Hi, Can anyone send me Business Travel Policy of there company. As i want to design it for my company. Regards, Gunjan
From India, New Delhi
1From India, New Delhi
Hi Gunjan,
Following is the my company's policies....pls see if somthing is of urs use.
7. Business Travel Expenses
1 Coverage
These rules will apply to all employees of xxx irrespective of their working sites/location.
2 Definitions
a) Tour
An employee will be deemed to be on tour if he/she visits any place more than 100 kms (one way) distance from the place of his work.
b) Day
A period of 24 hours commencing from the time of starting tour.
c) Class ‘A’ city
The following cities are considered to be class A city – Delhi, Calcutta, Mumbai, Chennai, Bangalore, Hyderabad, state capitals and union territories.
d) Departmental Head
For the purpose of Traveling Expenses Rules the departmental head is
defined as the person in-charge of a specific area of operation
e) Sanctioning Authority
The words “Sanctioning Authority” used in these rules for special sanctions shall mean:
Managing Director - For Functional Head reporting to
him directly i.e. directors.
Director/ Executive Director - For Department / department heads reporting to them.
Department Head - For personnel reporting to them.
3 Outstation Travel
a) Mode & Class of Travel
The maximum entitlements for mode and class of travel will be as under:
Level Mode of Travel
W1, W2 & W3 Rail Sleeper/Ordinary Bus
L7 & L6 III AC Rail Sleeper / Deluxe bus
L5, L4 & L3 II AC Sleeper/AC Bus / Taxi
L2 & L1 I AC Class/ Air Economy /Air business class / AC Taxi
In case an individual uses his own vehicle for outstation travel he will be reimbursed at the rate of Rs. 4.00/ km
(i) Air Travel in general should be restricted particularly for short distances where convenient mode of surface travel is available.
(ii) The travelling tickets have to be attached with the travel expense reimbursement bill.
b) Stay Entitlements
Stay in Hotel
Level Class A city Non Class A City
W3-W1 Rs. 250/- per day Rs. 200/- per day
L7 & L6 Rs. 400/- per day Rs. 300/- per day
L5, L4 & L3 Rs. 750/- per day Rs. 500/- per day
L2 – L1 Actuals Actuals
c) Meal Charges During Rail Travel
Total expenses for meals during railway travel (excluding Shatabadi Express and Rajdhani Express) can be claimed as per the following:
Breakfast - Rs. 30/-
Meals - Rs. 50/-
Snacks - Rs. 30/-
d) Meal Charges During period of stay
Level Class A city Non Class A City
L1 & L2 Actuals Actuals
L3 ,L4 &L5 Rs. 100/- per meal Rs. 75/- per meal
Rs 50/- Breakfast Rs. 35/- Breakfast
L6 & L7 Rs. 75/- per meal Rs. 50/- per meal
Rs.40/- Breakfast Rs. 25/- Breakfast
W3-W1 Rs 50/- per meal Rs 30/- per meal
Rs 25/- Breakfast Rs 20/- Breakfast
(i) These reimbursements are all inclusive of taxes and will be made on production of actual bills / vouchers only.
(ii) In case the expenses on particular day are less than the prescribed limit, the balance gets carried over to the next day and so on, but the total expenses for the entire travel period should not exceed the rate per day x the number of days of stay.
e) Incidentals, Laundry and Telephone Calls
i) Rs. 50/- per day will be given to all employees of level 7 to level 3 as
incidentals for expenses incurred on trips. For Level 2 & Level 1 incidentals will be reimbursed on actuals.
(ii) Reasonable expenses for laundry will be reimbursed.
(iii) Expenses incurred on official calls will be reimbursed on production of bills.
Usage of hotel telephones should be avoided.
f) Own Arrangement for boarding and Lodging
These allowances will be paid when actuals for boarding and lodging are not claimed
Level Class A City Non Class A City
L1 & L2 Rs. 700/- per day Rs. 350/- per day
L3, L4 & L5 Rs. 350/- per day Rs. 250/- per day
L6 & L7 Rs. 200/- per day Rs. 150/- per day
W1-W3 Rs 125/- per day Rs. 100/- per day
g) Reimbursement of Expenses for Meals/Refreshment for Day
Visits
(i) Day visits would mean tours where either the employee returns to originating place at night or nights are spent in travelling, and no night stay at a station is involved.
(ii) No Daily Allowance will be paid for day visits. However, actual reasonable expenses on meals / refreshments will be reimbursed, and shall be subject to limits as mentioned in para d above, on production of vouchers.
h) Road Travel in Conjunction with Outstation Travel
For local road travel from one point to another associated with outstation travel public transport will be used as per following maximum entitlement:
Level Mode of Transport
W3-W1 Public Transport
L6 – L7 Three Wheeler / Public Transport
L5, L4 Taxi
L3, L2 & L1 AC Taxi
(i) Full day engagement of a taxi for local commute while on outstation travel
is permissible to employees in L5 & above. In case employee in other levels require to engage a taxi for a full day if it is more economical, approval has to be obtained from their Departmental Head.
(ii) In view of higher cost involved in engaging taxis through hotels. It is advisable to use hotel resource as the last resort.
(iii) Engagement of taxis for long distances should be done only when other means of transport are not available.
(iv) When two or more employees have to travel together and it is more economical, use of staff/allotted/hired cars may be allowed. Such exceptions will also be permitted where the employee escort important company guests.
(v) Reimbursements will be made on claims made after the journey.
(vi) Employees in level 1 & level 2 travelling by air can commute locally by taxi
from and to the airport.
4. Local Travel
(i) Local travel implies travel within city limits upto 100 km (one way)
distance from the working place of an employee
(ii) Employee is reimbursed as follows for local travel:
Own two wheeler : Rs 1.75 / km
Own four wheeler : Rs 4.00 / km
Bus/Auto etc : As per Actuals
(ii) Employee should fill Local Conveyance Form within a week to claim
reimbursement and submit it to HR dept duly signed by his HOD. Place
of Visit and Reason should be clearly mentioned.
5. General
(i) Advance for tours shall be restricted to anticipated cash expenses. Balance of the advance amount shall be deposited back and receipts thereof should be attached along with TE Bills.
(ii) TE Bills should be submitted immediately on return, and in no case later than seven days.
(iii) Employees must make it a point to bring with them a duplicate copy of
the hotel bill, even if the bill is being directly sent to the company for
payment, and attach it with the TE Bills.
(iv) The Heads of the Department will pass travel claim for payment in accordance with these rules. Accounts Department, while making payments will ensure that TE Bills have been passed appropriately by the
department heads and Administration/ HR Department.
(v) Employees L7 and above who have to travel for long durations (four
weeks or more) to various locations on assignments, can take their
spouses along with them. Cost in terms of travel of spouse will be borne by the company and the mode of travel will be the same as applicable to the concerned officer.
Employees who are involved in an accident while travelling on business must promptly report the incident to their immediate supervisor.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
Note: For use of official vehicle, inform the Administration department atleast one day in advance.
rajkumar
From India, Delhi
Following is the my company's policies....pls see if somthing is of urs use.
7. Business Travel Expenses
1 Coverage
These rules will apply to all employees of xxx irrespective of their working sites/location.
2 Definitions
a) Tour
An employee will be deemed to be on tour if he/she visits any place more than 100 kms (one way) distance from the place of his work.
b) Day
A period of 24 hours commencing from the time of starting tour.
c) Class ‘A’ city
The following cities are considered to be class A city – Delhi, Calcutta, Mumbai, Chennai, Bangalore, Hyderabad, state capitals and union territories.
d) Departmental Head
For the purpose of Traveling Expenses Rules the departmental head is
defined as the person in-charge of a specific area of operation
e) Sanctioning Authority
The words “Sanctioning Authority” used in these rules for special sanctions shall mean:
Managing Director - For Functional Head reporting to
him directly i.e. directors.
Director/ Executive Director - For Department / department heads reporting to them.
Department Head - For personnel reporting to them.
3 Outstation Travel
a) Mode & Class of Travel
The maximum entitlements for mode and class of travel will be as under:
Level Mode of Travel
W1, W2 & W3 Rail Sleeper/Ordinary Bus
L7 & L6 III AC Rail Sleeper / Deluxe bus
L5, L4 & L3 II AC Sleeper/AC Bus / Taxi
L2 & L1 I AC Class/ Air Economy /Air business class / AC Taxi
In case an individual uses his own vehicle for outstation travel he will be reimbursed at the rate of Rs. 4.00/ km
(i) Air Travel in general should be restricted particularly for short distances where convenient mode of surface travel is available.
(ii) The travelling tickets have to be attached with the travel expense reimbursement bill.
b) Stay Entitlements
Stay in Hotel
Level Class A city Non Class A City
W3-W1 Rs. 250/- per day Rs. 200/- per day
L7 & L6 Rs. 400/- per day Rs. 300/- per day
L5, L4 & L3 Rs. 750/- per day Rs. 500/- per day
L2 – L1 Actuals Actuals
c) Meal Charges During Rail Travel
Total expenses for meals during railway travel (excluding Shatabadi Express and Rajdhani Express) can be claimed as per the following:
Breakfast - Rs. 30/-
Meals - Rs. 50/-
Snacks - Rs. 30/-
d) Meal Charges During period of stay
Level Class A city Non Class A City
L1 & L2 Actuals Actuals
L3 ,L4 &L5 Rs. 100/- per meal Rs. 75/- per meal
Rs 50/- Breakfast Rs. 35/- Breakfast
L6 & L7 Rs. 75/- per meal Rs. 50/- per meal
Rs.40/- Breakfast Rs. 25/- Breakfast
W3-W1 Rs 50/- per meal Rs 30/- per meal
Rs 25/- Breakfast Rs 20/- Breakfast
(i) These reimbursements are all inclusive of taxes and will be made on production of actual bills / vouchers only.
(ii) In case the expenses on particular day are less than the prescribed limit, the balance gets carried over to the next day and so on, but the total expenses for the entire travel period should not exceed the rate per day x the number of days of stay.
e) Incidentals, Laundry and Telephone Calls
i) Rs. 50/- per day will be given to all employees of level 7 to level 3 as
incidentals for expenses incurred on trips. For Level 2 & Level 1 incidentals will be reimbursed on actuals.
(ii) Reasonable expenses for laundry will be reimbursed.
(iii) Expenses incurred on official calls will be reimbursed on production of bills.
Usage of hotel telephones should be avoided.
f) Own Arrangement for boarding and Lodging
These allowances will be paid when actuals for boarding and lodging are not claimed
Level Class A City Non Class A City
L1 & L2 Rs. 700/- per day Rs. 350/- per day
L3, L4 & L5 Rs. 350/- per day Rs. 250/- per day
L6 & L7 Rs. 200/- per day Rs. 150/- per day
W1-W3 Rs 125/- per day Rs. 100/- per day
g) Reimbursement of Expenses for Meals/Refreshment for Day
Visits
(i) Day visits would mean tours where either the employee returns to originating place at night or nights are spent in travelling, and no night stay at a station is involved.
(ii) No Daily Allowance will be paid for day visits. However, actual reasonable expenses on meals / refreshments will be reimbursed, and shall be subject to limits as mentioned in para d above, on production of vouchers.
h) Road Travel in Conjunction with Outstation Travel
For local road travel from one point to another associated with outstation travel public transport will be used as per following maximum entitlement:
Level Mode of Transport
W3-W1 Public Transport
L6 – L7 Three Wheeler / Public Transport
L5, L4 Taxi
L3, L2 & L1 AC Taxi
(i) Full day engagement of a taxi for local commute while on outstation travel
is permissible to employees in L5 & above. In case employee in other levels require to engage a taxi for a full day if it is more economical, approval has to be obtained from their Departmental Head.
(ii) In view of higher cost involved in engaging taxis through hotels. It is advisable to use hotel resource as the last resort.
(iii) Engagement of taxis for long distances should be done only when other means of transport are not available.
(iv) When two or more employees have to travel together and it is more economical, use of staff/allotted/hired cars may be allowed. Such exceptions will also be permitted where the employee escort important company guests.
(v) Reimbursements will be made on claims made after the journey.
(vi) Employees in level 1 & level 2 travelling by air can commute locally by taxi
from and to the airport.
4. Local Travel
(i) Local travel implies travel within city limits upto 100 km (one way)
distance from the working place of an employee
(ii) Employee is reimbursed as follows for local travel:
Own two wheeler : Rs 1.75 / km
Own four wheeler : Rs 4.00 / km
Bus/Auto etc : As per Actuals
(ii) Employee should fill Local Conveyance Form within a week to claim
reimbursement and submit it to HR dept duly signed by his HOD. Place
of Visit and Reason should be clearly mentioned.
5. General
(i) Advance for tours shall be restricted to anticipated cash expenses. Balance of the advance amount shall be deposited back and receipts thereof should be attached along with TE Bills.
(ii) TE Bills should be submitted immediately on return, and in no case later than seven days.
(iii) Employees must make it a point to bring with them a duplicate copy of
the hotel bill, even if the bill is being directly sent to the company for
payment, and attach it with the TE Bills.
(iv) The Heads of the Department will pass travel claim for payment in accordance with these rules. Accounts Department, while making payments will ensure that TE Bills have been passed appropriately by the
department heads and Administration/ HR Department.
(v) Employees L7 and above who have to travel for long durations (four
weeks or more) to various locations on assignments, can take their
spouses along with them. Cost in terms of travel of spouse will be borne by the company and the mode of travel will be the same as applicable to the concerned officer.
Employees who are involved in an accident while travelling on business must promptly report the incident to their immediate supervisor.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
Note: For use of official vehicle, inform the Administration department atleast one day in advance.
rajkumar
From India, Delhi
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Tour & Travel Policy.docx
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