Professional Documents
Culture Documents
Subject -
1. Policy Purpose
This document ensures that employee travel is consistent with the business objectives of the FSIPL. It also ensures fair and equitable treatment of employees by defining procedures for authorized business travel and guidelines for expense reimbursement.
2. Overview:
A critical balance must be sought when requesting travel. This is the company's need for cost effectiveness and the employee's need for quality services and support. Employee travel should be via the lowest cost alternative, consistent with good business practices. Neither luxury, nor sub-standard modes of transportation and accommodations should be used. Employee travel and the expenses associated with it, will be authorized only in circumstances which are clearly consistent with the mission of the company. It will be the responsibility of each company manager to ensure that all employee travel meets this objective and that reimbursement made only for actual, reasonable business expenses in connection with authorized travel as defined in this document. In order to maintain control over expenditures, any expense submitted which does not comply with the guidelines of this procedure will not be reimbursed, unless a accompanied by a valid exception by management. Expense reports must be submitted in a timely manner. All travel must be requested using the official company "Travel Authorization Form" (hereafter referred to as a T/A.), signed by the appropriate department manager. Subsequent to approval; travel arrangements, including airfare, rental car, lodging and planning of meetings can be co-ordinated through the appropriate departmental support staff. The company will use a travel management firm to facilitate the procurement of travel. The designated travel firm will provide travel management reports. The rationale behind using a single travel firm is that management reports providing a central data base of: savings analysis, cost allocation regarding air, car and hotel expenditures, is valuable information. If there are a multiple booking sources, this data cannot be complete. All reservations will be made through the company authorized travel management firm:
III.
Employee's Responsibility:
I. Notify support staff or designated travel agent as early as possible of necessary travel arrangements. If you notify the support staff or travel agent of your travel plans seven (7) days or more in advance, your trip will, in most cases cost considerably less. If travel is requested less than 7 days prior to departure, a low-fare airline such as Indigo, Go Air, INDIGO, Spice jet etc. must be used. Work around customer's schedule when requesting travel arrangements. Never should you inconvenience a customer, so that you can travel on your frequent flyer carrier. Incur only expenses that are consistent with the business needs, and exercise care in determining appropriate expenditures Use Company authorized travel agency and vendors the company has negotiated discount programs with. Submit expense reports as outlined in the expense section on this policy, on a timely basis (within 60 days). Employee must pay company credit balances when due.
5. Air Travel:
If employee will travel Bus, coach and Train thereby saving the company substantial amount of funds, then the company will provide additional bonus to such employee.
6. Auto Rental:
I. II. When a rental is necessary, Sharing cabs /Auto Rickshaw/ Car/ Jeeps should be utilized. In case of individual Car rent has negotiated special lower rates for the company. Employees are request to make a note of the Car Registration No., Valid Driving License along with insurance of car hired.
The company insurance package covers employees while traveling. Therefore, decline the optional insurance coverage. In the event of an accident while traveling, you must notify Human Resources immediately.
II. III.
IV. V.
8. Lodging:
I. All company authorized accommodations must meet with industry accepted business travel standards with reference to comfort, convenience and cost. a) You are free to make other arrangements, however Fire Solution India Pvt. Ltd will NOT reimburse for more than annexures table as per Staff category and base rate, unless approved by a manager. Lodging reservations can be placed in advance on arrival. The employee is responsible for confirming that the rate being charged is also the rate listed on the travel itinerary. Any discrepancies should be reported immediately.
II.
II.
a) The employee's specific assignment requires the entertainment of the company's customers or potential customers, or others as appropriate. b) The entertainment expense is fully receipted (original receipts required) c) Expenses are authorized by the employee's manager d) The persons entertained, the place and the purpose of the entertainment must be clearly specified. e) Gratuities should normally be in the range of 5-7% of the cost of the services provided. If the quality of services is exceptional, a gratuity up to a maximum of 10% may be considered. f) It should be noted that gratuities must always be calculated before sales tax is applied. A single gratuity will not exceed Rs.100.00 g) Non-reimbursable expenses include, but are not limited to: Alcoholic beverages, airline club dues, rental car club membership fees, airline head seat rental, in-room movies, fines for traffic violations, insurance on life or personal property while traveling, purchase of clothing and/or other personal items, expenses for family, child, pet, home and property care while on a trip.
10.
Laundry Service:
Actual and reasonable laundry expenses will be reimbursed. Receipts must be provided. This applies only after the employee has been away from home for five (5) consecutive days, or if the trip has been unexpectedly extended.
11.
Expense Reporting:
The following conditions apply when submitting expense reports: I. II. Actual and reasonable expenses are reimbursed in accordance with the provisions of this policy and procedure. Employee must submit expense reports during the week after incurring the expenses, or upon returning to the office, whichever is sooner. Failure to submit expense reports within ninety (60) days, will disqualify the employee from receiving reimbursement for expenses incurred while traveling on company business. Include the following items in, or attached to, the expense report when submitting it for payment: Copy of Travel Authorization form signed by department manager
III.
Original or carbon copies of receipts for meal, lodging, air or auto transportation, tolls, gasoline, and any other business expenses over Rs. 100.00 Explanation of any deviation from policy, unauthorized vendors, lodging or transportation, and/or charges submitted "in lieu of" normal expenses. Check made payable to the company, if repayment of travel advance is due. Employees will be reimbursed for expenses on regular pay days. In order for this to occur employee must have submitted expense report to Accounting Department at least 7 working days prior to the next regular pay day.
Managers
Asst. Manager, Engineer, Executive, Officer, Coordinator, Site In charge and Supervisors
I
* Low Cost Airline A/C II, III Volvo / A/C Buses *Indica / * Indigo
II
Low Cost Airline * A/C II, III*, Non AC III Volvo / A/C Buses Car *, Shared Car , Auto & Taxi
III
N.A Non AC III Non AC , Video Coach Shared Auto /Taxi/ Jeeps
* Approval Required before Travelling for Cost 1. Shared Taxis, Cabs- Maximum Claim 250/- on one way 2. Overnight Journey ( 12 Hour) only by Train and Volvo
Allowance per Day Category of Staff City Metro Semi metro Other 300 300 250
I II III I II III
Food
200 175 150 175 150 125 3500 2500 1500
Lodge
750 500 400 300 250 200
II
III
II
III
Food allowance is for all Three Meals, Refreshments etc. during the Travel Time Lodging facility is applicable only on overnight stays and not available as a stop gap arrangement between connecting travels or an incentive to delay outstation stays. Wherever possible, staff traveling to common place/project should stay on sharing basis, as a matter of practice. Employees are encouraged to stay with their friends, relatives wherever possible and for stays No Supporting allowances are applicable. These guidelines for official travel should not be considered as minimum applicable during tours/travels and constraints should be practiced, in all such matters Purpose of travelling in City Company should reimburse Rs.5.00/- Per K.M.