Domestic Travel Policy

Policy No D-02 Issue Date 01-JUL-1998
DOMESTIC TRAVEL POLICY

Effective Date 01-JULY-2008
Section TRAVEL & CONVEYANCE Next Review Date 01-JAN-2010
1. 1.1 2. 2.1 3. 3.1
Objective To reimburse the travelling expenses incurred by Member on Companys work. Applicability To all Members of Saint Gobain Glass India Ltd. Operational Definition Domestic Travel: Travelling not less than 60 Kms distance within India from the municipal /corporation limits of his location. Enroute expenses: Miscellaneous expenses incurred during travel towards coffee, newspaper and the like except for cigarettes. Policy Employees are expected to use the form of travel and conveyance most advantageous as far as the objective of visit is concerned. Members should ensure that travel is reasonable and necessary to conduct the companys business and not be lavish or extravagant under the circumstances. Functional team leaders are responsible to monitor the travel patterns of their employees to ensure that air travel is used judiciously.
3.2
4. 4.1
4.2
4.3
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4.4
Expenditure which does not meet the above tests, or for which the necessary documentation is not available, will not be reimbursed. City wise, level wise, limits on hotels, food expenses etc., should be strictly adhered to separately for each of them. Members should not submit any bills for expenditure on alcoholic drinks. In exceptional cases, this expenditure will be permitted with the specific approval of functional team leader only for entertainment of Companys guests Expenses on lodging and meals should be supported by vouchers. Boarding expenses upto Rs. 25/- may be claimed without submitting any bills/ cash memos. If the same is difficult to be obtained, however, cash memos/ receipts should be obtained wherever practical/possible. In case guest/ transit flat facilities are availed of, then employee cannot claim daily allowance, but can claim reimbursement of meals expenses against supporting bills/ cash memos. In case an employee returns the same day, he can claim reimbursement upto 50% of meals and full miscellaneous expenses for the day. This also applies to employees returning late evening for which hotel allowance for the day and full meal allowances are not payable. This has to be supported by bills/ receipts Any expenses on travel incurred for other than self, should specifically be mentioned in the travel report. Employees are allowed to use their personal credit cards and Company will reimburse the expenditure on travel incurred against the same for official visit.
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4.5
4.6
4.7
4.8
4.9 4.10
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4.11
Trainees shall be entitled to avail the travel entitlements as would be applicable to the level in which they are to be absorbed. Mode of Travel Grades A07-A10 Grades A11-A12 Grades A13 & above II Class train fare I Class/II Class AC train fare / Budget Airlines Economy Air or 1st Class AC
4.12
4.12.1 Members on tour shall be allowed travel as given below :
4.12.2 Should an executive use a mode of travel lower than he is allowed he shall be reimbursed only the actual fare incurred. 4.12.3 Travel by higher class to be authorized by the functional team leader only after being satisfied that there are valid and compelling reasons for doing so. 4.12.4 Marketing Personnel : Marketing members in grades A11 and above will be eligible for air travel wherever the travel is more than an overnight trip. This will be with the approval of the concerned Functional Head. 4.12.5 Whenever the destination for travel involves an overnight journey by surface transport, air travel is to be avoided. 4.12.6 Those travelling by air, should attach the used/ unused air ticket coupon(s) with their travel reimbursement statement along with other bills/ vouchers, even if air fare charges are paid directly by the company.
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4.14.5 Those travelling by train should enclose their rail receipt/ Ticket or photocopy of the same. 4.14.6 Where travel between places which are not conveniently connected by air/ train/ bus, then travel by taxi will be permissible. Company allotted vehicle should be judiciously used for travel purpose. Break up of expenses with approximate distance in Kilometers to be given with date and places. 4.13 Local Conveyance
4.13.1 Members on tour will be eligible for local conveyance as given below : Grades A07-A10 Grades A11-A13 Grades A14 & Above 4.14 Public transport/ Auto Auto / Taxi (Non A/C) Auto / Taxi (A/C)
Lodging And Boarding In Hotels
4.14.1 The hotel should preferably be booked in advance by the individual. 4.14.2 Members on tour will be eligible for lodging as given below: 4.14.3 Metro Cities incl. Bangalore Grade A07-A10 Grade A11-A12 Grades A13-A14 Grades A15-A16 Other places Rs. 900/- / day Rs. 2000/- / day Rs. 4000/- / day Rs. 5000/- / day Rs. 6000/- / day
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Rs. 1100/- / day Rs. 3000/- / day Rs. 5000/- / day Rs. 7500/- / day
Above Grades A16 Rs. 9500/- / day

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4.14.4 The above limits of Hotel on actual are inclusive of all taxes and service charges, if any. 4.14.5 Members on tour will be eligible for meals expenses subject to a maximum as given below based on actual expenses incurred Grade A07-A10 Grade A11-A15 Rs. 250/- / day Rs. 500/-/ day
Grades A16 & above Rs. 750/-/day 4.14.6 The limits for meals are for Members only. Wherever an official guest is accompanying the employee, reasonable actual expenditure will be reimbursed on submission of bills. In the case of staff/ officers, a specific approval by the approving authority should be received for any such expenditure. 4.14.6 If Member makes arrangement for boarding and lodging and actuals are not claimed as / entitlement, a daily allowance to cover boarding and lodging each day can be claimed on the following basis: This is to care of all the expenses incurred at the place where he stays.
Metro Cities incl. Bangalore Other places
Grade A07-A10 Grade A11-A12 Grades A13-A15
Rs. 400/- / day Rs. 500/- / day Rs. 750/- / day
Rs.200/- / day Rs.400- / day Rs.600/-/day Rs.800/-/day
Grades A16& above Rs. 1000/- / day
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4.14.7 No supporting voucher need to be submitted for claiming this amount of allowance. This covers all meals too. 4.14.8 Lodging and Boarding expenses will be allowed even if no night halt is involved. The same should be supported by bills. 4.15 Enroute Expenses 4.15.1 Those making use of an overnight train/ bus, will be allowed an allowance of Rs. 100/- This covers expenses on meals and other miscellaneous expenses during the journey. No bill need to be submitted to claim this miscellaneous/ overnight allowance. 4.16 Telephone 4.16.1 Expenses incurred towards official telephone call will be reimbursed with the approval of immediate Sponsor. The same shall be supported by bills. 4.17 Miscellaneous Expenses
4.17.1 Miscellaneous expenses include Newspaper etc. A breakup of miscellaneous expenses should be given if it is more than Rs. 50/- / day. 5. 5.1 Procedure A job order has to be prepared in advance and approved by the Sponsor and the total budget has to be written in approved Job order. A Job order should contain all travel details and fare. All travel bookings should be made through approved travel agent by the individuals themselves.
5.1
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5.2
Member should submit the job order to Finance to draw travel advance which they need to settle within 3 days from the date or their return from the tour. Member should fill up the travel expenses form as in Annexure 1 within 3 days of the travel, get approval from the Sponsor and submit to Finance teams. They should attach all bills / other supporting documents along with the forms. The Finance team will, based on the approval and travel policy settle the accounts. The duplicate copy of the TRF should be retained at the Sponsor for budget control. All cash advances and travel expense claims should be settled within three days following the completion of the trip, for which the advance was granted. Responsibility Member : The Individual employee is responsible for using the form of travel and conveyance most advantageous as far as the objective of visit is concerned. He is responsible for making travel expenses judicially. The individual is responsible for presenting the expenses in the prescribed form and attaching all bills and documents /pertaining to the expenses. The Functional team leader is responsible for approving the expenses incurred after ensuring that the departments and the individual employees travel
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5.3
5.4
5.5
6. 6.1 6.1.1
6.1.2 6.2
6.3
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expenses are made judicially and as per the policy of the company. 6.4 7. Finance is responsible for following the policy of the company and reimburse as per limits. Documentation 7.1 Travel Expense Form
Prepared By Date :
Approved By : Date :
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Amendment Form
Date of Last Change
September 1, 2005
Addition / Modification / Deletion
Modification
Clause Changed
4.12.1, 4.13.1, 4.14.3 , 4.14.5 1st July 2008
Date of Change
Authorised By
B.Santhanam 4.12.1, : Clause revised with budget airline eligibility for grades A11 & A12 4.14.1 : Clause revised with AC Car eligibility for local conveyance for grades A14 & A15 4.14.3 : Clause revised with new Rates for Boarding and Lodging in Metro and Non Metro cities 4.14.5 : Clause revised with new rates for meals expenses
Change made
Signature of Authorizing Member
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Domestic Travel Policy

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Policy No D-02 Issue Date 01-JUL-1998