TRAVEL POLICY

POLICY NUMBER

9

EFFECTIVE DATE

01st​​ December, 2017

VERSION NUMBER

9.1

REVIEW DATE

30th​​ August, 2019

 

  • OBJECTIVE:​​ To facilitate travel of employees for business purpose and to provide guidelines and establish procedures for employees incurring business travel and entertainment expenses on behalf of “Webnoo Technologies Pvt Ltd”.

 

  • SCOPE:​​ The procedure outlined in this document covers all the activities involved in the domestic travel arrangements on approved company business, regardless of the source of funds, duration of travel or business purpose (i.e. conferences, visiting clients, professional development, training etc.)

 

  • ELIGIBILITY:​​ This policy is applicable to all the employees existing in the company.

 

  • RESPONSIBILITY & ENFORCEMENT:​​ The employee​​ who is travelling​​ is responsible to:

  • Comply with the Travel Policy

  • Accurate submission of expenses items with policy guidelines

  • Presenting original receipts

  • Completing Expense sheet on timely basis

 

  • Employee’s Reporting Manager is responsible for reviewing and approving expenses. Then the HR Manager will recheck and give it for approval. Approval is required for all the expenses submitted.

  • The Reporting Manager approval indicates that the expenses incurred are agreed upon and confirms that such expenses are in accordance with the policy

  • The company assumes no such obligation to reimburse employees for expenses that are not in the compliance with the policy.

 

  • FORMS TO FILL:​​ 

  • The employee must fill the​​ “Travel Requisition Form”​​ one week before the date of travelling along with the approval of his/her Reporting Manager and submit to the HR Department for making the necessary arrangements.

  • Once the employee returns, he/she must fill the​​ “Travel Expense sheet”​​ along with the original expense bills attached along with that form.

​​ 

  • CITY CATEGORISATION:

  • Metro Cities (A):​​ Kolkata, Chennai, Bangalore, Delhi, Mumbai, Hyderabad

  • Non- Metro Cities (B):​​ Cities other than Metro cities

  • International Cities​​ 

 

  • DETAILS OF POLICY:

 

  • General rules for​​ Local​​ Travelling (in case of​​ same day return):

 

  • Conveyance to / from office to residence for employees (including Articles) will not be at the expense of the Firm. Those who attend office on Saturdays will also be not paid conveyance to / from office to residence.

  • For all other client related travel within the city which is at the expense of the firm, you may choose your own mode of local conveyance based on the principles of economy, comfort and distance / time as per guidelines given below:

  • When more than one person are travelling together to the same destination or to destinations in close proximity to each other, and if the cost of traveling (together) in one taxi is lower that the cumulative cost of auto rickshaw then taxi may be chosen as the means of travel.

  • When more than one person travels to the same destination then they must plan their travel schedules so as to make the journey together and can go in one taxi.

  • However the above notwithstanding, whenever a client offers to arrange for the transport, it should be used.

  • When public means of conveyance are cumbersome on account of luggage (such as heavy or large files etc.) then taxis may be used.

  • Employee may use their own vehicles for official purpose, at the rate specified from time to time,​​ and will be reimbursed on the following basis-

Two- Wheeler (Bike): @ Rs. 3.5 per KM

Four- Wheeler (Car): @ Rs. 7 per KM

The maximum KM for Local Conveyance is 200 KM.

  • Employees leaving office (or place of work) after 08:30 p.m. may use a taxi to their residence with prior approval of their Partner / Reporting Manager.

  • If the office vehicle is available at the travelled location, the employee must use the same as the priority mode of travel for local journey.

  • In case travel by bus/train, expenses to be supported by original bills. Whenever bills are not possible, approval from the Reporting Manager is required.

NOTE: This is inclusive of all type of running expenses like Toll, Parking etc.

  • The above are not entitlements but privileges that are offered with the comfort of employees in mind. Any person who travels by relatively cheaper means of transport (say auto-rickshaw) and claims reimbursement for a more expensive means (say taxi), will be considered to have abused the privilege. If these privileges are abused then they will be withdrawn and action will be taken against those errant

 

 

 

 

  • General rules for Domestic Travelling​​ (in case of Stay):

 

  • In case of employee stay, the Head quarter admin team can assist to book the tickets of Bus/ Train/ Air travel and hotel booking for stay.

  • At the time of local travelling in the city, the employee can use Local Bus/Taxi as per the availability of mode of transport.

  • To claim the local conveyance amount, all the original bills should be attached with the Expense sheet. In case, employee doesn’t have the bills (for e.g. in case employee travel by auto) then he/she must have the information of how much distance he/she has travelled during the day and submit the required information to claim any such amount.

  • If the employee stays on his/her own arrangement during the period of company tour, company will not pay any Lodging allowance for the same.​​ 

  • All bills/ receipts should be legible and in proper condition. No over writing on bills is allowed, in case found necessary action will be taken.

  • The other expenses like Laundry, Wi-Fi and in room dining would be employee’s personal expenses. The company will not approve any kind of such bills.

  • Employees are advised to share their occupancy in case two or more employees are travelling together.

  • Liquor/beer or other minibar expenses would be on the individual’s personal account.

  • Employee will be entitled to claim reimbursement of any other expenses like fax to office/ distributor/customer, photocopies or courier on actual only and detail description of such expenses need to be mentioned in Travel Expense sheet.

  • The Per Diem amount should be given to the employees for food and other expenses. Bills are not required to claim the per diem.

  • If the hotel provides breakfast inclusive with room charges then the per diem amount would be Rs. 500 and in case there is no facility of breakfast along with the room charges the per diem amount would be Rs. 700.​​ 

 

  • General rules for International Travelling:

 

  • At the time of International Travelling, employee must inform the HR Manager at least 3 weeks before travelling day as the Air Travel (Economy class) ticket will be arranged by the company.

  • The food and other expenses amount will be reimbursed as per the bills submitted with the Travel Expense sheet.​​ 

  • The company must provide some advance amount in employee’s account which will help him/her during travelling and after returning the employee must submit the supporting bills of that amount.

  • The employee can claim other expense amount which relates to company work for e.g. entertainment allowances along with the authentic bills.

  • Liquor/beer or other minibar expenses would be on the employee’s personal account.

 

EXPENSE HEADS

TYPE OF CITIES

Metro Cities ("A")

Non-​​ Metro Cities ("B")

International City

Boarding​​ Expense

By Company

By Company

By Company

Lodging​​ Expense

By Company

By Company

By Company

Per Diem Amount (For Food expenses per day)

 Rs. 500 (Excluding breakfast) and Rs. 700 (Including breakfast)

 Rs. 500 (Excluding breakfast) and Rs. 700 (Including breakfast)

At Actuals (against bills) 

Local Travelling (Bus/ Taxi)

At Actuals (against bills)

At Actuals (against bills)

At Actuals (against bills)

 

  • Guideline to follow at the time of Submitting the bills:

 

  • On return from the tour, employee must submit the Travel expense sheet along with all the original bills attached with that sheet in the HR Department within 7 days.

  • If employee submits bill more than the eligibility criteria will not be approved.

  • The employee must take the approval from their Reporting Manager on all the bills before submitting in the HR Department.

  • The company policy is to reimburse the expense bills twice in a month i.e. on 15th​​ and 30th​​ of Every month.

  • In case of late submission of bills, the company will not reimburse any amount to that employee.

  • If any employee is travelling with other colleague, the expenses incurred jointly should be claimed by the employee who is doing payments at that time.

  • The bills must be verified by the HR Department and they have the authority to deduct the expenses incurred which are not in line with the policy.

  • No reimbursement would be made in absence of original bills or receipts.

  • Every employee must follow the safety guidelines mentioned in the Travel Advisory during travelling.