VA TECH WABAG HR MANUAL

Transcription

1 VA TECH WABAG Travel rules HR MANUAL Travel rules TRAVEL RULES H.1.0 H.1.1 INLAND Application: These rules are applicable to all the employees of the Company for inland travel only. H Purpose: These rules are meant for the purpose of reimbursing to an employee, according to his / her status in the service of the company, the expenditure incurred by such employee in traveling on the Company s business. H Sanction for Travel: Every employee proceeding on tour shall get his / her tour programme authorised by the Manager concerned and duly approved by the Head of Division / SBU before proceeding on tour. In the absence of Head of Division / SBU, employees can draw the tour advance with the approval of Head of Finance, and ratification of the same must be obtained from the Head of Division / SBU as early as possible. H.1.2 Mode of Journey: All employees while on tour, shall be entitled to travel by the mode or class as provided in ANNEXURE-I and shall be reimbursed the actual Air fare / Rail fare / Bus fare by the shortest route. Deviations in shortest route if any, will require prior approval of Head of Division. All air tickets shall be booked through the Company only. The Company shall also assist the employees for booking train tickets for his / her to & fro travel. The employees should give the requisition for all bookings to the respective secretaries as notified from time to time, well in advance to enable to book the tickets. All tickets requisition shall be duly approved by the Head of Division / SBU Head before it is given to the secretaries. Employees shall indicate whether RAC or W/L can be booked in case confirmed ticket is not available. The air ticket booking will

2 be done through approved travel agents of the Company. The shortest and most usual means of transport shall generally be used. However, in emergency/special circumstances due to exigencies of duty, higher mode of travel may be permitted. However, Head of Division / SBU s approval in writing should be obtained prior to the travel. In case HOD is not in town then oral approval from him has to be taken. The requisition form in such case shall be signed by the Manager concerned and later ratified by SBU Head / HOD s approval. Employee who draw Tour Advance and subsequently cancels his tour should return the advance on the same day or the next working day. In the case of overnight journey, as far as possible, employees should travel only by train. Air travel to be avoided in case of overnight journey. Employees should submit their tour statement within seven days of their return from the tour. If the employee goes on another tour immediately thereafter, i.e. on the same day or the next day of return from the earlier tour, they should submit their tour expenses report for both the tours within a week from the date of return. H.1.3 Cash Allowance: Lodging and Cash allowance shall be admissible to the employees as per the rates indicated in ANNEXURE-I. Cash allowance is payable from the time of departure till the time of return to headquarters. For working out the time of departure of an employee, 2 hours prior to the scheduled time or the actual time of departure, of bus/train/flight, shall be taken into account. For working out the time of arrival of an employee, 2 hours after the actual time of arrival of bus/train/flight, shall betaken into account. Cash allowance will be calculated on the basis of a calendar day beginning and ending at midnight. For broken period, the Cash allowance will be calculated at the following rates:- Up to 6 hours Nil More than 6 hours and up to 12hours 50% More than 12 hours 100% Normally no break in journey is allowed to the employee unless he has to perform an official work at the intervening station. In case the employee plans to break the journey on way to the destination or on return journey, details regarding break of journey and halt at intervening station shall be mentioned specifically in the tour programme and TA bill; otherwise no claim for boarding, lodging and conveyance for that period will be admissible. Conveyance expenses to and from airport, railway station, bus-terminal at Headquarters and at outstations shall be reimbursed as per entitlement of the employees in terms of ANNEXUREI. (wherever possible receipts like prepaid Taxi receipts, Cab operator s bills etc. shall be attached while preparing the Travel Expense claim).

3 When an employee is sponsored for attending residential seminars and the fee paid for the participation in the seminar includes lodging and boarding, the employee shall be eligible for 25% of the cash allowance admissible to him. If an employee, while on tour, spends the day or night in travel, he will be entitled only for the cash allowance and not for any lodging charges for such period. An employee on tour, will have only one option for claiming his various allowances admissible to him under these rules, i.e. he can, at one station, either claim: a. Lodging Expenses with receipt plus Cash Allowance. OR b. Lodging Expenses without receipt plus Cash Allowance. Claiming for part of the period of the tour for a day under (a) and for part of the same day of the tour under (b)will not be admissible. However, option can be changed on the subsequent day in the same tour. Employees shall not be eligible for claim of lodging expenses without receipt for stay in destination only during the day. Approval should be obtained from HOD for incurring entertainment on customers and claims may be made only against receipts. H.1.4 Actual Expenses: HOD may sanction claims on the basis of actual expenses in excess of these guidelines in special cases and in exigencies. Employees should plan their journeys in advance so that there is no necessity to deviate from the normal rules. In case an employee entitled to travel by train is allowed to travel by air due to the exigencies of work, the specific reasons for allowing the deviation from the normal rules should be given. Prior approval of HOD is required. Employees deputed for seminars, etc., should invariably travel by the entitled class only as journeys can be planned in advance. When more than one person is deputed for the same job and they are required to be together, as far as possible, they will combine their road travels so as to engage only one conveyance. The ceiling limits of accommodation charges should be adhered to strictly, if any relaxation is required, the extended limit should be specified in the tour programme itself that is prepared in advance and prior approval should be obtained. H.1.5 Approval of Claims : All travel claims in terms of these guidelines prepared in such form and with such details duly substantiating the expenditure with supporting documents shall be certified by the Manager concerned or SBU Head. Bills of CBU / HODs / SBU Heads shall be certified by MD.

4 H.1.6 Modification of Guidelines : The Executive Management Board may, at its discretion, issue clarifications for the interpretation of these guidelines. The Executive Management Board shall be entitled, at its discretion, to revise, curtail, vary or add to, all or any of these rules / guidelines at anytime. Note: Domestic Travel should be in ECONOMY class for those who are eligible for Air Travel Limit given for Lodging Expenses in ANNEXURE-I is exclusive of Taxes. H Breakup of Cash Allowance Breakfast 25% Lunch 30% Dinner 30% Out of pocket expenses such as Laundry, 15% Tips, Magazines, Portage, etc., TOTAL 100% Deductions will be made as above when employees entertain the customers or anyone else for business purpose at touring stations. H.1.7 LOCAL CONVEYANCE USE OF PERSONAL VEHICLE Personnel who use their personal vehicle for official (local) purposes, can claim the expenses incurred by them for fuel + maintenance, subject to the following limits: 1. Two Wheeler - Rs.5.00 per KM 2. Four Wheeler - Rs per KM While submitting reimbursement form for claim, employees shall mention the places visited and total KM covered and the amount claimed with respect to the above utility. Claims as above shall be certified by the Manager concerned and approved/ countersigned by the SBU Heads concerned before release of payment by Finance Dept. H.1.8 Visit of HO / RO employees to Project sites Whenever an employee based at HO/RO visits any of the Project sites, the following rules shall apply: Where the duration of the employee s visit to site does not extend one month, normal cash allowance shall be paid. Where the duration of the employee s visit to site exceeds a period of one month, the employee shall be paid cash allowance equivalent to site allowance (on pro-rata basis) applicable to their respective Cadres/Grades/Career/Expertise Level in accordance with Site Rules of the company. The individual shall claim cash allowance accordingly while preparing their travel expenditure claim. Day of Departure from and Day of Return to Headquarters shall be counted for purpose of reckoning one month period for this purpose. Where the individual is deputed to a site from HO for a planned period of more than one

5 month, the cash allowance shall be claimed equivalent to site allowance for full period of deputation. Visit to HO/RO in between a visit to site by HO/RO personnel requires prior approval of Head of SBU. Such approved visits to HO shall be treated as a break for purpose of payment of cash allowance. Visits to H.O. on personal grounds by employees will not be taken as a break for purpose of payment of cash allowance. Stay at site can be in Company Guest House or Hotel depending on convenience and availability. Where Hotel stay is made, reimbursement shall be made on production of bills as per company rules. No claim of Lodging expenses without receipt permissible while stay at Company Guest House. Where food is provided at Guest House by Company, deduction of 25% each for lunch, breakfast and dinner will be made from cash allowance based on declaration by employees if the stay at site is less than one month. No such deduction shall be applicable when stay extends beyond one month. H.1.9 TA REIMBURSEMENT FOR CANDIDATES Outstation candidates attending interviews shall be entitled for reimbursement of their travel expense as follows: For the post of Sr.Manager & above: Actuals restricted to Airfare or equivalent For others: Actuals restricted to II Class A/C rail fare or equivalent Candidates shall not be eligible for any additional Local conveyance or lodging / boarding charges unless specifically agreed by Company in advance. H.2.0 H.2.1 OVERSEAS TRAVEL Policy on Allowances for Foreign Travel (Upto 15 days) Objective: To review and bring the existing foreign travel eligibilities on par with International rates in Boarding/Lodging. Applicability: a) All employees of VA Tech WABAG Limited both on regular rolls of the company as well as on contract/consultant/outsourced mode of engagement. b) These limits are applicable only to foreign travel up to 15 days at a stretch. Foreign travel beyond 15 days at a stretch shall be governed by a separate deputation policy. c) All air travel shall be done in economy class only.

6 A. Classification: The employees are classified as below: Sl Designations No 1 GETs / Engineers / Senior Engineers / Principal Engineers 2 Deputy Chief Engineer / Chief Engineer / Manager / Senior Manager 3 Chief Manager & above up to Vice Presidents/SBU Head Classification JM MM SM B. Eligibilities: The following rates shall apply for Lodging & Food expenses per travel day. (All figures are in US Dollars only) Sl Country/Location Hotel Limits FOOD Per Diem No SM MM JM Per SM MM JM night 1 Middle East Asia South East Asia Japan/Korea/Singapore Europe U S A C. Other terms. 1. A 24 hour day, counting from 2 hours prior to flight departure from India and ending with 2 hours after flight arrival shall be reckoned for purposes of calculation of Per Diem. 2. On the above, travel time (after counting full days of 24 hours) beyond 6 hours and less than 12 hours shall be counted as half a day. 3. Travel time beyond 12 hours shall be reckoned as a full day. 4. Local travel in foreign countries shall be reimbursed at actuals. Bills should be attached while claiming. 5. Laundry expenses shall be reimbursed at actuals, if period of stay is more than 3 nights. 6. Corporate scratch card from an authorized service provider shall be made available from Administration for use of Mobile Phones, according to levels as per classifications above. Expenses beyond these limits have to be authorized by the SBU Heads. 7. Food expenses shall be claimed either a) At actuals in the hotels where our employees stay supported by bills. OR b) As per limits mentioned in B above without any bills. Clubbing of the above 2 arrangements shall be NOT be allowed. 8. Only where employees want to make their own arrangements for their food, the above food allowance limits will apply. 9. When employees claim food allowance in cash as per limits above, laundry expenses shall not be admissible. 10. Hotel bills will be reimbursed at actuals or the above whichever is lower. 11. Employees are required to stay in Hotels limits prescribed above to enhance the reputation of the company. 12. Employees can NOT make their own arrangements or stay at cheaper hotels and claim the balance between the actuals and their limits.

7 13. Any leave (with prior approval) if availed during foreign travel shall not be eligible for Hotel, Food & Per Diem allowances. 14. All airport transfer charges shall be reimbursed at actuals. 15. All local conveyance shall be arranged by the company. Where employees incur local conveyance expenses, the same shall be paid on authorization by the SBU Head. 16. Non Executive Category employees shall be eligible for limits prescribed to JM classification. 17. A Kit allowance of INR 8000 is payable to employees going abroad to meet special clothing/luggage requirements. This claim is permissible once in 2 years. D. Insurance The company shall take a comprehensive Insurance policy covering, health, accident, death, loss of baggage, passport etc. E. Date of Effect: This policy is effective from and supersedes all existing provisions on this subject. F: Approving Authority: Managing Director. H.2.2. Policy on Deputation Abroad (for stay abroad beyond 15 days) Clause 1 : Applicability: a) All Employees of VA Tech WABAG India Limited both on regular rolls of the company as well as on contract/consultant/outsourced mode of engagement. b) These limits are applicable only to foreign travel beyond 15 days at a stretch. Foreign travel less than 15 days at a stretch shall be governed by the Policy on Allowances for Foreign travel announced on c) All air travel shall be done in economy class only Clause 2 : Classification: The employees are classified as below: Sl No Career Level / Designations Classification 1 Asst I, Asst II, Admin AS (Admin Staff) 2 CL5-Engineers / Senior Engineers / Principal ES (Executive Staff) Engineers/CL-6 Deputy Manager 3 CL5 Deputy Chief Engineer, Chief Engineer, CL6- SS1 (Senior Staff) Manager, Senior Manager, Chief Manager 4 CL 7 DGM, AGM & above upto VP / Sr. VP / SBU Head SS2 (Senior Staff) Clause 3 : Eligibilities: The following rates shall apply for food and other incidental expenses per day. (All figures are in US Dollars only). During the deputation period, if the Employee visits India for Official reasons, he will be governed by Official Travel as mentioned in Clause 31. Employee deputed on single status or deputed at Site in host country will be entitled for this allowance during their additional leave i.e. leave once in 6 months (10 days for Site Employee & 7 days for single status non-site Employee).

8 Sl No Country/Location AS Per Diem ES SS1 1 Middle East Asia South East Asia Europe Clause 4: Status : The employee shall be deputed either on Single status or on Family Status, as decided by Company. SS2 Clause 5: Family Status: Employee deputed abroad and posted in Site on full time basis will be considered as Site Employee. Employee posted in offices other than site and visiting sites for a short duration on daily basis or in equal intervals shall not be considered as Site Employee. Clause 6: Site Allowance: All Site Employee (Refer: Clause 5) will be entitled for Site Allowance as mentioned in their worksheet. Clause 7: Family Status: If the Employee is deputed on Family Status, the company will bear the cost of one economy class air ticket (India-Abroad-India) for Employee & immediate family, however restricted to wife and 2 children upto the age of 18 years once in 12 months. This 12 months period will be reckoned from the date of the immediate family joins the employee first, from India. Unused tickets can be exchanged or refunded for the cash equivalent, at the discretion of the company. Clause 8 : Single Status Lodging: The Company will organize a guest house in the respective locations with the following facilities, for those deputed on Single Status: a) Single room accommodation (with a/c) shall be provided for SS1 / SS2 category staff. For AS / ES category staff shared accommodation shall be provided. b) Each room will be provided with a TV Dish will be provided with access to Indian channels wherever possible and permissible by local law. c) Fridge, Washing machines, ironing facilities, cloth dryers will be provided d) Kitchen will be provided with cooking facilities and microwave ovens. Consumables and raw materials for cooking shall not be provided. e) Arrangements will be made with local Indian families/restaurants for provision of Dinner on payment basis by our employees, wherever possible, if desired by our staff. f) Lunch will be available on payment basis by our employees, in the office cafeteria (wherever available) on weekdays. g) Arrangements for supply of leading Indian English newspapers and magazines, wherever possible. h) Hi speed internet connections will be provided. i) Emergency first aid medication will be made available. Clause 9 : Family Accommodation: The employee deputed on family status, will be provided with a Family Accommodation or House Rent Allowance in lieu of Family Accommodation. This will be decided on a case to case basis by President HR.

9 Clause 10 : Family Allowance : The employee deputed on family status, will be paid a family allowance of US $ 10/day where the family consists of Employee, Spouse and one child up to the age of 18 years. If the number of children are more than one, this family allowance shall be limited to US$ 15/- day. This allowance will be stopped in case the employee s spouse starts working. This allowance shall be claimed only if the employees spouse and children are stationed abroad. Clause 11: Furniture Allowance : The employee deputed on family status shall be provided with one time Furniture allowance to a maximum of US $ 4000/- ( US Dollars Four Thousand only), if he has been provided with a family accommodation without any furniture. The one time furniture allowance will be recovered from the employee if employee leaves the organization as mentioned below : Within 1 year from the date of release of Furniture Allowance -100% Within 2 years from the date of release of Furniture Allowance -75% After 2 years from the date of release of Furniture Allowance -Nil However, no deductions will be applicable if company calls back the employee on its own discretion / requirements. Employee can avail the Furniture Allowance reimbursements by producing valid bills without exceeding the fixed quantum. Clause 12 : School Fees : If the employee is deputed on Family Status, he will be reimbursed 75% of the school fees (admission and tuition ) for 2 children up to 18 years of age in English medium schools of ICSE / CBSE education systems abroad, provided the employees children study in host country. The company will reimburse school bus fees in full, annually. Clause 13 : Mobile & Internet Charges : Mobile will be provided to the Employee based on work requirements. Employee who is required to access the internet outside the office for official purpose, will be provided with internet data cards. The limits of mobile / internet usage will be decided on case to case basis by President-HR. Clause 14 : Visa Cost : All the cost related to Visa, Visa Medical and other legal formalities pertaining to employees / family (for those deputed on family status) residence card shall be borne by the company. If the employee misplaces the residence card, the employee has to undergo the procedures as applicable in the host country and the expenses shall be debited to his/her own account. Visas for Parents will be as per the local laws of host country. However, the costs involved in sponsoring the parents will be to employees own account. Clause 15 : Income Tax : Personal Income Tax if levied by the host country, shall be fully borne by the employee, in addition to the India Income Tax for the India salary if any. Clause 16 : Kit Allowance : A Kit allowance of INR 10,000/- is payable to Employee going abroad to meet special clothing / luggage requirements. This claim is permissible once in 2 years.

10 Clause 17 : Salary: The employee shall continue to earn the India salary. Deductions however shall be made for absence from duty abroad on Loss of Pay. A statement on the employee s approved attendance shall be sent by the 22 nd of every month to the respective SBU/Divn HR for purposes of payroll, duly attested by the employee s superior/s in the host country. a) Where an employee is sent on a bachelor s visa the following shall NOT be paid in his/her Indian Salary: 1. Car Scheme petrol reimbursements 2. Food Subsidy 3. Mobile reimbursements 4. Conveyance Allowance b) Whenever an employee is allowed by the company to take his/her family abroad, the following shall NOT be paid in his/her Indian Salary: 1) House Rent allowance 2) Car Scheme petrol reimbursements 3) Food Subsidy 4) Mobile reimbursements/allowance 5) Conveyance allowance 6) Medical Reimbursements** 7) Leave Travel Allowance** ** Pro Rata payments will be made for stay in India. Clause 18 : Leave Entitlements: India CL/CS/AL leaves will not be applicable for those period deputed abroad. If the host country law allows paid or encashable leave, the deputed employee will cease to earn Earned Leave in Wabag India, else Employee will be entitled for Earned Leave as per Wabag India Policy. The Employee will be entitled to the Government Holidays declared to private sectors in the host country, during their deputation. Sick Leave will be as per the host country labour law during their deputation period. Leave benefits will be calculated as per Wabag India policy while employee resumes duty back in India office. Clause 19 : Additional Leave: For Employees deputed abroad on single status or posted at site, if the period of stay abroad exceeds six months at a stretch, the employee will be flown to his/her place of posting in India at company s expense according to his/her eligibilities. In such cases the employee will be granted seven days paid leave including per day diem (not encashable) over & above his/her leave entitlements for single status Employees (other than sites). Site Employee will be entitled for 10 days additional leave after completion of every six months continuous stretch. The above mentioned day is inclusive of weekends. Wherever possible, Employee should club this additional leave along with the official travel to India. If the Employee choose to visit any other country other than India, he will be reimbursed with the airfare amount equal to his place of posting in India. Clause 20 : Working Hours: Employee deputed abroad in City Offices (i.e. other than Site Offices) will be working 5-1/2 days a week except Europe countries and the total working hours per week shall be as per the local labour law. Site Employee will be governed by the site working days / hours. Clause 21 : Local conveyance: Wherever possible a monthly pass by normal local conveyancemetro/bus services will be arranged by the company for purposes of conveyance from place of stayoffice -place of stay. Any other local travel incurred on company s business, shall be reimbursed on actual on production of receipts.

11 Clause 22 : Additional Baggage: The Company will pay additional baggage to the extent of 10 kilos per person for carrying personal goods i.e. utensils, additional winter clothing, foot wear etc., only at the first time i.e. at the time of joining & also at the time of permanent return to Wabag India. Clause 23 : Contract of Deputation: a) Employee deputed abroad under this policy are required to sign a contract of deputation to serve the company on their return to India, for a minimum number of month s equivalent of their India salaries (CTCII) of the amounts spent by the company on their deputation. b) The amounts spent by the company would include cost of travel, lodging, per diem and other expenses incurred on their stay abroad. c) Administration department would process the visas only on receipt of the above contract which would be executed on a stamp paper of appropriate value. d) This sign of contract is NOT applicable to those who travel on Project execution & Sales/Marketing trips abroad, exceeding 15 days of stay abroad at a stretch. Clause 24 : Provident Fund : Wabag India will continue contributions for PF while the Employee deputed to abroad, as per the norms of Provident Fund Act of India. Clause 25 : Continuity of Service : Employees deputed abroad, for the purpose of continuity of service in gratuity, long service award and superannuation programs, service abroad in Wabag shall be counted as if there was no break. Clause 26 : OTC Medicine : All employees deputed in Wabag abroad, shall be covered by Medical Insurance. Added to this, they will also be entitled for OTC Medicine allowance of US $ 30/- per month for self and family. Clause 27 : Medical Insurance in India :: Medical Insurance in India for the employees deputed in abroad shall continue during their deputation period. Clause 28 : Performance Management System: The deputed employees will be governed by Wabag India s performance appraisal, promotion, increments, productivity & variable pay and reward systems applicable. To facilitate the deputed employees rejoining Wabag India, at a later date, a notional increase in their Wabag India salaries shall be calculated every year as per Wabag India policy, but based on their Appraisal Ratings for the relevant years. Clause 29 : Human Resources Policies & Rules : The employee shall be governed by the Wabag India HR Policies / Rules pertaining to Leave, Service rules, timings, social security & insurance schemes, perks & benefits entitlements except where local laws & statutory requirements are contrary to the Wabag India HR Policies / Rules. Clause 30 : Company Car : Depending upon position & responsibility and locations the company pool car shall be provided for official use. This will be decided on a case to case basis and Wabag India Management decision shall be final. In all other cases, the Pool Car shall be used for official travel (except for residence - office - residence)

12 Clause 31 : Official Travel : When required to visit India as & when decided by superiors for official purposes, travel entitlements / expenses in India, including air (economy class) / train tickets, hotel boarding & lodging, local conveyance shall be as per the Wabag India Travel Rules. For all official travel outside Wabag Group companies abroad excluding India the eligibility shall be as per the respective foreign travel policy rules of the Wabag Group Companies abroad. For all official travel, company will bear the cost as mentioned above only. Clause 32 : Expiry of Visa. Employees posted on Wabag India sites abroad shall ensure that they do not overstay the duration of their visas and shall leave the respective country 24 hours before the expiry of their visas. The onus of leaving the host country before the expiry of visa, is the liability of the employee concerned. Clause 33 : Rejoining in Wabag India : Employees deputed abroad after completing their assignment will rejoin Wabag India. Employees deputed abroad will be governed by the same Promotion / Increment policies of Wabag India and their salaries / designation will be reviewed every year as per Wabag India policy and they will not be entitled for any special allowance / additional pay / promotion, when they rejoins Wabag India. Clause 34 : Other terms: a) A 24 hour day, counting from 2 hours prior to flight departure from India and ending with 2 hours after flight arrival shall be reckoned for purposes of calculation of Per Diem. b) On the above, travel time (after counting full days of 24 hours) beyond 6 hours and less than 12 hours shall be counted as half a day. c) Travel time beyond 12 hours shall be reckoned as a full day d) All airport transfer charges shall be reimbursed at actual e) The company shall take a comprehensive (overseas travel) Insurance policy covering, health, accident, death, loss of baggage, passport etc. at the time of departure. It is the responsibility of the deputed Employee to ensure and have the continuous Insurance coverage till he is back to India. Clause 35 : Date of Effect: This policy is with effect from 1 st January 2012 supersedes all existing provisions on this subject for stay abroad beyond 15 days at a stretch. Clause 36 : Approving Authority: Managing Director H.3.0 PASSPORT Employees in Career Level-5 and above are required to own a passport. All employees shall in general inform their passport numbers, date of issue and validity date to HR & Admin Department in writing. Employees in Career Level-5 and above shall be eligible to claim the fees paid by them to Government of India for obtaining new passport as well as for renewal of existing passport. Declaration of passport details along with receipt issued by Passport Office shall be submitted to Admin Department along with the claim.

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