) $25 $15 $30
Per Diem Allowance $30 $30 $40
$155 $60 $200
While on Business travel, if an employee has own arrangement to stay and the company doesn't incur lodging and boarding expenses, then he/she will be paid 50% of the Total Entitlement (including Lodging, Boarding, Travel & Per Diem)
In case of International Travel to more than one location, with no planned period, the employee will be entitled to daily Allowances.
However, this would require approval from the Business Head.
For Travel > 30 days up to 60 days
Monthly Allowance: In case the employee goes for a monthly allowance, he will be entitled to a consolidated monthly amount, which is the consolidated amount of Lodging, Boarding, Conveyance & other Misc. expenses as well as applicable taxes.
7.0 Salary in India
For the period of the tour, the employee shall be paid salary, including all allowances, and reimbursements in India as applicable.
8.0 Leave while on Tour
Employees shall not be entitled to any leave during the tour except in the case of medical exigencies, which will require a certificate from a registered medical practitioner.
If the employee desires/needs to take leave, he/she shall have it authorized before proceeding on tour and shall not be paid any allowance for the leave period.
From India, Chandigarh
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Dear Vishal,
If you need assistance in securing an Overseas Travel Insurance policy for your employees, please contact me at 9769214608 or via email at satish@unisonmumbai.com. I head the employee benefits division of insurance and can help with Mediclaim (local & overseas) and Group Accident coverage.
Thanks & regards,
Satish Iyer
From India, Mumbai
Acknowledge(0)Amend(0)
If you need assistance in securing an Overseas Travel Insurance policy for your employees, please contact me at 9769214608 or via email at satish@unisonmumbai.com. I head the employee benefits division of insurance and can help with Mediclaim (local & overseas) and Group Accident coverage.
Thanks & regards,
Satish Iyer
From India, Mumbai
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Hi I am looking for salary information for work permit travelers to Netherlands.Appreciate if you could provide any information Warm Regards Malathi
From India, Bangalore
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From India, Bangalore
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Could anybody tell me what the Indian tax limits are for travel allowance?
In certain countries (such as Australia, as outlined in TD 2009/15 - Income tax: what are the reasonable travel and overtime meal allowance expense amounts for the 2009-10 income year? (As at 24 June 2009)), the travel allowance is subject to the salary level.
Thanks
From Israel
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In certain countries (such as Australia, as outlined in TD 2009/15 - Income tax: what are the reasonable travel and overtime meal allowance expense amounts for the 2009-10 income year? (As at 24 June 2009)), the travel allowance is subject to the salary level.
Thanks
From Israel
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Hi, I need an employee travel policy for my employees who travel to client places and stay for 30 days. I want to inform them that if they stay more than 30 days, they will be required to return after 15 days to their city. In this case, the travel expenses will be covered by the company. If the travel duration extends beyond 30 days, the employee should return to their city after 15 days, with all travel expenses paid by the company.
From India, Ahmedabad
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From India, Ahmedabad
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