CEMENT BUSINESS. Sub: Domestic Travel Policy for Management Cadre employees at Job Band 10 & below and Staff Cadre employees of Cement Business

Transcription

1 September 24, 2009 To: All HR Heads Sub: Domestic Travel Policy for Management Cadre employees at Job Band 10 & below and Staff Cadre employees of Cement Business Dear All, Attached is revised Domestic Travel Policy applicable to Management Cadre employees at Job Band 10 & below and Staff Cadre employees of Cement Business with immediate effect and shall replace the current policy dated 1 st July Employees at Job Band 9 & above are governed by the Group Domestic Travel Policy India (ABMCPL / GHR / ) released by Group Human Resources on May 7, Request you to share the revised policy with all concerned employees at your Unit. With Best Regards, C B Tiwari Chief People Officer Cement Business CC: CMOs, CFO, UHs Page 1

2 DOMESTIC TRAVEL POLICY FOR MANAGEMENT CADRE EMPLOYEES JOB BAND 10 & BELOW AND STAFF CADRE EMPLOYEES Coverage: This policy is applicable to all Management Cadre employees at Job Band 10 & below and Staff Cadre employees of the Cement Business. General Guidelines: All employees must use the ABG Travel Portal for official Domestic Travel bookings. Travel must be consistent with the need of the business. Prior approval for all travel plans in consultation with the Reporting Manager is necessary either on the travel requisition form or on mail with duly explained reason for travel. Travel reservations must be done through the Organization s designated Travel Agencies only. This helps the organization negotiate better rates given the volume of travel in the Group. Only in case of emergencies such as last minute cancellations or rescheduling should individuals do their own booking, which needs the approval from the Functional Head. Period of 12 hours or more shall be counted as full day while less than 12 hours upto 6 hours shall be counted as half day. In case of deputation for more than one month, the lodging and boarding allowance shall be reduced by 25%. Henceforth, all employees must use their accumulated frequent flyer points earned on official travel for purchasing tickets for official travel. Travel & Stay Mode of Travel: Table 1: Job Band / Employee Group Class of Travel Air Travel Rail Travel Local Conveyance 10 Low cost airlines Indigo, Go Air, Spice Jet, etc (*) * If train journey exceeds 24 hours) 2 AC / 3 AC Metered Taxi in Metros / Auto or local conveyance mode at other 11 & 11 B NA 2 AC / 3 AC Metered Taxi in Metros / Auto or local conveyance mode at other Below 11 B & Asst. Officer / Asst. Jr. Officer / Jr. & Below NA 2 AC / 3 AC Metered Taxi in Metros / Auto or local conveyance mode at other NA 3 AC / Sleeper Metered Taxi in Metros * / Auto or local conveyance mode at other Page 2

3 * For the purpose of local conveyance, Metros shall include Mumbai, Delhi, Kolkata & Chennai. Kindly ensure that metered taxis are not kept waiting while in day long meetings. Portage / excess baggage charges shall be reimbursed in cases where the employee is required to carry official documents / assets. Transportation costs in such cases from airport / railway station to guest house / office / hotel / residence shall also be payable. Women employees are encouraged to plan their travel itinerary such that they reach their final destination latest by 8 pm in the evening. Preferred Airlines only to be used. Lodging The order of preference for an employee to stay while on a business trip in any of the cities should be the following: 1. Company Guest Houses 2. Self Arranged Accommodation 3. Hotel Accommodation (through the designated ABG Corporate Tie Ups hotels) 4. Other Hotels Only in case of non availability should an employee opt for the next preferred option. Company Guest House: This should be the first option of stay while on a business trip. The ABG Travel Portal provides Guest House details available across the country. Bookings for the same can be made through the portal itself. Self Arranged Accommodation: Employees opting to stay on their own while on a business trip with family or friends are eligible for a reimbursement on actuals subject to the below mentioned limits on account of gifts taken, entertainment expense, etc for the host. Table 2: Job Band / Employee Group Max. Limits (On a per trip basis) For upto 2 nights Max. Limits (On a per trip basis) Beyond 2 nights 10 INR 750 INR & 11B INR 600 INR 900 Below 11B & Asst. Officer / Asst. INR 450 INR 700 Jr. Officer / Jr. & Below INR 300 INR 500 Page 3

4 Hotel Accommodation: Employees, who are required to stay at hotels while on a business trip should use the ABG Corporate tie ups for hotel bookings (to be done through the ABG Travel Portal) subject to the below mentioned limits on room tariffs per night. Table 3: Job Band / Employee Group Type of Occupancy Tariff Limits (inclusive of Taxes) Room Category II Cities ** Category I Cities * 10 Standard Single # INR 2000 INR & 11B Standard Single # INR 1500 INR 2500 Below 11B & Asst. Officer / Standard Single # INR 1000 INR 2000 Asst. Jr. Officer / Jr. & Below Standard Single # Hotel : INR 800 Guest House : INR 1000 INR 1600 * For the purposes of the travel policy, Bangalore, Chennai, Delhi, Hyderabad, Kolkata and Mumbai have been classified as Category I Cities. ** All other cities in India shall be treated as Category II Cities. # In case of more than one employee traveling together for conferences, seminars, etc, they are encouraged to avail of hotel stay on double occupancy. Any personal expenses shall have to be settled directly by the employee at the time of check out. All stay on such trips as the ones mentioned here should be at Business Hotels only and in Standard rooms only. Any exceptions to the above must be accompanied by the specific approval of the Functional Head in this regard. Meal Expenses Meals in case of Self Arranged and Hotel Accommodation: All expenses pertaining to meals shall be reimbursed on actuals, subject to a cap, as has been indicated in the table below. Meal expenses can be claimed under ANY ONE of the following categories for each business trip undertaken. Table 4: Job Band / Employee Group Meal Expenses limits (on a per day basis) With supportings (bills / receipts) Without supportings 10 INR 850 INR & 11B INR 600 INR 225 Page 4

5 Below 11B & Asst. Officer / Asst. INR 600 INR 200 Jr. Officer / Jr. & Below INR 400 INR 175 Eg: An employee, at Job Band 10 who stays in a hotel for 4 days and incurs expenses on meals that are not supported by vouchers can claim upto Rs 1200 (Rs 300 * 4 days) towards meal expenses. In such a case, he / she cannot claim any amount towards any other meal expenses, even if supported by vouchers. In case an employee does not incur expenses for breakfast, lunch or dinner, the employee should claim meal expenses proportionately. Meal expense limits (with or without supportings) include 20% expenses for breakfast and 40% each for lunch and dinner. Meals in case of Guest House Accommodation: In case of Guest House accommodation, employees are expected to have their meals at the Guest House. In the event of expenses incurred towards meals that are not at the Guest House, such would be payable at actuals subject to the caps as indicated in Table 4 above. All such expenses have to be supported by bills and cannot be claimed otherwise. Miscellaneous Expenses Unsupported sundries can be claimed under Miscellaneous Expenses upto a maximum for 15 days. Table 5: Job Band / Employee Group Max. Limits (per day) upto 7 days 10 INR 150 INR & 11B INR 150 INR 75 Below 11B & Asst. INR 125 INR 70 Officer / Asst. Jr. Officer / Jr. & Below Max. Limits (per day) 8 th to 15 th day INR 125 INR 70 Example: A business trip of 11 days would allow an employee at Job Band 10 to claim Miscellaneous Expenses of INR 150 for the first seven days and INR 75 for the balance four days amounting to INR days 150 * 7 = INR days 75 * 4 = INR 300 Amounting to a total of INR 1350 Page 5

6 Expenses towards laundry shall be reimbursed on actuals, for Job band 10 & below. This is applicable only if the travel plan is for more than 5 days and subject to submission of original bills / receipts Non Reimbursable Expenses: The following expenses shall not be reimbursed by the Company and must be settled directly by the employee if incurred. (the list is not exhaustive but indicative) Movies / TV Personal Phone calls Massages / Beauty & Health treatments Alcoholic Beverages & Cigarettes Annual fees for loyalty schemes of Airlines, Hotels etc. Expenses on upgrades in Airlines, Hotel rooms etc. Fines for violation of laws Official Entertainment All official entertainment with clients, partners and other business associates shall be paid at actuals on submission of bills / receipts along with the travel statement duly approved by the Functional Head. Travel Expenses Statement All expenses towards travel should be settled through the Travel Expenses Statement (format enclosed in Annexure A) within 3 days of completion of travel. All advances taken from the Company should also be settled at the same time. Use of own vehicle: Employees who use their own vehicle for company s work shall be eligible for reimbursement (upto 200 KM one way) at the prevailing rate of per KM charges as under: Vehicle Type Rate (per km) Two wheeler Rs Car (non AC / AC) Rs Page 6

7 Annexure A Domestic Travel Expense Statement Name: Designation/Job Band: Department: Unit/ Location: Period of Travel: Departure Date/ Time: Arrival Date/ Time: Place of Visit & Purpose: Travel Itinerary: Sr. Nature of Expenses No. a. Fare (Encl: Air/ Train ticket) b. Lodging expenses: Please indicate type of lodging availed : Company Guest House Self Arranged Accommodation Hotel (Encl: Bills/ Receipts) c. Meal expenses: (Please specify if claimed WITH bills / receipts or WITHOUT bills / receipts) d. Conveyance: (Encl: Bills/Details) e. Miscellaneous expenses per day) f. Expenses requiring Special Approval: Official Entertainment (Encl: approved Vouchers/ Bills/ receipts) Total Expenses to be Approved Balance payable to/ by Organization By Company INR By Employee INR Signature of Employee: Approved By: Name: Date of Submission: Page 7