BUSINESS TRAVEL POLICY -PURPOSE AND ENFORCEMENT …usiness... · BUSINESS TRAVEL POLICY -PURPOSE...

HR Policies & Procedures|2011|BUS. TRAV. POLICY | Ver. 2.0

of 18

Confidential | For Internal Use Only

BUSINESS TRAVEL POLICY -PURPOSE AND ENFORCEMENT

A. GENERAL This document provides guidelines and establishes procedures for all Carlsberg India employees incurring business travel and entertainment expenses. This policy is to ensure that all business travel and entertainment expenses for the benefit of Carlsberg are negotiated, finalized and monitored in accordance with Code of Conduct. All full time employees, part-time employees are required to comply with these guidelines in order to receive reimbursement for any expense claims related to travel and entertainment on Carlsberg’s behalf. When submitting expense reports to claim reimbursement, it is expected that employees will neither gain, nor lose, financially. Business Travel is defined as outstation travel (Inter City-above 200 km to & fro distance) and local travel (Intra-city –within 200 KMs to & fro distance for more on local travel-also see Appendix C .)

B. PURPOSE

The purpose of these guidelines is to:

Ensure all employees have a clear and consistent understanding of policies and procedures for business travel and entertainment.

Provide guidance regarding what expense types are, and are not, allowed while traveling or entertaining for the benefit of Carlsberg.

Provide business travelers with a good level of service, comfort and security at the lowest possible cost.

Maximize Carlsberg’s ability to negotiate discounted rates with preferred suppliers and reduce travel expenses.

Ensure that all authorized expenditures meet and comply with current local regulations and expense treatment for Carlsberg.

C. RESPONSIBILITY

Each employee of Carlsberg has responsibility for managing travel expenses, but in particular,

All employees are responsible for complying with this policy. All approvers (Department Heads) are responsible for reviewing all expense reports for

accuracy and enforcing compliance to policy. Service Providers engaged by company are responsible to manage business reimbursement

process in accordance to this policy. The Accounts Payable/Finance Department is responsible for auditing expense reports for

accuracy, required supporting documentation and compliance to policy. D. ENFORCEMENT

Carlsberg will reimburse employees for all actual, reasonable and necessary expenses while traveling on authorized Company business that are in compliance with the guidelines of the this Policy.

Carlsberg assumes no obligation to reimburse employees for expenses that are not in


of 18


compliance with this policy.

Travelers and their Management who do not comply with this policy may be subject to delay or withholding of reimbursement.

If appropriate, may be subject to prosecution in the event of fraud, theft, or other criminal acts.

Also, if Carlsberg is required to pay any amounts or suffers any loss as a result of an individual’s failure to abide by this policy, Carlsberg may, to the extent permitted by law, make deductions from the individual’s Salary and/or other sums paid to or due to the individual to recover such amounts.

D.1 Exceptions to Policy Any exception to the policy would require approval by HR Director/Functional Director & Managing Director as per disbursement authority matrix. D.2 Employee Termination or Transfer Immediately upon resignation, termination of employment or transfer to a position not requiring travel and/or entertainment, the individual is responsible for

Completion of any outstanding expense reports and submission to appropriate approver. It is the manager’s responsibility to ensure the following is conducted prior to, or during, the exit interview

Ensure the employee has submitted all expense claims incurred prior to termination.

Approve final expense report for the employee for any amount for business related Travel expenses.

E. TRAVEL ARRANGEMENTS

E.1 Reservation Procedures

All air travel, hotel accommodation, taxi and rail travel reservations, including route changes, should be booked at the same time. Instructions are as follows:

Employees should make all reservations through designated persons within organization who

are responsible to work with travel agency, airlines and hotels. All travelers are required to complete the Travel Request Form and submit the same (duly

approved by respective Function Head/MD) with the respective designated person for making necessary booking arrangements.

Designated person must make arrangements through the local (agreed and approved by the management) travel agency or directly only with Air Carriers and Hotels with that Carlsberg has negotiated preferred rates.

Making hotel reservation outside of the City/Country, designated person has to coordinate with his/her colleagues from the host City/Country to obtain the best hotels rates.

Travel arrangements need to be made as far in advance as possible to obtain the best rate. Travelers should request travel arrangements at least two (2) weeks in advance to take advantage of advance purchase discounts.


of 18


E.2. Passports and Travel Documents When a passport, visa or other travel document is necessary, traveler should submit all necessary documents only with the designated persons (Admin SPOC) within organization who are responsible for the same. E.3. Travel Approvals All employees are required to obtain necessary approvals for their respective business tours from respective approvers as mentioned below:

International Travel – Each and every International Travel must be approved by Managing Director, India.

Domestic Air Travel – for all employees traveling outside their respective location – Each and every Domestic Air Travel must be approved by respective Department Head or Functional Manager (at least at Senior Manager level).

Department Heads’ travel must be approved by Managing Director, India.

Other Travel –Functional Manager ( at least at Senior Manager level) to approve Approvers are required to ensure that the eligibility (as defined in this policy) is strictly followed by respective traveler. Any deviation to this policy has to get prior approval of HR Director/and or Managing Director, India.

F. RISK MANAGEMENT DURING TRAVEL F.1 Employees Traveling Together Carlsberg has established limits regarding the number of employees permitted to travel together, regardless of the mode of transportation: Not more than 3 Managers should generally travel together in the same aircraft. Additionally, a Manager should avoid being accompanied by more than two of his direct reports.

F.2. International Travel Advisories

Safety and security are of primary importance when employees are traveling on Carlsberg business. Employees must not travel to countries for which a travel or health advisory has been issued by the local Government authority and / or the Company’s internal Corporate Security department. F.3 Illness during Business Travel If a traveler becomes ill or is injured while traveling on Company business,

He/She must report the illness/injury to his/her manager as soon as possible.

He/She must contact the insurance company and Carlsberg designated person who coordinates with insurance company.

Local Management’s responsibility is (through authorized health and safety function or directly) to report the incidents to local authorities as governed by the local regulations.


of 18


If an employee incurs medical expenses during a business trip, the employee should seek advice from their Manager and HR.

F.4 Traveler Contact Information during Business Travel

At all times, the traveler must provide the:

Designated person within the Company making all reservations with contact information for the duration of travel time particularly if the employee will be staying at a private residence rather than a hotel.

In the event of an emergency, Carlsberg must be able to locate the employee to provide assistance or alternate travel arrangements. Each traveler must provide contact information to his or her manager, to ensure contact can be maintained at all times.

G. AIR TRAVEL

G.1 Making Air Travel Reservations All business air travel reservations must be made through designated person within the Company who is responsible to contact with travel agency or airlines directly. This person must make all reservation through or directly with Air Carriers to obtain the best rate tickets.

Employees are advised to assist designated person to select lowest logical airfare flight options for them.

In determining the lowest logical airfare, travelers should consider alternatives that may include non-refundable fares, penalty fares, alternate airports, lower cost non-preferred carriers etc. (where strictly there is no possibility of cancellation of business travel).

Business travel by Carlsberg employees is restricted to corporate and commercial aircraft. Use of charter aircraft while on Company business is prohibited. Chartered domestic travel will not be reimbursed.

G.2 Advance Planning Requests for and booking of air travel reservations should be completed at least two (2) weeks prior to intended departure, where possible, to obtain the best possible fare. No Travel/Stay in airline/hotel owned by our Competitors/ their employees unless there are no other options available at all. G.3 Non-Refundable Tickets Travelers flying in Economy class are recommended to use restricted, non-refundable airline tickets whenever appropriate. In the majority of cases, it is less expensive to use a non-refundable ticket vs. a fully refundable ticket.


of 18


G.4 Airline Class of Service Airline class of service eligibility depends on grade of employee’s position as defined in the Travel Policy Matrix - Appendix A & B. G.5 Airline Frequent Flyer Programs

Employee should opt for lowest logical airfare flights only as suggested by designated person (travel helpdesk). Travelers may retain frequent flyer program benefits for personal use.

Participation in a Frequent Flyer Program must not influence flight selection that would result in incremental cost to Carlsberg beyond the lowest available airfare, as required by this policy.

The traveler is responsible for the record keeping, redemption and income tax implications of program rewards.

Any membership costs associated with a Frequent Flyer program are not reimbursable by Carlsberg.

G.6 Airline Club Memberships

Airline club membership costs are not reimbursable. G.7 Denied Boarding Compensation

Airlines occasionally offer free tickets or cash allowances to compensate travelers for delays and inconvenience due to overbooking, flight cancellation, changes of equipment, etc. Travelers may volunteer for denied boarding compensation only if: The delay in their trip will not cause an increase in the cost of the trip. The delay in their trip will not result in any interruption or loss for business. Travelers may keep the free travel voucher for personal use. G.8 Overnight Delays

Should an airline delay or cancellation necessitate an unscheduled overnight stay, the traveler must first attempt to secure complimentary lodging from the airline. G.9 Cancellations /No Show

All airline reservations in case of need must be cancelled in advance through the same channel used to make the original reservations. In case of no show employee should raise the fresh requisition to book the tickets again if required. G.10 Unused Airline Tickets


of 18


Unused airline tickets or flight coupons must never be discarded or destroyed as these documents may have a cash value. To expedite refunds,

Travelers must notify to the designated person within the Company who is responsible to contact with travel agency or airlines directly of any unused or partially used airline tickets immediately to determine any redeemable value.

Unused tickets should not be returned to the airline directly. Travelers should return all tickets to the designated person within the Company to process for refund.

G.11 Lost or Excess Baggage The ultimate responsibility for retrieving and compensating for lost baggage lies with the airlines. Carlsberg will not reimburse travelers for personal items lost while traveling on business. Employees will be reimbursed for excess baggage charges only when traveling with heavy or bulky materials or equipment necessary for conducting business.

H. RAIL TRAVEL H.1 Making Rail Travel Reservations All rail travel reservations must be made through the designated person within the company who is responsible to contact with travel agency. H.2 Rail Travel Cancellation Procedures

Travelers are responsible for canceling rail reservations through the same channel used to make the original reservations. H.3 Class of Service – Rail Travel

Rail Travel class of service eligibility depends on job level of associate’s position as defined in the Travel Policy Matrix - Appendix A & B. H.4 Choice of Air vs. Rail Travel

Though, employees in higher grades (1,2,3) are allowed Airfare to maximum destinations, however to the destinations where Shatabadi trains are available for distance up to 400kms ( e.g. Dehradun(for Paonta), Jaipur, Chandigarh, Amritsar, Ludhiana, Lucknow from NCR, similarly Pune from Mumbai), these trains should be chosen as preferred mode of travel over Air or Taxi mode. In emergency, prior approval from HR Director/Managing Director would be required to avail air travel/taxi facility to such destination.

I. LODGING

I.1 Preferred Hotel Program Carlsberg has negotiated preferred rates with a few hotels or guesthouses in the cities where our


of 18


Breweries or Sales offices are. Employees must use a preferred hotel whenever available. I.2 Making Hotel Reservations

Overnight accommodations may be used if business requirements require a multiple day stay to achieve the business objective. All hotel reservations must be made through the designated person within the Company who is responsible to contact travel agency or hotels directly. Designated person must make reservations through or directly with Carlsberg preferred hotels. Making hotel reservation outside of the country designated person has to coordinate with his/her colleagues from the host countries to obtain the best hotels rates. Employees are not permitted to make reservations directly with the hotel or through the Internet. Travelers are required to reserve rooms according to the eligibility levels as defined in the Travel Policy Matrix - Appendix A & B. Travelers may accept room upgrades only if the upgrade is at no additional cost to the Company. Upgrades are not reimbursable. I.3 Hotel Payment Procedures

Hotel costs must be paid upon departure by employee using his personal credit card / cash. Under no circumstances hotel should be asked to make Bill to Company (BTC). I.4 Hotel Selection and Spending Guidelines

Travelers are required to use Carlsberg’s negotiated rates at preferred hotels whenever possible, unless a lower rate is offered by the hotel. Travelers will be reimbursed for actual hotel room costs as charged on the hotel invoice strictly based on the eligibilities as defined in the Travel Policy Matrix - Appendix A & B. If a Company-negotiated hotel does not exist in the destination city, the designated person within the Company directly or through travel agency will identify a reasonably priced alternative based on price and accommodation standards established for that destination. In cities where contracted hotels are not available, prudent judgment should be followed and the most reasonably priced alternatives should be chosen considering the objective of the travel. Travelers must verify the hotel room rate at check-in to avoid being overcharged. Travelers are encouraged to ask about the availability of special promotional rates at time of check-in; these rates are market-driven and can be lower than the negotiated Carlsberg rate. It is the traveler’s responsibility to review and dispute any discrepancies he/she might encounter on his/her hotel bill. Premium properties are being selected for any professional conference where an event group room rate has been negotiated and the amount does not exceed the rates otherwise available at alternate properties in the destination city. At no other time are premium properties acceptable and any claim for reimbursement will be denied. Travelers staying one (1) week or longer should inquire about weekly/long-term discounts.


of 18


I.5 Hotel Cancellation Procedures In case of need travelers are responsible for canceling hotel room reservations and must contact designated person within the Company making hotel reservation or the hotel directly if this person is not available. I.6 Early Checkout Procedures If the traveler is required to check out earlier than stated on the reservation due to business requirements, any fee charged by the hotel for early checkout is reimbursable. The traveler should consult with the hotel reservations desk to determine if a checkout fee is applicable. I.7 Hotel Health and Fitness Center Charges In general, hotels in the preferred properties program will provide health and fitness facilities at no additional charge. Health and fitness center charges will not be reimbursed. I.8 Hotel Frequent Guest Programs

Many hotels have frequent guest programs that reward travelers with free accommodations in exchange for a given number of paid room nights at the hotel.

Participation in these programs must not influence hotel selection, which would result in incremental cost beyond Carlsberg’s specially negotiated rate.

Any membership fees associated with joining these programs are not reimbursable.

At no time will Carlsberg’s Travel Services department intervene in the reconciliation of hotel frequent guest program eligibility or coverage issues.

Travelers may retain awards from such programs for personal use. J. OTHER TRANSPORTATION

J.1 Ground Transportation

All employees are required to use the most economical ground transportation option ex. taxis, public transportation within the home city. In other cities, travelers should use and will be reimbursed for the lowest cost transportation to and from the airport and meeting/conference/etc. Alternatives include:

Airport connection/shuttle bus

Hotel transportation

Taxi

Mass transit

Personal car

The most economical mode of transportation (e.g., taxis, public transit, shuttle bus services) must be used to and from airports, bus and rail terminals when the employee is not accompanying a customer. Ground transportation should be in compliance with the eligibilities defined in the Travel Policy Matrix - Appendix A & B.


of 18


J.3 Spouse / Companion Accompaniment during Business Travel

Carlsberg will not reimburse travel and entertainment expenses incurred by a spouse or other individual accompanying an employee on business unless:

The companion is a Company employee and is required to be in attendance.

Carlsberg invites the spouse/companion to attend.

Or Travel is required under Relocation policy All spouse / companion travel to be reimbursed by the company must be approved by Managing Director/Functional Director. The companion/spouse is subject to the same travel policy guidelines as the employee. A spouse or other individual may accompany an employee on a business trip at the employee’s expense. Any incremental costs associated with spouse/companion travel are the responsibility of the employee and will not be reimbursed by the Company. K. PERSONAL / VACATION TRAVEL

K.1 Combining Personal with Business Travel – General Guideline Personal/vacation travel may be combined with business travel:

Provided there is no additional cost to the Company.

With approval from the traveler’s approver. Carlsberg will not reimburse any vacation-related expenses such as sightseeing, bus tours, souvenirs and personal expenses (i.e., movies, health club fees and meals). K.2 Use of Company Negotiated Rates for Personal Travel

Carlsberg’ negotiated air discounts and hotel rates may be used for personal travel and should be paid by employee directly by cash or credit card when booked. L. MEALS & ENTERTAINMENT

L.1 Business Meal Expenses

Business meals are defined as meal expenses incurred by the individual traveler when on an out-of-town business trip that requires an overnight stay. Business meal reimbursement will only be for meals and will not include mini bar, movies / entertainment, health & fitness, bar expenses, etc. Business meal expenses will be reimbursed according to the eligibilities defined in the Travel Policy Matrix - Appendix A & B. On International travel meals are including in the boarding and lodging limit. L.3 Employees Dining Together


of 18


When more than one employee is present at a business meal, the most senior level individual must pay and expense the bill. L.4 Business Entertainment Meal Expenses (for grade 3 and above only)

Business Entertainment Meals are defined as meals taken with customers or suppliers, team members during which a specific business discussion or meeting takes place. Employees will be reimbursed for business entertainment meal expenses, including beverages, according to actual and reasonable costs. Business entertainment meal expenses will be reimbursed only when the employee can demonstrate a clear business purpose and with the prior approval of respective Department Head and it will be within Budget allocated to respective function. L.5 Business Meals Taken With Other Employees

Employees may be reimbursed for business-related meals taken with other employees only if one of the following circumstances applies:

When authorized by the employee’s manager for testimonial reward, recognition or other appropriate business purpose.

When the meal is part of a formal Company training conference or special work circumstance.

When attending a work-related local conference and banquet not included in the conference fees.

L.6 Employee Entertainment

Meal costs for social occasions, such as employee birthdays; anniversary(s); etc. are not classified as valid business meals or entertainment expenses and are not reimbursable. L.7 Alcohol Consumption

Expenses on alcohol shall not be considered for claim. However, company brands can be consumed and considered for reasonable reimbursement. Carlsberg employees are to fully consider the appropriateness of alcohol during company events and the company's liability when serving and/or consuming alcohol. L.8 Documentation and Government Tax Requirements

An original receipt must be submitted with the expense report for any individual meal, business meal or entertainment expense regardless of amount.

L.9 Guidelines for Tipping Where appropriate and in accordance with local custom, tips included on meal receipts will be reimbursed, but must not exceed 10% of the pre-tax actual meal cost; anything over 10% is not reimbursable. Travelers should note that the gratuity might already be included in the total bill for large groups or in certain countries.


of 18


M. TRAVEL-RELATED TELECOM

M.1 Business Phone Calls

Travelers will be reimbursed when using their foreign personal telephone calling cards / Cellular phones for business phone calls:

Only for International Travel (For Domestic travel, no additional reimbursement over and above the normal monthly mobile phone expense reimbursement limit as defined in the mobile phone usage policy)

Which are reasonable and necessary

With an original copy of the bill attached to the expense report. Carlsberg will only reimburse for in-home telephone lines if the individual does not have a local office in which to work and it is approved by the appropriate function director and HR Director and it is exclusively for business related use. No direct billing to the Company is allowed. All phone bills will be directed to and paid by the individual and then submitted for reimbursement along with an Expense Report or invoice. M.2 Personal Phone Calls While Traveling

Travelers will be reimbursed for occasional, reasonable personal telephone calls while traveling on International business trip, not to exceed one (1) call per traveling day or 6 minutes per day. The most economical means of communication must be used. Original copy of the bill must be submitted with the expense report. M.3 Hotel Telephone Usage

To avoid substantial charges added to telephone bills by hotels, travelers must:

Use personal calling card.

Use a toll-free number for business calls whenever possible.

Have the home office place the call or when traveling outside the traveler’s home country.

Phone from local Company offices whenever possible. M.4 Matrix Sim Card Facility (to be explored)

All Employees traveling abroad can avail the Matrix Card for mobile connection of that local country which can be used for official as well personal calls. The Employee will return the SIM Card to the HR and the excess amount from the entitlement will be debited to the employee’s salary. However the excess amount can be waived off under special discretion and approval by the Functional Director/HR Director and or Managing Director, India.


of 18


The entitlement of the claim will be as follows:

Category Entitlement Amount

Functional Directors (LT ) On Actual

GMs/Sr. Managers/Managers (Grade 2&3)

Rs 200/day

ASM/SEs/Assoc. (Grade 4,) Rs. 100/day

N. TRAVEL INSURANCE

Company has medical insurance policy and personal accident policy which applies for domestic travel as well. For international travel, designated person, who is responsible for making necessary travel arrangements, shall be contacted for Travel Insurance, wherever required. O. OTHER REIMBURSABLE EXPENSES

The incidental expenses listed below, when directly related to business travel, are reimbursable provided they are appropriate, are identified separately, and are supported by original receipts and also approved by Department Head.

Air freight charges

Airport taxes/fees

Currency conversion costs

Excess baggage charges, if required to transport additional items or large, bulky items for business purposes;

Immunization costs when traveling international, as required

Internet connection fees at hotel/airport if necessary for business related matters with prior approval of Department Head

Parking & Tolls

Taxis charges (as per eligibility)

Travelers’ check fees for international travel only

Visa fees for international travel.

Cancellation charges, in case of change in tour plan duly authorized by the specified approver (Function Director).

P. TRAVEL / TOUR ADVANCE /FOREX

An Employee is eligible for Travel advance as mentioned below:

Under any circumstances, no Travel advance will be granted for Domestic Business travel.

For International Travel, employees are required to substantiate the Travel advance request (Forex) by providing Hotel vouchers, confirmations, number of travel days, taxi requirements etc. No advance will be granted basis personal judgment of expenses.

Designated Travel arrangement person shall raise or guide the employee to raise the Forex requirement to Finance (Accounts Payable) which shall coordinate with the Forex providing agencies to provide the advance to employees.


of 18


Q. EXPENSE REPORTING AND REIMBURSEMENT Employees are required to submit ‘Travel Expense Report’ (duly approved) attached with ticket jackets, boarding pass & necessary bills to Service Provider/Finance department as per reimbursement process/cycle. All entitlements can be claimed only against ORIGINAL BILLS, except misc. allowance. Any loss of travel supporting in transit or otherwise, employee should try to produce duplicate (if a copy is retained before submission) with approver’s special mention on loss or exceptional approval by function director would be required to process the claim. In case the employee does not submit the Travel Expense Report within 30 days of travel, the travel advance or ticket expenses (if paid, by company) shall be adjusted from employee’s salary without any notice. Pls. refer to travel claim process for detail.

Q.1 PAYMENT PROCEDURE

The duly filled and approved claim form is to be submitted to Service Provider (SGC) or at drop box at corporate office. The payment would be transferred into an employee’s reimbursement/Saving account as per reimbursement cycle.

R. CITY CLASSIFICATION

Towns have been divided in 4 categories i.e. A1, A2, B and C as per table provided below;

Category Towns Towns

A1 Delhi NCR, Mumbai, Mumbai(Thane), Pune, Kolkata, Chennai, Bangalore, Hyderabad and other metro towns

A2 Chandigarh, Goa, Ludhiana,Amritsar ,Ahmedabad, Baroda,Jaipur,Jallandhar,Cochin, Lucknow, Patna, Bhopal, Guwahati , Bhubaneswar, Ranchi , Indore, Shillong, Trivandrum, Daman and other state capitals & UTs

B

Agra, Ambala, Jodhpur, Patiala, Kota, Varanasi, Alwar, Aurangabad, Panipat, Rajkot, Karnal, Hisar, Sirsa, Muzzarpfur,Nagpur, Nasik ,Siliguri, Udaipur, Vijaywada, Vizag, Akola, Rajamundhary, Bikaner, Bareilly,, Guntur, Eluru, Jamshedpur, Dhanbad/Bokara,Rourkella, Sambhalpur, Cuttak, Asansol, Jorhat, Dibruharh,Silchar Kurnool, Nalgonda

C Ahmednagar, Jalgaon, Kolhapur, Nanded, Parbhani, Paonta and All others

S. QUERIES

All travel related queries can be raised to Designated Travel Help Desk/Service Provider or C&B team or Finance (Accounts Payable team).


of 18


Appendix A: DOMESTIC TRAVEL ENTITLEMENT.

S. No.

Heads Description Mode/Proof Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6

1 Travel Air/Train ( Boarding pass, train ticket, Bus Ticket)

Air Economy / Train I AC, EC

Air Economy / Train II AC,

EC, CC

Air Economy /Train II AC,

EC, CC

Air Economy -if more than 8 hours train

journey) /Train II AC, CC, AC /Delux Bus

Train II, AC/Delux Bus,

CC

Train III, Delux Bus/CC

2 Hotel /Guest House Stay

In the city of travel tier wise

(maximum per night limit defined

grade wise inclusive of tax)

-Preferably on company designated guest houses/hotels - or hotel as per travel limits. ( at standard room only)

A1- INR 9000 A2- INR 7000 B- INR 6000 C- INR 4000

A1- INR 7000 A2-INR 6000 B- INR 5000 C- INR 3500



A1- INR 3500 A2-INR 3000 B-INR 2500 C-INR 1500

A1-INR 2500 A2- INR 2000 B- INR 1500 C- INR 1000

3 Local

Conveyance

In the city of travel( over and

above then business

reimbursement limits)

Bills or meter receipt. -Preferred from company vendor -Bills compulsory for Airport/Station pickup drop

Taxi/radio cabs

local taxi/radio

cabs

local taxi/radio

cabs/Metro

local taxi/Auto Riksha/metro

local taxi/Auto Rikshsa/local bus/Metro

Auto Riksha/local bus/metro

4 Food during

Stay & Travel- with bill

Reasonable food expenses

Inclusive of all meals with bills., On Actuals Up to INR 750

Up to INR 600

Up to INR 450 Up to INR 350 Up to INR

200

5

Food during Stay & Travel-

own arrangement

For without bills; own arrangement.

Up to INR 400 Up to INR

200 Up to INR

175 Up to INR 125 Up to INR 100 Up to INR 50

6 Misc. Exp. Allowance

For Misc. expenses/Laundary

etc.

Per day basis for 24 hours/ half for less than 12 hours

up to INR 300 up to INR 150 up to INR 125 up to INR 75 up to INR 50 up to INR 25

7 Per diem in case of own

stay

Inclusive of Food & Stay

Declaration, approved by manager

A1- INR 3500 A2- INR 3000 B- INR 2500 C- INR 1500




A1- INR 800 A2-INR 500 B-INR 450 C-INR 300

A1-INR 600 A2- INR 400 B- INR 350 C- INR 300

8 Communication Mobile/Internet Reasonable internet expenses, mobile expenses within reimbursement limit of individual

Hotel Limits for “Mumbai” for grades 4, 5 and 6 are allowed to go up by 120% than the limit mentioned for A1 cities above.

All the Hotel Limits mentioned above are exclusive of tax.


of 18


Appendix B: INTERNATIONAL TRAVEL ENTITLEMENT.

S. No.

Heads Description Mode/Proof Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 & 6

1 Travel Air/Train (Boarding pass, train

ticket,

Air Economy /Train I AC,

EC

Air Economy /Train II AC, EC,

CC

Air Economy /Train II AC, EC,

CC

Air Economy, Train II AC,

CC

To be decided on case to case basis,

approval from Functional Head/MD.

2 Local Conveyance-

International In the city of

travel

Actual Bills for official travel only,

(if pick & drop is not provided by host

co.)

Taxi/radio cabs

taxi/radio cabs/metro/cha

ir car

taxi/radio cabs/local

metro/chair car

local taxi/radio cabs/local

metro/Chair Car

3 Boarding &

Lodging limits

Hotel & Meals including

applicable taxes

On Actual Bills only upto

USD 300 upto

USD 225 upto

USD 200 upto

USD 180

4 Misc. Exp. Allowance

For Misc. expenses

Per day basis for 24 hours/ half for less

than 12 hours USD 30 USD 25 USD 20 USD 15

5 Per Diem in case

of own stay Inclusive of Food & Stay

Declaration, approved by L-1

USD 100 USD 75 USD 50 USD 25

6 Communication

Expenses Mobile/Interne

t Reasonable Official calls, as per policy

on Actual, Matrix card

Matrix card limit, business calls from cost effective source, personal - one call per day or six min.


of 18



of 18


Appendix C

Local Travel Reimbursement -Support Teams (Non Sales & Plants)

A. This policy superseded any previous version of the policy and would be administered independently from the current conveyance allowance applicable at various grades.

The objective of this policy is to regulate reimbursement of Intra – City Travel expenses (within 200 KMs to & fro distance). The Company's policy is to ensure that employees undertake local travel economically yet in reasonable levels of comfort.

B. APPLICABILITY

This policy will be applicable to all employees based out of corporate office, plants and Sales Offices performing Non Sales role (not directly responsible for selling) for all travel undertaken for Official business purposes at the employee’s place of posting.

C. ENTITLEMENT FOR SUPPORT TEAMS

The mode of travel and reimbursement rates is mentioned below;

Grades Grade 6 Grade 5 Grade 4 Grade 3 Grade 2 Grade 1

Expense Head

Mode Of Travel 2 Wheeler / 4 Wheeler 4 Wheeler

Class of Travel

Public Transport / Auto

Prepaid Taxi / Hired

Cab

Prepaid Taxi / Hired Cabs/Radio Cabs

Hired Cabs/Radio Cabs

Specification of vehicle

Non Luxury AC Cab eg. Indica/Esteem/Indigo/Ikon/Dezire

Standard AC Cabs eg. Dezire/Fiesta/

Honda/Innova

Reimbursement Actual with Bills / Declarations where bills not available( bills compulsory for charges over Rs. 300/-)

Entitlement / Rate (If using personal

vehicle) 2 Wheelers : Rs.4/- per km | 4 Wheelers : Rs.8/- per km ((Applicable in all categories of Towns))

D. GUIDELINES

a) The above rates exclude Parking/Toll charges paid by an employee and applicable only for Local travel (within 200 KMs to & fro).

b) Parking / Toll Charges will be paid on submission of valid parking tickets / receipts along with the submission of local conveyance reimbursement where an employee needs to specify the amount against the parking charges, which gets added to the total. Company shall reimburse the parking / toll charges subject to the same being within the overall limit as specified above.

c) Employee may choose to use public transport system or their own vehicles. Generally, employees are encouraged to use their own vehicles for all local travel.

d) In the absence of an actual bill, declaration approved by the Immediate Manager (at least at Senior Manager level) will be required.

e) Employees are not permitted to claim travel undertaken from residence to work except during exigencies on weekly offs or on holidays.


of 18


f) In case an employee is traveling to another location other than place of normal work directly from residence without attending office, the employee would be entitled only for the extra kms over and above their normal travel kms from residence to office.

g) Employee will be entitled to claim reimbursement for any travel beyond 10 kms radius from his / her home if staying Category “A1” Towns.

h) Employee will be entitled to claim reimbursement for any travel beyond 5 kms radius from his / her home if staying in Category “A2” ,“B” and Category “C” Towns.

Example; An employee is based at “X” location, and distance between “X” and place of work is say 10 kms.

If an employee goes to customer or Govt. Office location directly which is at “Y” Location and distance between “X” and “Y” is 20 kms then an employee is entitled for only differential kms i.e. 10 kms only.

While all business travel reimbursements will be guided by the provisions of this policy, they will also have the discretion to moderate the same as they deem fit in line with their compulsions and exigencies.

E. APPROVALS Reimbursement will be made against the duly completed form detailing places visited, the purpose of the visit and the authorization of the Immediate Manager (at least by Senior Manager). Any exception to the policy shall be approved by HR Director / Managing Director. F. COMPANY BOOKING Company’s travel desk can assist employee in booking for local travel, if required. However, employee would be required to directly settle the charges with the Vendor after travel and obtain bill to claim it as reimbursements. Direct settlement process can be waived off in case employee provides requisite approval to travel desk at the time of booking or before the travel.

G. CLAIM PROCEDURE The claim should be filed using LCRF (Local Conveyance Reimbursement form). Travel details along the listed requirements as per the reimbursement claim form, duly approved by the immediate supervisor (at least at Senior Manager grade) should be submitted to SGC (Service Provide) or to the drop box at HO. In case, the distance is covered by personal vehicle, the employee has to mention his / her vehicle number on the reimbursement form and submit a copy of “Vehicle Registration Certificate (RC)” & Driving License (DL) with his / her first claim for the particular vehicle, which is being used by him / her for local commuting. Original bill, parking / toll slips should adequately support all the reimbursement claims. H. PAYMENT PROCEDURE

The duly filled and approved claim form is to be submitted to SGC or at drop box at corporate office. The claim will be cleared and the payment would be transferred into an employee’s account as per reimbursement cycle. QUERIES In case of any questions; please reach out to the Accounts Payable or C&B Team.

BUSINESS TRAVEL POLICY -PURPOSE AND ENFORCEMENT …usiness... · BUSINESS TRAVEL POLICY -PURPOSE...

Documents

Transcript of BUSINESS TRAVEL POLICY -PURPOSE AND ENFORCEMENT …usiness... · BUSINESS TRAVEL POLICY -PURPOSE...