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Policy
Scope
POLICY PERSPECTIVE
WWIL recognizes that travel can be inconvenient, placing demands on employee that
sometimes impact personal time and activities. The Company employee the efforts that
employee make to meet the challenges of a busy travel schedule. The following guidelines are
provided to help WWIL associates make decisions regarding travel expenditures that will:
result in the lowest total cost to the organisation
meet all necessary business objectives
and provide convenience and safety for employee
These guidelines have been developed to reflect the basic trust in the integrity of our employee,
and to empower organizations to make decisions that reflect respect for all individuals.
POLICY
It is WWILs policy to reimburse employees for all reasonable business expenses incurred on
behalf of WWIL. These expenses represent one of the largest controllable expenses that WWIL
employees incur. Each employee has a stewardship responsibility for these expenses and
should work toward keeping them as low as possible.
These guidelines include travel information for all employees. However, unique circumstances
may require action outside these guidelines. If such a situation arises, you should use good
business judgment and the circumstances should be reviewed with your supervisor prior to the
event.
POLICY STATEMENTS
ENTITLEMENTS :
1. The allowances/ reimbursement pertaining to Class / Mode of Travel, Hotel limits, Daily
allowance limits, Own Arrangement and stay in Guest House that an employee is
entitled to as per his/her grade, while on official tour has been specified as per the
Domestic Travel Entitlement ( Annexure 1) . Any deviation from the entitlements needs
to be approved by HR and Finance through a qualification note.
2. The Company has made guest house arrangements at certain places. The current list of
guesthouses is available with the Administration Department. The employee must stay in
the guesthouse, where breakfast & meals would be provided. When an employee stays
1
3.
4.
5.
6.
7.
8.
9.
in a Company guesthouse and has meals at the guesthouse, the employee would be
entitled to 25% of the Daily Allowance towards incidental expenses (no supporting
required). The employee can additionally claim conveyance at actuals.
Accommodation in a hotel is permitted only if guesthouse accommodation is not
available, as confirmed by the guesthouse in-charge in writing/over phone. Hotel limits
applicable for various grades have been laid down below as per Domestic Travel
Entitlements (Annexure 1).
While staying in a hotel the employee will be entitled to Daily Allowance towards food &
other incidental expenses as specified in Annexure 1. Supporting for the expenses is
required while claiming Daily Allowances. The employee can additionally claim
conveyance at actuals.
In case the employee makes his/her own arrangement for accommodation while on tour
instead of Hotel or guesthouse, then he/she is entitled only to a Personal Allowance as
mentioned in Annexure 1 (no supporting required). The employee can additionally
claim conveyance at actuals.
Daily allowance/Personal Allowance is applicable for journey involving more than twelve
hours from the place of posting. In case the duration of journey is less than twelve hours,
half of the daily allowance would be reimbursed.
When an employee visits more than one town in a day, he/she will be paid Daily
allowance / Personal Allowance as applicable to the town in which he/she spends the
night. For the last day of the tour not involving night stay, allowance applicable will be
that of the town covered prior to return to place of posting. On such last day of travel, if
the duration of travel is less than twelve hours, half of the daily allowance will be
reimbursed.
Actual expenses incurred on stationery, postage, telegrams, telexes, faxes, STD / ISD
calls for official purposes during the tour would be in addition to the allowance
entitlement limits, and the same will be reimbursed against bills / vouchers.
If the employee travels by companys vehicle then the driver accompanying the
employee will be entitled to an allowance of Rs.100/- per day.
APPROVAL
Travel can be undertaken only after prior approval of the Immediate Superior or Department
Head in the Travel Requisition (Annexure 2) on hard copy or email. All employees are
expected to plan their travel beginning of the month and accordingly obtain prior approval
from their Immediate Supervisor/Functional Head.
Travel Booking
b)
c)
d)
The travel requisition duly approved by the Immediate Superior/ Department Head
should be forwarded to the Administration Department for making necessary
bookings. In case of urgent travel on a holiday or in the event of the travel plan
being firmed up after office hours, the concerned employee may use his own
resources to make the necessary booking. Details of such travel should be
intimated to the administration department on return from tour.
Ticket cancellations at the last minute should be avoided, as the penalty levied on
such cancellations is high. Cancellations involving an amount more than the
normal charges shall require a special waiver of the Department /Functional head.
Tickets booked through the Administration Department should also be cancelled
through them during office hours. However, cancellation of tickets booked by
individuals on their own or tickets requiring cancellations after office hours would
be the responsibility of the concerned individual.
Employee must submit expense statement of total-actual-expenses incurred within
limits of entitlement, with necessary supporting bills / receipts within three days of
completion of travel
Personal Automobiles
Employee will be reimbursed for use of their personal car and Scooter or motorbike for local
business travel at the rate Rs. 6.5 per km and Rs.3.0 per km respectively. The employee
must comply with all motor vehicle laws and regulations before using a car/two wheeler on
company business and understand the limits of WWILs responsibilities. The employee
needs to ensure that all registration and insurance are current. Reimbursement should be
measured based on the most direct route unless a deviation is business-related such as
picking up another associate while on route. Personal automobile insurance and normal
commuting expenses are not reimbursable. Reimbursement is provided for businessrelated mileage in excess of normal commuting mileage.
For domestic travel, consider whether the use of your personal car is practical, on a trip-bytrip basis, based on these factors: the cost of mileage, the amount of time required to drive,
how long you will be away, and the resulting parking costs. Perhaps an alternate means of
transportation, such as a taxi, could be preferable in some cases.
Interpretation of policy
Sole discretion of HR & Finance Department.
Annexure 1
5
Class of Travel
Other
Places
Metros,
State
Capitals,
Pune,
Cochin,
Ahmedabad
Personal Allowance
for own arrangement
Other
Places
Allowance
for staying in
Guest House
(Incidentals)
Metros,
State
Capitals,
Pune,
Cochin,
Ahmedabad
Other
Places
Actuals
Actuals
Actuals
1500
1000
1500
1000
1500
1000
Metros
State
Capitals,
Pune,
Cochin,
Ahmedabad
Actuals
Actuals
Actuals
Actuals
Actuals
10000
to
11000
6500 to
8000
4500 to
5500
1500
900
8000 to
10000
5000 to
6500
3500 to
4500
1200
750
6000 to
8000
4000 to
5000
2500 to
3500
900
600
4000 to
5500
2500 to
4000
1500 to
2500
700
500
1200
700
GRADES
Rail
Air
Outstation
Transport
Entitlement
M-10
Actuals
Bus.
Actuals
M-9
I AC
Bus.
Private Car
M-8
I AC
Bus.
Private Car
M-7
I AC
Eco.
Private Car
M-6
II AC
Eco.
Private Car
M-5
II AC
Eco.
Taxi / Auto
M-4
II AC
Eco.
Taxi / Auto
M-3
II AC
Eco.*
Taxi / Auto
M-2
II AC
Eco.*
Taxi / Auto
M-1
II AC
Eco.*
Taxi / Auto
III/II AC
N.A
Taxi / Auto
2500 to
4000
1500 to
2000
500 to
1000
500
400
750
450
Sleeper
N.A
Bus
2000
1000
400
350
300
600
350
25 % of
DAILY
ALLOWANCE
only
*Note Employees in Grades M3 & below can avail of air travel under the following circumstances,
With special sanction from CEO / Head-HR only in case of emergency as ratified by their
Functional Head.
Difference between train fare and the airfare in less than 20%.
Travel time by train is more than 8 hours.
Inland travel is travel within India (extended to include Nepal and Bhutan)
Metros include Mumbai, Delhi, Calcutta, Chennai and Bangalore
Spouses may accompany at no extra cost to the company
All inland travel has to have the prior approval of the respective department head
All employees are required to submit a tour report on return from travel
Conveyance reimbursement can be separately claimed on actual.
Apart from the above allowances, expenses on official telephone / telex / fax / stationery
etc. on actual against vouchers will be reimbursed.
6
Tour Plan
Purpose of Visit
Grade
:
Department
:
Total no. of Days : ____________
Night
Halt
(Yes/No)
Estimat
ed
Expens
es (Rs.)
2
3
4
5
6
Total Estimated Expenses all inclusive
Advance Requisitioned
Rs.
Rs.
Cc : Accounts
Department :__________________________
Tour Start Date : _____________
Designation :
Grade : _______
Company : __________________
1.Travel
Date
Location
Fro
m
To
Mode of
Travel / Class
No of
Bills
Paid By
Remarks
Amount
Total of 1
2. Lodging
Locatio
n
No. of
Days
No of
Bills
Paid By
Remarks
Amount
Total of 2
3. Daily Allowance / Personal Allowance
Location
Date
where night
No of Bills
is spent
Paid By
Particulars
Total of 3
Amount
Paid By
Amount
Particulars
Total of 4
5.
Entertainment
(Specific Approval is required for this section)
Date
Location
Paid By
Particulars
Amount
Total of 5
Expense in Section 5 above is justified & sanctioned _______________________________
Signature of approving authority
Paid By
Particulars
Amount
Total of 6
Total Travel Claim (1+2+3+4+5+6) : Rs ___________________
Total number of supportings attached ______________ for value Rs.________________.
________________________
Signature of Employee
Date
___________________________________
Signature of department or functional head
Date