Travel and Accommodation Policy (Domestic Travel within India)

Transcription

1 Travel and Accommodation Policy (Domestic Travel within India) Version 3.0 October 2017 Hexaware Technologies Limited. Ver 3.0 Page 1 of 9

2 Date Version No. Prepared By Reviewed By Approved By Summary of Changes 1-Jun Introduction of Policy 21-Sep Parul Bhandari, Deputy Manager- HR Jacob P U, Associate Vice President - HR Amberin Memon, Chief People Officer Changes in the Annexure A & clause 4.2 Stanley George, Associate Vice President - HR 15-Oct Mohan kumar M R, Manager Admin Chennai Sujeet Oommen, Senior Vice President Global Admin Amberin Memon, Chief People Officer Changes in the Section 5 and Annexure A Hexaware Technologies Limited. Ver 3.0 Page 2 of 9

3 TABLE OF CONTENTS Serial No. Topic Page No. 1 Objective 4 2 Policy Commencement & Validity 4 3 Scope 4 4 Guidelines 4 5 Travel Policy 5 6 Travel Allowance 6 7 Procedure 8 8 FAQ 8 Hexaware Technologies Limited. Ver 3.0 Page 3 of 9

4 1. OBJECTIVE The objective of this policy is to define a process that will facilitate the travel of employees on account of business, within India. It includes travel within the city and across locations in the country for official purposes. 2. POLICY COMMENCEMENT & VALIDITY This Policy shall come into force from 15 Oct, 2017 and remain valid till revoked. However, management is free to make any amendments to the policy or withdraw it any time, with appropriate communication. 3. SCOPE This policy shall be applicable only for India based Hexaware IT offshore employees (unless specifically mentioned): a) Regular Employees b) Dependents c) Trainees d) Contractors e) Retainers 4. GUIDELINES 4.1 This Policy shall be applicable only for domestic travel for less than one month. For domestic travel assignments of 30 days or more, please refer to the Deputation Within India Policy; 4.2 All employees are required to use Company Guest Houses wherever provided 4.3 Organization has negotiated best rates and facilities with several hotels in various locations and employees are required to stay in these hotels, if the Guest House accommodation is not available 4.4 When an employee travels for a seminar or learning programme and if the fees for the programme include charges for accommodation and boarding, the employee shall not be eligible for allowances. 4.5 In the situations like flight cancellation, missing the flight other than negligence of employees etc., the extra cost of making all the arrangements again, will be borne by the organization 4.6 No variation for excess baggage, etc. (except if it relates to Company material being ferried) will be entertained beyond the published limits 4.7 It is the employee s responsibility to report his or her actual travel expenses in a responsible and ethical manner, in accordance with the regulations set forth in the policy. Hexaware Technologies Limited. Ver 3.0 Page 4 of 9

5 4.8 Advance payment for travel expenses shall be provided only if stay arrangement is taken care of by the employee himself/ herself. All the settlements are required to be completed within 7 days of return. Advance shall be paid to the employee through ERA. 5. TRAVEL POLICY 5.1 The air-travel policy applies to all the India based Hexaware IT offshore employees, dependents, trainees, contractors, and retainers. 5.2 An employee needs to raise a Travel Request (TR) on the Travel Self Service (TSS) portal on StationH for all official travel by Air, train, and bus. 5.3 Hexaware travel desk/travel coordinators and the company authorised travel agents will not process any request without a duly approved valid travel request number in the TSS 5.4 Invoices other than authorized travel agents/without a duly approved TR will not be honored for reimbursement/payment for official travel unless same is approved by Global Corporate Affairs Head with a valid justification for the same 5.5 As per the company policy, all Domestic travel requests should be raised at least 10 days prior to the date of departure. Any travel request raised within 10 days prior to the date of departure will be treated as an exception travel request that will go through a separate exception approval flow (please see below) 5.6 The employee must ensure that travel request is raised against appropriate finance ID. In case of any deviation, travel desk and finance department needs to be duly informed 5.7 Employees eligible for air-travel are required to fly in economy class only 5.8 Exception approval flow (Domestic): The employee will need to enter relevant reason for travel on short notice resulting an exception travel request at the time of raising the travel request The exception travel request will require 2 approvals First level approval will be one of the following cases as applicable: Sales Self-approve Delivery ASDM or Vertical Delivery Head (in case of no ASDM) Support Support Unit Head Second level approval required will be that of one of the cases mentioned below (as applicable). The approver may choose to approve the exception over an or by logging into the system Sales Sales Unit Head Delivery Vertical Delivery Head Support Support Unit Head Hexaware Technologies Limited. Ver 3.0 Page 5 of 9

6 5.9 Travel Best Practices Employees are encouraged to avoid short term (1 day or less) domestic travel. Employees should choose to find an alternate arrangement virtual meeting over Webex, Teleconference etc. to avoid short term domestic trips 6. TRAVEL ALLOWANCE The various parameters for claiming the travel allowances are mentioned in Annexure A Hexaware Technologies Limited. Ver 3.0 Page 6 of 9

7 TRAVEL ALLOWANCE (ANNEXURE A ) Parameters Employees Employees in Employees Employees in in Grades Grades in Grades Grades G14 TRN, G/S2 G/S4 G5-G10, G11 G13 & above S5-S10 1 Mode of travel Train / Bus Train / Air / Car Train/Air / Car Train/Air / Car 2-tier AC / Economy Economy class class by Air / by Air / 2-tier AC Car on Economy class 2 Class of travel 3-tier AC / Individual basis (refer cab policy) by Air / Car on Luxury Bus/Car on sharing basis (Refer cab policy), Economy class by Air if the AC / Car on sharing fastest train journey basis (refer cab >8 hr policy) individual basis For stay in hotel (if hotel specified by Rs.2500 per Rs.3500 per Rs.6000 per Rs.8000 per 3 Admin and Guest day exclusive day exclusive day exclusive day exclusive House is not available) of tax *# of tax *# of tax *# of tax *# Only overnight stay * Subject to a Subject to a Subject to a Subject to a maximum of maximum of maximum of maximum of Meals and incidental Rs.400 per Rs.600 per 4 expenses (M&IE) * day Rs.500 per day day Rs.700 per day reimbursed at reimbursed at reimbursed at reimbursed at actuals actuals actuals actuals Special allowance for making personal lodging arrangements, Rs.600 per Rs.1000 per Rs.1200 per 5 in lieu of hotel / guest day Rs.800 per day day day House stay. Only Overnight stay. * * Grade A cities Mumbai, Chennai, Kolkata, Delhi & Bangalore 100% of limit Hyderabad, Ahmedabad, Lucknow, Chandigarh, Trichur, Aurangabad, Pune, Cochin, Jaipur, Grade B cities Kanpur, Nagpur, Goa, Coimbatore, Madurai, Trichy 80% of limit Grade C cities Other cities and towns 70% of limit # restricted to actuals **The travel expenses for trainees will be borne by the units to which they have been assigned post the completion of their training period Hexaware Technologies Limited. Ver 3.0 Page 7 of 9

8 7. PROCEDURE 7.1 Before the Tour An employee needs to raise a Travel Request (TR) on the Travel Self Service (TSS) on StationH for all official travel. If the employee does not settle any previous Travel Advance payment, he/she must settle the same before any further advance is required for the current travel. No adjustments of travel advance can be done for one requisition with another. Request for advance is to be made to Finance Group 7 days before the date of travel. 7.2 After the Tour Within 7 days after the official trip, the employee needs to file the expenses on Expense Claim Settlement (ECS) portal on StationH, and share the printout of the expenses sheet along with necessary bills/vouchers in original, to be approved as per the approval matrix, and submitted to Finance Department. Any balance from the advance is also to be repaid at the same time. *All travel expenses for the Department Heads will be self-approved. Q1: When is the Policy effective from? FAQ S This policy shall come into force from 15 Oct, 2017 and as amended from time to time and remain in force till revoked. The Management is free to amend/ withdraw this Policy at any time with appropriate communication. Q2: Are all employees applicable for the Domestic Travel Policy? All offshore employees, dependents, trainees, retainers, and contractors traveling within India on business tours are eligible for Policy on Domestic Travel within India. Q3: Will this policy be applicable for claiming deputation allowance? This policy shall not apply for claiming deputation allowance. Deputation Allowance shall be claimed under the policy governing Deputation within India. Q4: What should I do for cancellation/postponement/reissue of ticket? For cancellation/postponement/re-issue of ticket, the employee would have to take the Vertical Delivery Head/Function Head/Practice Head/Competency Head approval explaining the cause of the cancellation/postponement/reissue. Hexaware Technologies Limited. Ver 3.0 Page 8 of 9

9 Q5: What is the accommodation eligibility for employees? Employees should stay in the Company s Guest House, wherever available. For this, all location admin will be advised to book rooms first in the guest house and then booking a hotel room only in case of nonavailability of guest house accommodation. Q6: Can I choose my own hotel, in case the guest house/company specified hotels are not available? At places where there is no company guest house or accommodation in guest house or company specified hotels available, the employee will be entitled to hotel stay, subject to monetary limits specified in Travel Allowance of above policy. These will be reimbursed on production of proof of expense. Please refer to the Annexure A for details. Q7: Within how many days should I claim the travel expense after the tour is completed? Expenses of the tour should be claimed within 7 days of travel. Q8: What should I do with the boarding pass? Wherever the journey has been undertaken by air, the boarding pass should be submitted to Accounts Department along with the travel claim if the ticket was booked through the Company. In case of tickets being directly purchased by the employee, the same shall be attached to the travel expense statement form. Hexaware Technologies Limited. Ver 3.0 Page 9 of 9