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Business Travel Policy

Human Resources [HRP] Business Travel Policy
Last Revision Date

“ Insert Date”

 

 

“YOUR COMPANY LOGO”

 

 

Document Summary
Title: Business Travel Policy
Policy Owner: “Policy Owner Name”
Effective Date: “Effective Date”
Supersedes: “Date of the previous version”
Approved By: “Name & Title of the approving authority”
Policy Level: “On the basis of policy applicability”

TABLE OF CONTENTS

1     PURPOSE.. 2

2     SCOPE.. 2

3     POLICY.. 2

3.1        Objectives. 2

3.2        Eligibility & Pay Grade. 2

3.3        Travel Policy Guidelines. 3

3.4        Travel Authorization. 3

3.5        Travel Allowance (TA) 4

3.6        Lodging & Daily Allowance – 10 Days or less. 5

3.7        Monthly Fixed Allowance (MFA) >10 days to 90 days. 6

3.8        Relocation Allowance (RA) – More than 90 days. 7

3.9        Advance for Business Travel 7

3.10     Procedures for Claims & Reimbursement 7

3.11     Reporting and Controls. 8

3.12     Governance. 8

3.13     Exceptions. 9

4     ROLES & RESPONSIBILITIES.. 9

5     GLOSSARY.. 9

6     RELATED POLICIES, PROCEDURES, OR OTHER REFERENCES.. 10

7     REVISION LOG.. 10

8     APPENDIX A.. 10

 

 

1      PURPOSE

           The Business Travel Policy is to facilitate and provide reimbursements to its employees who undertake travel for business needs.

2      SCOPE

The policy is applicable to all employees of “Your Company Name” across all locations including the group companies.

3      POLICY

3.1     Objectives

The prime objective of this policy is to assist employees to claim travel reimbursements for any reasonable and necessary travel expenses incurred as a result of business requirement.

The policy enables employees to exercise sound judgment when incurring and requesting for reimbursement related to travel expenses.

This policy represents the minimum standard that employees must follow when they incur, review or seek reimbursement for business travel expenses.

3.2     Eligibility & Pay Grade

All employees of “Your Company Name” (Confirmed or on probation) shall stand eligible to claim reimbursements as per their pay grade.

 

PAY GRADE DESIGNATIONS
G1 SVP, CEO, CFO, CTO, CHAIRPERSON, DIRECTOR
G2 VP, BUSINESS HEAD, PROJECT HEAD, PRODUCT HEAD, AVP, DEPT. HEAD, DELIVERY HEAD
G3 MANAGERS, SR. MANAGERS, PROJECT MANAGER,SR. PROJECT MANAGER
G4 TEAM LEAD, PROJECT LEAD, PRINCIPAL LEAD, ASST. MANAGER, PRINCIPAL BUSINESS ANALYST, PRINCIPAL CONSULTANT, SR. TECH LEAD
G5 ENGINEER, SR. ENGINEER, CONSULTANT, SR. CONSULTANTS, EXECUTIVES , SR. EXECUTIVES, BUSINESS ANALYST, SR. BUSINESS ANALYST, DEVELOPER, CUSTOMER SUPPORT ENGINEER, CUSTOMER SUPPORT EXECUTIVE, DATA ANALYST, COORDINATOR,DESIGNER, SR. DESIGNER, WRITER, EA
G6 TRAINEES, JR. CONSULTANTS, JR. EXECUTIVES, INTERNS, DATA ENTRY OPERATOR, FIELD EXECUTIVE, JR. DEVELOPER, JR. ENGINEER

 

3.3     Travel Policy Guidelines

3.3.1    The Company has established the following standards for employees who request travel expense reimbursement for business related expenses, or while travelling on the company business. It is the responsibility of the traveler and his manager to ensure compliance with these policies.

3.3.2    It is also the responsibility of the employee and those who approve expenditures to read, understand and ensure compliance with these policies and procedures. The employee must be familiar with the need for each expense, ensure that appropriate documentation is provided, and submit complete and accurate expense reports. All queries should be addressed with their immediate Manager or Payroll team. Employee should exercise sound judgment when incurring expenses on behalf of the Company.

3.3.3    Employee will be reimbursed for bona-fide business expenses as defined in this policy that are incurred while working and travelling on authorized company business.

3.3.4    All travel and expense activities and other business expenses should be kept at the lowest possible consistent with the effective conduct of the business.

3.3.5    The domestic travel guidelines broadly cover the following;

 

  • Travel Allowance (TA)
  • Lodging Allowance (LA) & Daily Allowance (DA)
  • Monthly Fixed Allowance (MFA)
  • Relocation Allowance (RA)

3.4     Travel Authorization

3.4.1    All domestic business travel shall need to be authorized by the department head (HOD) and above.

3.4.2    Travel arrangement requests marked to the admin team needs to be accompanied with approved copy of the travel authorization email.

§  If travel date is greater than 5days from request date then HOD approval would suffice.

§  If travel date is less than 5 days (for Delivery & Development) from request date then Director approval is required.

§  If travel date is less than 3 days (applicable for Sales team) from request date then Director approval is required.

 

3.4.3    All travel request needs to be marked to Admin team on working days during office hours between 10AM to 5PM only. Any request shared outside working hours, holiday or weekends shall be processed on the next working day.

3.4.4    Employees travelling on short notice over weekends or during odd hours are requested to make travel arrangement themselves and claim reimbursements later.

3.5     Travel Allowance (TA)

3.5.1    Employees travelling for business can avail or claim Travel Allowance (Round-trip tickets) as per the below table;

PAY GRADE MODE OF TRANSPORT RATES (WITH BILLS)
G1, G2 2 TIER AC/3 TIER AC/ CAB/ AIRFARE (ECONOMY CLASS) ACTUAL
G3, G4 AC-CHAIR/ 3 TIER AC/ VOLVA BUS ACTUAL
G5, G6 3 TIER AC/ AC-CHAIR/ DELUXE BUS ACTUAL

3.5.2    As an exception employee falling in G3 & G4 grade can avail air tickets under the following conditions;

1)    Urgent Travel:  The employee is expected to reach business destination in less than 12 hours and has no prior travel information.

2)    Journey time > 48 hrs: The total journey time is greater 48 hours (one-side) and the employee expected to undertake a non-stop journey.

However, such expectation would require written email approval from the HR Head or Director.

3.5.3    Employees planning to travel for business purposes need to inform the Admin department well in advance for any travel arrangements (Bus/Train / Flight bookings) via email along with approval from his/her HOD in accordance to his/her grade.

3.5.4    All travel request should be shared with the Admin department within the office hours only (i.e. 9:00 AM to 5:00 PM) between Monday to Friday only. Any request shared outside working hours, holiday or weekends shall be processed on the next working day.

3.5.5    All domestic travel arrangements shall be done by the Admin team only however in case of absence (or) unavailability of Admin team (or) odd hour bookings due to business exigency, the employee is expected to make travel arrangements themselves as per their pay grade and claim reimbursement later.

3.5.6    The maximum limit for booking domestic flight tickets (Economy Class – Round trip) is Rs. “Insert Amount”/-. Reservations exceeding the aforementioned airfare limit will require Director approval.

3.5.7    In case an employee is expected to travel out of station via Cab, he/she has to inform the Admin department for cab booking at least one day (24 hours) in advance via email along with approval from his/her HOD.

 

3.6     Lodging & Daily Allowance – 10 Days or less

3.6.1    An employee on business tour for 10 days or less can claim for Lodging Allowance (LA) and Daily Allowance (DA) as per the rate limit mentioned in the table below-

 

LODGING ALLOWANCE (LA)

 

GRADE LODGING (NON METRO) LODGING (METRO)
G1 RS. “Insert amount” PER DAY RS. “Insert amount” PER DAY
G2 RS. “Insert amount” PER DAY RS. “Insert amount” PER DAY
G3 RS. “Insert amount” PER DAY RS. “Insert amount” PER DAY
G4 RS. “Insert amount” PER DAY RS. “Insert amount” PER DAY
G5 RS. “Insert amount” PER DAY RS. “Insert amount” PER DAY
G6

3.6.2    All lodging arrangements in such case shall be done by the Admin department at “Your Company Name”.

3.6.3    Daily Allowance (DA) covers all expenditure incurred by the employee on a business trip expect travel and lodging expense that are covered separately under Travel Allowance (TA) and Lodging Allowance (LA) respectively.

DAILY ALLOWANCE (DA)

 

GRADE DAILY ALLOWANCE (WITH BILL) DAILY ALLOWANCE

(IF CLIENT SPONSORED LODGING & MEALS)

NON-METRO METRO NON-METRO METRO
G1 RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY
G2
G3 RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY
G4
G5 RS. “Enter Amount” / DAY RS. “Enter Amount” / DAY
G6

3.6.4    Local conveyance expense incurred by an employee while on outstation business can be claimed separately with bills as per the below table;

 

PAY GRADE MODE OF TRANSPORT RATE
G1, G2, G3 CAB ACTUAL (WITH BILL)
G4, G5, G6 BUS/ METRO/ AUTO ACTUAL (WITHOUT BILL)

 

3.6.5    Local conveyance up to 40% of the DA (as per pay grade) can be claimed without bills.

3.6.6    Daily Allowance (DA) claim up to 40% of the limit as per the Pay Grade can be considered without bills.

3.6.7    In case lodging and meals expanses are borne by the Customer or Client, then the employee would be eligible for lower rate of DA as defined in the table above.

3.6.8    The employees are responsible for submitting of the lodging and food bills to the payroll department for records and documentation upon returning from the tour even if the expense were borne by the client.

3.7     Monthly Fixed Allowance (MFA) >10 days to 90 days

3.7.1    An employee going on a business trip for more than 10 days and less than 90 days will stand eligible to claim Monthly Fixed Allowance (MFA) as per the table below;

 

 

GRADE

MFA (WITH BILL) MFA (WITH BILL)
IF CLIENT SPONSRD LODGING & MEALS
NON-METRO METRO NON-METRO METRO
G1 RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH
G2
G3 RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH
G4
G5 RS. “Enter Amount” / MONTH RS. “Enter Amount” / MONTH
G6

3.7.2    All lodging arrangements in such case shall be done by the Admin department at “Your Company Name”.

3.7.3    An employee in such a case would not be eligible for any DA, Local conveyance or any other reimbursement / allowance/ conveyance except TA (Travel Allowance).

3.7.4    In case Lodging and Meals is provided by the Customer or Client; then an employee would be eligible for lower rates of Monthly Fixed Allowance (MFA) as mentioned in the table above.

3.7.5    The employees are responsible for submitting of the lodging and food bills to the payroll department for records and documentation upon returning from the tour even if the expense were borne by the client. However, 40% of the MFA (if client sponsored lodging & meals) can be claimed without bills.

3.8     Relocation Allowance (RA) – More than 90 days

3.8.1    In case, an employee is expected to stay at the client site/ office branch for more than 90 days, he/she will be considered for “Transfer of Work Location” and will be entitled for one-time Relocation Allowance (RA) equivalent to one month’s MFA (Monthly Fixed Allowance) as per his/her Pay Grade mentioned in (Clause 3.7.1).

3.8.2    An employee in such a case would (not) be eligible for any DA, MFA or any other reimbursement / allowance/ conveyance except one-time TA (Travel Allowance) i.e. round-trip tickets.

3.9     Advance for Business Travel

3.9.1    An Employee can claim for travel advance in case he/she is travelling for more than 05 days and his/her travel and accommodation expenses are not borne by the client/customer.

3.9.2    An employee wishing to avail travel advance has to submit the advance request at least 5 working days in advance before the travel date to the Admin and Payroll Department. The email should mention duration of stay, client name and location. The request should be approved from the concerned HOD.

3.9.3    An employee can claim up to a maximum of 50% of MFA (Monthly Fixed Allowance) as advance as per his/her Pay Grade as mentioned in clause 3.7.1

3.10  Procedures for Claims & Reimbursement

3.10.1 To claim reimbursements, an employee is required to fill up the appropriate. Claim/ Reimbursement form as mentioned below;

§  Outstation Tour & Travel Expense Form (Separate Customer Sponsored Form)

§  Tour Advance Form

3.10.2 Important dates for claim submission, processing & reimbursement are as follows;

  • “Enter Date” of every month – Deadline for claim submission (to Admin team)
  • “Start Date” to “End Date” – Claim processing & approvals (by Payroll team)
  • “Final Date” of every month – Claim reimbursement credit

3.10.3 Bills received later than “Enter Date” of the month would be cleared in corresponding next month billing cycle only.

3.10.4 Claims older than 2 months would not be entertained at any level and shall not be reimbursed.

3.10.5 In case any further assistance or clarification is required, the employee can approach the Admin or Payroll team for seeking clarification.

3.11  Reporting and Controls

3.11.1   The employee shall be only entitled for allowances and claims as per the provision in the policy documents. Any claims outside the purview of the policy shall not be payable.

3.11.2   The employee shall be responsible for initiating travel request post approval and shall be responsible for submitting claims for reimbursements as directed in the policy.

3.11.3   The employee is advised to read the business travel policy carefully and approach the Admin/Front Desk or Payroll Team to seek assistance or clarifications on any doubts (if any) before travelling or incurring any doubtful expenses.

3.11.4   The employee is required to attach supporting bills when filing for claims as directed in the policy. Claims without supporting bills shall not be processed and will be rejected.

3.11.5   It is presumed that the employee shall not submit fake bills or supporting documents to claim reimbursement. Any such case would be considered as fraud and may warrant a strict disciplinary action leading up to termination of employment.

3.11.6   The Payroll team is responsible for processing claims reserves the right to question or seek clarification from the employee on the claims filed.

3.11.7   The Payroll reserves the right to cancel or reject the claims as per their jurisprudence using the policy as the benchmark. In case of rejection, the Payroll /Finance team shall provide the employee with the reasons for rejection.

3.11.8   Any reimbursement or claim disputes shall be referred to HR team (Talent Management). The decision of the HRD can’t be challenged and shall be deemed final.

3.12  Governance

3.12.1   The Policy shall be governed by the Admin and Payroll department.

3.12.2   The Admin/Front Desk team shall make all travel arrangements as directed in the policy.

3.12.3   The Payroll/Finance team shall process claims and allowance payouts as directed in the policy document.

3.12.4   All escalation shall be referred to HRD (Talent Management). The verdict of HRD on any disputes or issues with regards to claims or reimbursements shall be deemed final.

 

3.13  Exceptions

3.13.1   No exceptions shall be made in the policy unless the policy is revoked by the HRD or the Management Team.

3.13.2   Any exceptions in this policy can be only approved by Head HR along with consent of the Management Team.

4      ROLES & RESPONSIBILITIES

Role Responsibilities
Employee Individual employees are responsible claiming reimbursement and allowance as per provision in the policy.
People Manager The People Managers are responsible for approving or rejecting travel plans as per business exigency.
Admin/Front Desk Team The Admin/Front Desk team shall be responsible for making travel and accommodation arrangements. The Front Desk team shall be responsible for responding to queries, providing claim forms and submitting claim forms.
SQA Head The SQA head shall be responsible for auditing and approving all business travels for the S/W Business Units for the delivery and development teams.
Payroll/Finance Team Process, audit and payout reimbursement claims and allowances.
HR (Talent Management) Team Resolving disputes and responding to unresolved queries.

5      GLOSSARY

Acronyms Definition
TA Travel Allowance
LA Lodging Allowance
DA Daily Allowance
MFA Monthly Fixed Allowance
RA Relocation Allowance

6      RELATED POLICIES, PROCEDURES, OR OTHER REFERENCES

Reference Link
“Reference to previous policy” drafted by “Employee Name”. “Attach below in Appendix”

7      REVISION LOG

Rev Description of Changes Changed By Approved By Date
1.0 “Highlight section of policy impacted” “Employee Name & Title” “Management Name & Title” “Mention Date”
2.0

8      APPENDIX A

“Attach related policies & procedures”