Sub-section B:6 (Annexure)

(CORPORATE HR CIRCULAR NO. 010

2006)

/ PPX / 2006 dated: 17th Feb.,

Revision of ceilings on Hotel entitlements while on tour and certain

amendments in related procedural aspects
The ceilings on Hotel entitlements while on tour, have been revised as per
Annexure I. The revised ceilings are effective from 17-02-2006 and would
remain in force until further orders.
2.
With the revised ceilings notified as above, certain changes in the
procedural aspects will also come into force, and as such employees cannot
automatically opt to stay in a hotel of their choice at different locations. The
salient features of the procedural aspects are:
a.
Empanelment of hotels by the Company, within the revised ceilings, for
different grades of employees at different places frequented on tour and the
requirement of ordinarily staying only in one of the empanelled hotels, if stay
in hotel is opted for, have become mandatory. Booking of accommodation in
empanelled hotels will be done through the designated officials / contact
persons of the Company only.
b
When the employee stays in an empanelled Hotel, the bill towards
room rent & applicable taxes thereon will be paid directly by the company
only. Payment for any other expenses will have to be made by the employees
to the Hotel directly at the time of check-out.
c
In exceptional / unavoidable circumstances, if an employee is required
to book the room directly in an empanelled hotel, he/she should contact the
designated officials at that location before settling the bills. Even in such
cases, settling of bills should be through Company only.
d.
No TA advance will be granted towards lodging charges in Hotels, if
tour is to a place where empanelled Hotels are available.
e.
Employees can stay in non-panel Hotels, only if empanelled Hotels are
not available at a place.
f.
As before, the employees will have to stay in Company Guest House
at Manufacturing Divisions at Bhopal, Jhansi, R.C Puram-Hyderabad,
Haridwar, Tiruchy, Ranipet and Jagdishpur. In case Guest House
accommodation is not available, then the concerned unit will book the
accommodation in one of the hotels empanelled by them. Such empanelment
of hotels should also be notified through ROD(HQ). The bills for the room rent
and taxes, will also be settled directly by the manufacturing unit only and
debits passed on. In exceptional cases, if an employees work is at a location
away from the Manufacturing Units Guest House, the employee may be
permitted to stay in an empanelled hotel, if available, with the approval of the
Competent Authority, not below the level of GM or AGM (Head of Unit).
g.
In case of stay in a non-panel hotel at a location where panel hotels
exists, due to non-availability of rooms or other unavoidable reasons, the

specific reasons for the same shall be recorded in TA claim and duly
approved by the tour approving authority, not below the level of GM or AGM (
Head of Unit). The tariff to be allowed in such cases also should not exceed
the agreed rate with the empanelled hotel at that location.
3. The procedure for empanelment of hotels / booking of accommodation /
settling of bills, etc. will be as per Annexures II & III to this circular.
4.
The list of empanelled hotels at all locations where the exercise of
empanelment has been done, as on date and the details of contact persons
for booking of accommodation etc. are being notified separately by ROD
(HQ), New Delhi. These details are also available on the website of ROD
(http://10.22.2.20 through Intranet / VPN).
5.
Subsequent empanelment of hotels at Manufacturing units / other
locations, as required, should also be intimated to ROD(HQ), who alone will
notify updations in the list of empanelled hotels, on the ROD website. Hence
employees are requested, in their own interest, to refer to the updated lists
when planning their tours, in order to avoid any problems at a later stage.
Any clarifications in this regard only could be had from AGM (HR), ROD (HQ),
New Delhi.
6.

TA Advance

a. Locations where empanelled hotels exist

For tour to such locations, TA advance towards hotel stay should not be
granted, but necessary intimation / advance booking should be done through
the concerned ROD / identified Unit, for suitable intimation to the hotel.
b. Locations where no empanelled hotel exists
For tour to such locations, employee may draw advance and settle the bills
directly.
c. Claims in adjustment of advances should be submitted within a week of
completion of tour.
d. Un-utilised advance, if any, should be refunded immediately in cash, on
completion of tour.
e. In case tour is cancelled, for which advance was drawn, the advance
should be refunded in cash immediately.
7.
New concepts such as Serviced Apartments etc. providing adequate
facilities are also coming up at various locations, which have the potential of
providing more economical accommodation. However, at this point of time
these alternatives do not seem sufficiently developed. But going forward
ROD and other units doing empanelment of hotels may explore the feasibility /
suitability of this option at different locations, in order to rein in the expenditure
on hotels. However a decision on this will be taken only when any further
revision in rates is considered.

ANNEXURE-I

Ceilings on Hotel Entitlements while on tour

S.N

Grade

1
2
3
4

GGM&above
GM
E6,E6A,E7
E2 to E5,
SV& above
E1A,
SIV,AX/BX,
AXI/BXI
E1(ET)
S1 to S3A,
JE, AVII/BVII
to AIXA/BIXA
S0
(Supervisory
Trainees)
AIII/BIII to
AVI/BVI
AII/BII &
below

6
7

9
10

(in Rupees per day)

Hyderabad
Others

Delhi/
Kolkata/
Chennai
7000
5000
4200

Bangalore

Mumbai

7000
5000
4200

7000
5000
4200

7000
5000
4200

5500
4000
3000

2100

2100

2200

2100

1600

1500

1500

1650

1500

1200

1000

1000

1000

1000

800

840

840

1000

840

670

840

840

840

840

670

630

630

660

630

500

400

400

400

400

300

Annexure-II

PROCEDURAL ASPECTS

1.

Empanelment of Hotels/ Booking of accommodation/ Settling of

Bills
a. At Manufacturing Divisions where Companys Guest Houses are
available (i.e. Bhopal, Jhansi, R.C. Puram-Hyd., Haridwar, Trichy,
Ranipet & Jagdishpur)

In above stated locations, the employees should continue to stay in the

Company Guest House as at present. In case of non-availability of rooms in
the guest house, the concerned manufacturing unit shall book the
accommodation in one of the hotels empanelled/ to be empanelled by them.
The bills, in such locations, will also be settled by the local Manufacturing
Unit, except at R.C. Puram-Hyderabad where ROD will be the nodal agency
for empanelling, booking & settling the bills as per b below and also as being
done at present.
b. (i) At places where ROD Offices and other Manufacturing
Divisions / other Units/ Offices of BHEL are located in the same
location
In these locations, the empanelment of hotels, booking of hotel
accommodation as well as settling of bills will be done by ROD Offices.
(ii) At other places where only ROD offices are located
In these locations, the empanelment of hotels, booking of hotel
accommodation as well as settling of bills will be done by ROD Offices.
c. At places where there is no ROD Office but any other BHEL
Office(s) are located
In such places, the hotel empanelment, booking of accommodation and
settling of bills will be done by the Unit located there. If more than one unit has
offices in the same location, the bigger Unit, in terms of number of employees,
will be the nodal agency for this purpose.
d. At places where BHEL has no permanent office/unit, but
employees are required to travel frequently to such places
At these locations, hotel empanelment, booking of accommodation and
settling of bills will be done by the respective Power Sector-Regional HQs for
states falling under their purview as per the list at Annexure - III. All Units will
send the list of such frequently visited stations to PS-Regional HQs for
undertaking empanelment of hotels.
e.
Overall Coordination
The overall responsibility for coordinating hotel empanelments & related
matters will be that of ROD-HQs. Accordingly, the list of empanelled hotels
with negotiated tariff will be sent to ROD (HQ) for publishing the same. The

list of contact persons with their contact details will also be sent to ROD (HQ)
for compiling and publishing on Corporate & ROD home pages. Any change
will be immediately intimated to ROD (HQ) for regular updation.
2.
TA Advance
a.
Locations where empanelled hotels exist
For tour to such locations, TA advance towards hotel stay should not be
granted, but necessary intimation / advance booking should be done through
the concerned ROD / identified Unit, for suitable intimation to the hotel.
b. Locations where no empanelled hotel exists
For tour to such locations, employee may draw advance and settle the bills
directly.
c. Claims in adjustment of advances should be submitted within a
week of completion of tour.
d. Unutilised balance of advance, if any, should be refunded
immediately in cash, on completion of tour.
e.
In case tour, for which advance was drawn, is cancelled, the
advance should be refunded in cash immediately.
3. General
a. In exceptional cases, if an employees work is at a location away
from the manufacturing Divisions guest house, the employee may be
permitted to stay in an empanelled hotel, if available, with the approval of the
competent authority, not below the level of GM or AGM (Head of Unit).
b. The arrangement with the hotels will be for direct billing of the
room rent + taxes thereon. Any other expenses incurred by the employee will
be settled directly by him at the time of checking out.
c. In exceptional cases, where employee does not stay in empanelled
hotel at a place where such hotels are available, the reasons for the same
shall be recorded in TA claim and duly approved by the tour approving
authority, not below the level of GM or AGM (Unit Head). The tariff to be
allowed in such cases also should not exceed the rate with the empanelled
hotel at that location.

Annexure-III
List of states falling under different PS-Regional HQs

PS-NR

PS-WR
J&K

Gujarat

Himachal Pradesh

Maharashtra

Punjab

Madhya Pradesh

Haryana

Chhattisgarh

Rajasthan

Goa

Uttaranchal
Uttar Pradesh

PS-ER

PS-SR

Bihar

Andhra Pradesh

West Bengal

Tamil Nadu

Arunachal Pradesh

Karnataka

Assam

Kerala

Manipur
Nagaland
Mizoram
Jharkhand
Orissa
Sikkim
Meghalaya
Tripura