Domestic Travel Procedure

Transcription

1 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:1/7 Domestic Travel Procedure Issue Rev Date Prepared by Verified by Approved by Modifications Page 1 A Human Resources Human Resources Human Resources Sathyanarayan GK Subbaiah KU All All Sathyanarayan GK Subbaiah KU All All Sathyanarayan GK Subbaiah KU All All

2 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:2/7 Table of Contents S.No Particular Page No 1 Objective 3 2 Applicability 3 3 Responsibility 3 4 Deviation 3 5 Approvals 3 6 Booking of tickets 5 7 Lodging expenses 5 8 Boarding expenses 5 9 Journey expenses 6 10 Conveyance 6 11 Entertainment expenses 6 12 Credit cards 7 13 General 7 14 Annexure A

3 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:3/7 1. Objective To specify appropriate standards of stay and other facilities to be utilised by employees while on business travel. To enable employees to travel with Comfort during the Business Travel. To provide rules and procedure for sanctioning and claim of Domestic travel expenses. 2. Applicability Employee of Pricol Limited and its subsidiaries, travel beyond 100 kms from the place of work. 3. Responsibility Human Resources Department Administration / Travel Desk Finance For clarification on policy and procedures. For making necessary travel arrangements as per the procedure For implementation of rules without any deviation(s), Payment of advance and reimbursement of expenses. 4. Deviation(s) All employees are suggested to strictly adhere to the policy and entitlements provided. In general, no deviation will be entertained and however if there is, due to unforeseen circumstances, to be justified and approved by the CEO through their respective Departmental Managers and CXO s. 5. Approvals Planning for Business Travel shall be made through Travel Authorization Request, as attached in annexure -1. Employees should proceed on tour only after obtaining prior approval from the immediate superior and his Head of Department (HOD). All the travel to be planned in advance. Travel Authorization request shall be sent to Administration and Finance Department 5 days prior to the travel to make the necessary arrangements. Employees may draw a max of INR 10,000/- as travel advance from Cash section prior to the commencement of tour. The quantum of this advance has to be a reasonable amount based on the duration of the tour and the place to be visited. This will be credited to their bank account and no cash will be given. Further if any additional advance is required, he can send a mail request, through the approval process and it will be credited to his bank account.

4 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:4/7 In case a tour does not take place after a Travel Advance is taken, advance should be refunded to the Company on the very same day or latest by the next working day, without fail. Travel Expenses statement shall be submitted within 5 working days from the date of arrival. Failing to submit the same within 5 working days would result in recovery of the tour advance from the salary of the employee, without any reference to her / him. If there is another travel immediately, the expense statement shall be submitted prior to the departure. No further advances shall be granted unless previous advances have been settled. The employee will have to attach the following supporting documents substantiating the expenses incurred by him/her to the Travel Expenses Statement. a. Air/rail ticket/bus ticket purchased by him directly, except booked by company b. Supporting vouchers for accommodation expenses, transport expenses & Boarding expenses c. Supporting vouchers where journey allowance is actual d. Support documents for entertainment expenses, if any, clearly specifying names of the guests entertained. e. Bus and taxi bills with receipt. Where it is not possible to obtain a receipt, indicate the fact on the Travel Expenses Statement or attachment, giving details of each such trip. f. Parking fees or tolls receipts. All the travel expense statements shall be validated by Finance for confirming the eligibilities. On validation, Finance will forward the bills to the immediate superior / Head of the Department for final approval, with their comments. Approval Process For employees in the Senior Management Cadre Finance will validate and should there be any deviation from the procedure finance will make necessary remarks and it will be passed to concerned CXO or CEO as appropriate. For all other employees on Finance validation, immediate superior will sign and it will be processed for the payment. Please note no deviations will be allowed and over and above the eligibilities it will be disallowed. No escalations allowed. Departure date & time and Arrival date & time indicated in the Travel Expenses Statement will be considered. Spill overtime after calculating the days, more than 8 hours will be considered as one day and less than 8 hours will be ignored. 6. Booking of Tickets All Air / train tickets will be booked by the Travel Desk / Administration Department only as per his entitlement through the authorized travel agent. Tickets will be booked on the low cost carriers keeping in mind the flight change over s, transit time etc., Also travel desk / administration will ensure travel to their respective destination will be done without difficulty. No preference in carrier will be entertained.

5 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:5/7 For overnight journeys, and Journeys less than 500 kms, mode of travel is by train and no flights to be booked. No deviations will be entertained. However based on the work exigencies, economy and length of the work, a final decision will be made for the Air Travel and approval for such deviations will be by concerned CXO and CEO. If two or more than two employees are travelling to short distance, Administration / travel department will consolidate and take decision on appropriate mode of transportation. Cancellation of the air/train tickets if any shall be done by the employee with an intimation to the Travel Desk / Administration department. If the cancellation is not done, the company will have the right to debit it to the individual account or recover from salary, without any reference to him / her. 7. Lodging Expenses Permissible only when an employee stays overnight at the place of visit. If the guest house accommodation is available in the location, employees are expected to stay. Stay expenses limits are indicative and employees are expected to stay in the most economical hotels. In case an employee reaches a place by overnight journey and performs his job and commences his return journey back to office on the same day, he is permitted to stay as per his eligibility in the hotel and claim the expenses with bills. If the employee makes his own arrangement, they can claim 25% of the other city Stay allowances as per the eligibility in annexure-ii. For more than one day, either the employee can choose on actual basis or on his own arrangement. Combination of both is not permitted in the short travel. 8. Boarding Expenses Boarding expenses are indicative and all the expenses shall be supported with Original Vouchers, without vouchers no payments will be made. This includes food and non-alcoholic beverages. Consumption of Alcohol other than during the customer dinner, is considered as personal and shall be borne by the employee. Consumption of Alcohol during the Lunch is forbidden. If the duration of stay is less than 8 hours, the employee is eligible for per day boarding allowance. Boarding Expenses will not be applicable, if the Training / Seminar cost is inclusive of Food. 9. Journey / Other Expenses Employees are eligible to claim Journey allowance as per the annexure II and this is applicable for journey by Train / Bus. For Journey more than 8 hours will be treated as full day and less than 8 hours but more than 4 hours will be treated as Half day.

6 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:6/7 Where Journey expenses are indicated as actual, this shall be supported with Original Vouchers. 10. Conveyance The mode of conveyance is given in the annexure-ii Employees are encouraged to use the economical means of transport for commuting. You are requested to use the Call Taxi rather than engaging taxi for the day. When two or more employees are deputed to the same site, the employees are expected to share the transport to avoid duplication of the cost. In such cases, the senior most employee will spend and claim the reimbursements. When they make own arrangement(s) for stay, the distance shall not be more than 50 km(s). Distance beyond 50 Kms conveyance will be borne by the employee. All the taxi expenses shall be supported by the Original Vouchers. 11. Entertainment Expenses All the entertainment Expenses shall have the prior approval of Chief Executive Officer through normal approval Channels, indicating the reason, the benefits to the Organization without which no reimbursement will be made. Entertaining employees in order to motivate / discuss business is allowed and it is restricted to one dinner during the trip and the expenses may be claimed at actuals. However the limit shall not be more than Rs. 500/- per employee. While submitting the bills, the employee shall write the name of the employees clearly. Employee entertainment shall be carried out by Head of the department / CXO s / BU Heads. 12. Credit cards Employees are encouraged to use the personal Credit Cards to settle expenses during the travel as per his / her entitlements. Reimbursement will be made to the employee for all the expenses incurred by using the Credit Card. Please note all the reimbursements will be made to the employee and no payments will be made to the Credit Card Account, irrespective of circumstances. Payments to Credit Cards are the responsibility of the employee. 13. General No reimbursements will be made for the use of any recreational facilities in the Hotel. This includes Gym / Health Club and in-room movies, pay channels or to shows of any nature. Also no reimbursement(s) will be made for any Tobacco or tobacco related products. As stated earlier, consumption of alcohol other than during the customer dinner is considered as personal and shall be borne by the employee only.

7 Pricol Limited DOMESTIC TRAVEL PROCEDURE Page:7/7 On resignation or termination, the employee has to submit all outstanding Travel Expense Vouchers and settle the advances in his / her name. Finance department will settle the same directly or through Full and final Settlement. Employees staying for more than 30 days at a location for business purpose, the Management may at its own discretion, fix monthly allowance in lieu of hotel and food allowance. Travel expenses statement shall not contain any other claims, like gifts, purchase of tools & tackles or stationary. They should be claimed separately and accounted for. Employees are not encouraged to procure the gifts directly, unless specified. Procurement of Gifts shall have the prior approval of the Chief Executive Officer. For gifts, please refer to the separate policy procedure. Telephone expenses shall be supported with Vouchers, when employee is not provided with Company Telephone. Without supporting vouchers reimbursements will not be made. As a protocol, the bills for entertainment expenses or employee entertainment shall be settled by the highest hierarchy. This is mandatory. No claims to be made on the engagement of porters, unless they are carrying the manufactured parts / spares with them and travel is by train. For more than 5 days of continuous stay, employees are allowed to claim reasonable laundry expenses, supported by bills. The travel eligibilities will be studied by Human Resources Department on yearly basis. Any issues / omissions, the decision of the Management shall be final. For any clarifications, employees are requested to contact the Human Resources Department.