Document:

HR Policy Procedures

Issue Date:
Effective Date:
Version:

HRP-DT
25st March
2014
1st April 2014
10-08/7

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
DOMESTIC TRAVEL POLICY
1.

PURPOSE & OBJECTIVE:

The purpose and objective of this document is to define policies and procedures for employees
undertaking business travels within India. The Managers should make effective use of videoconference, teleconference, email, telephone and all other convenient and economic
communication modes for the purpose of meetings, interviews, follow ups, reviews etc in order
to minimize travel.

2.

SCOPE & COVERAGE:

This policy is applicable to all employees of Adani Group, full time consultants, GETs, MTs and
any other category employees as informed from time to time. This policy is not applicable to
employees posted overseas.

3.

APPROVAL:
All travel as well as advance for travel within India has to be approved by respective HOD not
below the level of a General Manager. In case of a department, where, the Head is below the
level of General Manager, the approval has to be obtained from the next higher up, who is a
General Manager or the Plant / Site Head (irrespective of designation). In case of GM & AVP
grade employees, the approval has to be obtained from their reporting officers. Employees at
the level of Vice President up to Jt. President are required to inform their respective superior
before their travel / leaving headquarters through the mail regarding the purpose and duration
of travel. On return they have to submit their TA bill/tour report to the Accounts Dept through
their respective head / reporting officer. President & above and direct reports to Chairman
have to inform about the purpose and duration of their travel before travel / leaving
headquarters through email. On return, they have to send a brief mail to Chairman, informing
the carried out assignment / outcome of the travel. While submitting the TA bills directly to
Accounts department a copy of the mail sent to Chairman prior to travel should be enclosed
along with the TA bills.

4.

MODE OF TRAVEL & LOCAL CONVEYANCE: (Entitlement for business travel)

Grade
Mode of Travel **
Local Conveyance
Co. Vehicle or hired private
Joint President or equivalent &
Air (Business / Economy) /
st
taxi
above
1 AC Rail / Taxi
Co. Vehicle or hired private
GM and above & up to Sr. Vice
Air (Economy) / 1st AC Rail / taxi (Self-paid and take
President
Taxi
reimbursement along with
travel expense)
Taxi (Self-paid and take
Manager (Grade E1) and above &
Air (Economy) /2nd AC Rail /
reimbursement along with
up to AGM (Grade E4)
Taxi
travel expense )
Autorikshaw / local train (1st
Officer (Grade O1) and above & up
III / II tier AC Rail /
class MST)
to Associate Manager (Grade O5)
Shared Taxi/AC Bus
(including GET / MT)
S5 and Below

III tier AC / AC Chair Car /

SL Class Rail / AC Bus

Autorikshaw / local train (1st

class MST)

**
Flying time of 1hr & 30 min and above between two destinations Business Class (Super
Saver Coupon).
Flying time of less than 1 hr & 30 min Low Fare Economy Class.
e.g. -For travel between Ahmedabad-Delhi-Ahmedabad and Ahmedabad-MumbaiAhmedabad, which involves flying time of approx 1 hr 20 min (less than 1 hr 30 min)
Low Fare Economy Class. (Since most of the flights operate in this sector are having
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Document:

HRP-DT
25st March
2014
1st April 2014
10-08/7

Issue Date:

HR Policy Procedures

Effective Date:
Version:

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
only Low Fare Economy Class and do not have Business Class)
- Similarly for travel between Delhi-Mumbai, which involves 1 hr 55 min (more than 1
hr 30 min) Business Class.
All employees entitled as above will use Corporate Super Saver Coupon through respective
administration department as per details given in the policy guideline.
In case of exigencies, depending on the need, Chairman / MD / Directors / President / CEO or
equivalent of respective business may approve higher class of travel.
5.

BOARDING AND LODGING EXPENSES:

i.

The boarding & lodging expenses are intended to cover expenses related to stay & food
while on business travel. The expenses are required to be claimed against vouchers
subject to limits prescribed as under:
Table - A
Permissible Daily Limits for Boarding & Lodging Expenses
Metro
(Delhi including
Gurgaon, Mumbai,
Kolkata, Chennai,
Bangalore)

Grade

Incidental
Expenses
Lodging &
(without
Boarding
bills)

A Class City

Lodging
&
Boardin
g

B Class City

*Reimbursement of
Expenses
Incidental
towards
Incidental
Expenses
Lodging &
food &
Expenses
(without
Boardin
beverages
(without
bills)
g
during
bills)
**
journey limit per day

**
VP & Above

Actual
GM & AVP

8000
DGM & AGM
(Grade E3 & E4)

6500

MGR & SM
(Grade E1 & E2)

5500

Asst. Mgr., Dy.

Mgr. & Asso. Mgr.
(Grade O3, O4 &
O5)
Officer / Engr. &
Executive/ Sr.
Engr. (Grade O1 &
02 incl. GET / MT)
Asso. Off. / Asso.
Engr. & below
(Grade S1, S2, S3,
S4 & S5)

4000

3000

2000

C Class City

*Reimburse
-ment of
Expenses
towards
Lodging &
food &
Boarding
beverages
during
journey limit per day

Incide
*Reimburse
ntal
-ment of
Expen
Expenses
ses
towards food
(witho & beverages
ut
during journey
bills) limit per day

350

Actual

300

1300

Actual

250

1200

Actual

225

1100

275

6500

225

1100

5200

225

1000

4000

200

900

250

5000

200

1000

4000

200

900

3000

175

800

225

4000

175

900

3300

175

775

2600

150

690

200

3000

175

550

2000

120

425

1500

100

400

125

2000

115

300

1400

90

250

1000

75

230

1500

75

250

1000

60

200

800

50

200

90

** Reimbursement of Expenses towards, food & beverages during journey for Metro cities will be
same as that of A class city.
(*) Applicable for journey period only.
ii.
Employees would be permitted hotel facility as per limit specified in Table A only in
case of overnight stay and only if company accommodation does not exist or not
available. In case of Company accommodation not available, then a certificate needs
to be obtained from respective Administration Executive / Guest House.
iii.
Lodging and boarding limit specified in Table A includes hotel room charges, food
expenses, laundry expenses, taxes etc. and shall be applicable only in case of overnight stay.
HRP|APR14|DT
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Document:

HR Policy Procedures

Issue Date:
Effective Date:
Version:

HRP-DT
25st March
2014
1st April 2014
10-08/7

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
iv.

Incidental expenses are reimbursed on per day basis for actual expenses incurred for
News Papers, Magazines, Porter Charges, Mineral Water, Tips etc. for which bills are
not available.

v.

Reimbursement of expenses towards food and beverages during the journey: This is
meant for reimbursement of actual expenses incurred only during journey period
(could be by train, or bus), and in no cases can be claimed as lump sum amount
without incurring the same. This provision, essentially, is to cover food & refreshment
expenses incurred during travel. This amount is to be claimed only if incurred and not
as an entitlement of outdoor duty. Bills are to be submitted wherever available.

vi.

A day, for the purpose of this policy would mean 24 hours from the time of
commencement of journey from the residence / head-quarters of the employee upto
the time he/she returns to the residence / head-quarters. Fraction of the day for more
than 12 hours will be treated as one day, between 4 to 12 hours will be treated as half
day and less than 4 hours will be ignored.

vii.

When an employee is not required to stay in a hotel either due to availability of

company guest house or the work does not require over-night stay, the boarding
expenses will be as under:
Designation
VP and above

Time Period
-

AVP and below

Returns within
12 hours

Entitlement
Actual

Actual, subject to maximum 15% of

lodging and boarding entitlement
applicable for the respective city as per
Table A
Actual, subject to maximum 30% of
returns after
lodging and boarding entitlement
more than 12
hours and within applicable for the respective city as per
Table A
24 hours
Example: if an employee at AGM (Grade E4) level goes to Delhi in the morning from his
residence / head quarters and returns in the night, he will be reimbursed for boarding
expenses on actual, subject to Rs. 1950 (30% of Rs. 6,500/-). If he leaves his residence /
head quarter in the morning at 6.00 am, and returns before 6.00 pm, ie less than 12
hours, he will be reimbursed boarding expenses for half day, ie maximum Rs. 975/-.
viii.

Classification of Cities for the purpose of this policy: All the cities / towns where
company officers / staff are frequently required to travel have been classified under 4
categories i.e. Metro, A, B, and C, depending local cost of living. (as per Annexure-I). All
the cities / towns not falling under any of these categories will be considered as
classified under C category.

HRP|APR14|DT
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Document:

HRP-DT
25st March
2014
1st April 2014
10-08/7

Issue Date:

HR Policy Procedures

Effective Date:
Version:

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
6.

ALLOWANCE FOR PERSONAL ARRANGEMENT:

Employees making personal arrangement for boarding & lodging towards stay & food, will be
eligible for an allowance, based on category of city they are traveling to as under.
Table B
Boarding & Lodging Allowance for Personal Arrangement for Stay & Food

City /
Grade

Metro
A Class
B Class
C Class

7.

AVP & Above

GM

AGM / DGM

SM / MGR

(Grade E4 /
E3)

(Grade E2 /
E1)

Asso. Mgr. /
Dy. Mgr.
/Asst. Mgr./
MT

Officer / Engr.
& Executive/
Sr. Engr./GET/
PGT

(Grade O5 /
O4 / O3)

(Grade O1 & O2
incl. GET/MT)

Asso. Off. /
Asso. Engr. &
below
(Grade S1, S2,
S3, S4 & S5)

2100

1900

1700

1500

1100

800

550

1900

1700

1600

1400

1000

700

500

1700

1600

1500

1300

850

600

450

1500

1400

1300

1100

750

500

400

i.

If accommodation in guest house is available, employee cannot claim any amount

towards personal arrangement.

ii.

Employees claiming allowance for personal arrangements would not be eligible to claim
incidentals.

TRAVEL ON RECALL FROM LEAVE:

An employee on sanctioned leave, if recalled from outstation to the headquarter before the
expiry of leave, would be entitled to TA-DA as per normal travel entitlement. The employee
would be eligible to claim TA & DA expenses from where he was recalled to the place where he
is expected to report for duty.

8.

GENERAL:
i.
Joint President and above grade employees, who are entitled to Business Class Air
Travel as mentioned in clause 4 on page 1, will avail Corporate Super Saver Coupons
through respective Administration Department. Respective Admin department will
obtain Corporate Super Saver Coupons from Airlines as per the requirement and issue
accordingly.
ii.

All employees are required to book their tickets through travel portal only requisition
for tickets other than travel portal will not be accepted by the travel desk.
A guide on how to use Adani Travel Portal is available on the Adani Portal.
http://tms.adani.com/reference/TMSADANI%20UserDoc.pdf

iii.

Cost of tickets booked by the Company for employees for their travel will be initially
debited to the respective employees account. The same will get adjusted subsequently
after submission of travel claims by the employee.

iv.

For Vehicles bookings at travel destinations done by respective Admin Department /

self-booked, the payment will have to be done by employee & the same can be claimed
in travel claims.

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Document:

HR Policy Procedures

Issue Date:
Effective Date:
Version:

HRP-DT
25st March
2014
1st April 2014
10-08/7

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
v.

Employee has to submit his travel expense statement in the prescribed form (Annexure
II) after the completion of the tour within 7 working days along with a tour report. All
supporting bills / tickets/ Boarding passes in case of air travel (Boarding pass not
required for tickets booked by Central Travel Desk) / vouchers should be attached to
the said statement. Cost of the tickets booked by the company should be claimed as
expense in the travel expense statement.

vi.

The claims for travels undertaken during a particular month will be processed, settled
and advised to Accounts for adjustment latest by 15th of subsequent month. Any debit
or credit will be made in the salary of subsequent month. Eg: All travels undertaken
during January will be settled and necessary adjustment (debit / credit) will be done in
salary for the month of February payable on 1st March.

vii.

The settlement of debit or credit will also apply for the travel advance availed by the
employees.

viii.

The onus of submission of travel claim will be with the respective employee. Timely
submission of travel claim will help maintain proper accounting and avoid error in debit
/ credit.

ix.

The Audit Dept will inform the respective Business Accounts and ensure compliance
accordingly.

x.

Company has provided the facility of individual corporate credit cards for Officers and
above level employees through Axis Bank. Henceforth, employees traveling would use
the credit card for making payments and submit their statement to Accounts for
reimbursement on return from tour. This will minimize cash transactions.

xi.

No new travel advance should be taken by an employee until the previous advance if
any, has been cleared. Advances not settled within 45 days or 7th working day from
completion of tour whichever is later, will be recovered from the salary of the employee
in the following month. All the expenses pertaining to the trip should be claimed at one
time only and in the prescribed form. No separate claim shall be accepted.

xii.

It is expected that all tickets are booked through the administration department of the
locations / units / offices of the company and / or companys authorized travel agents.
In case of exigencies, when the tickets are purchased by the employee, photocopy of
the ticket / details of the ticket No. / PNR No. / Boarding Passes should be attached/
indicated in the travel expense statement.

xiii.

Where the local staff member travels with the outstation staff member in a hired
vehicle, the conveyance expenses would be paid by the outstation staff member. He
will accordingly claim such expenses in his traveling expenses report

xiv.

These TA/DA rules are applicable on tours when stay at an outstation is for short
durations (upto 30 days). These rules shall not apply if an employee is required to work
at another station either on temporary transfer or in leave vacancy involving stay at
that station for more than 30 days. In such cases the Business Head / Function Head /
Business HR Head will give specific approval.

xv.

List of Company accommodation is attached as per Annexure III.

xvi.

Employees will be free to claim either actual boarding & lodging expenses incurred
subject to the allowable limits mentioned in Table A or the allowance payable as
mentioned in Table B for making personal arrangements. However, a choice once
exercised shall not be changed during the entire stay at that place during the tour.

xvii.

An employee who is required to accompany a director or a guest of the company would

be permitted to stay at the same hotel. In such situation it is expected that only a
single room accommodation would be used. However, in such cases of stay only actual
expenses supported by vouchers would be approved by business / functional head.
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Document:

HR Policy Procedures

Issue Date:
Effective Date:
Version:

HRP-DT
25st March
2014
1st April 2014
10-08/7

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
xviii.

Usually employees are not encouraged to incur expenses and claim towards official
entertainment with client and other business associates on business promotion etc.
However, such claims can be reimbursed on actual against receipt with approval of
respective President / CEO or above.

xix.

An employee availing leave during business travel would not be eligible for
reimbursement of expenses during that period. All such leave must be approved prior
to proceeding on the business trip.

xx.

Any deviation to the policy guidelines shall be approved by Business Head/ President/
CEO or equivalent and above.

xxi.

Grade of Consultants / Trainees (Ref. Table B): Normally while recruiting HR shall
mention the respective grade in the letter, if not done than HR shall inform the grade
for respective consultant for the travel expenses claims.

P K Panda
Group President HR

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Document:

HR Policy Procedures

HRP-DT
25st March
2014
1st April 2014
10-08/7

Issue Date:
Effective Date:
Version:

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
Annexure-I
LIST OF CITIES & CLASSIFICATION
NO.

STATE

Class " A"

HYDRABAD

VIJAYAWADA

TIRUPATHI

SECUNDRABAD

KURNOOL

VISHAKAPATNAM

JORHAT

TINSUKIHA

DIBRUGARH

SILCHAR

BHAGALPUR

GAYA

ANDHRA PRADESH

ASSAM

GUWAHATI

ANDAMAN & NICOBAR

PORTBLAIR

ARUNACHAL PRADESH

ITANAGAR

BIHAR

PATNA

CHATTISGARH

RAIPUR

GOA

GOA

GUJARAT

Class " B"

MUZAFFERPUR
BILASPUR

DURG

BHILAI

AHEMDABAD

BARODA

GANDHINAGAR

RAJKOT

SURAT

JAMNAGAR

PANCHKULA

HISSAR

KARNAL

AMBALA

ROHTAK

HARYANA

FARIDABAD

10

HIMACHAL PRADESH

SHIMLA

DHARAMSHALA

MANALI

KULU

DALHOUSIE

PARWANOO
11

JAMMU & SRI NAGAR

SRINAGAR

JAMMU

LEH

12

JHARKHAND

RANCHI

DHANBAD

JAMSEDPUR

13

KARNATAKA

BELGAUM

MYSORE

HUBLI

MANGALORE

TRIVENDRUM
14

KERALA
COCHIN

CALICUT
(KOZHIKODE)
TRICHUR

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Document:

HR Policy Procedures

HRP-DT
25st March
2014
1st April 2014
10-08/7

Issue Date:
Effective Date:
Version:

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
NO.

15

16

STATE

Class " A"

Class " B"

NAGPUR

NASIK

SOLAPUR

PUNE

MATHERAN

KHANDALA

KOLHAPUR

JALGAON

LONAVALA

AURANGABAD

BHOPAL

GWALIOR

SATNA

INDORE

JABALPUR

MAHARASTRA

MADHYA PRADESH

17

MEGALYA

SHILONG

18

MIZORAM

AIZWAL

19

NAGALAND

KOHIMA

DIMAPUR

NOIDA
20

NCR

21

ORISSA

22

23

GHAZIABAD
(Vaishali,
Vasundhara,
Indrapuram)
BHUBANSHWAR

BEHRAMPUR

ROURKELA

CUTTACK

SAMBALPUR

CHANDIGARH

AMRITSAR

PATIALA

LUDHIANA

BHATINDA

JALANDHAR

UDAIPUR

KOTA

JODHPUR

SRI GANGA NAGAR

PUNJAB

RAJASTHAN

JAIPUR

JAISALMER
COIMBATORE
24

25

KODAIKANAL

MADURAI

OOTY

PONDICHERY

SALEM

TRICHIRAPALLY

AGRA

GORAKHPUR

ALLAHABAD

MEERUT

ALLIGARH

MORADABAD

BAREILLY

SAHARANPUR

GHAZIABAD (Old)

VARANASI

TAMIL NADU

UTTAR PRADESH

KANPUR
LUCKNOW

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Document:

HR Policy Procedures

HRP-DT
25st March
2014
1st April 2014
10-08/7

Issue Date:
Effective Date:
Version:

Title: Group Policy on Domestic Travel (within India / Indian Subcontinent- Nepal, Bhutan,
Bangladesh)
NO.
26

27

STATE

Class " A"

UTTRANCHAL

WEST BENGAL

Class " B"

DEHRADUN

MUSSORIE

HALDWANI

NANITAL

ASANSOL

DARJELING

DURGAPUR

SILIGURI

HALDIA
28

MANIPUR

IMPHAL

29

TRIPURA

AGARTALA

30

SIKKIM

GANGTOK

31*

NEPAL (Country)

KATMANDU

32*

BHUTAN (Country)

THIMPHU

33*

BANGLADESH
(Country)

DHAKA

Note: All the cities / towns not falling under any of these categories will be considered as classified
under C category.

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