ii AL PAHARPUR f 31" December 2011 ‘AN ISO 9001 COMPANY TRAVEL RULES 4.1 Applicability / Effective Date: ‘These rules shall be applicable uniformly to Paharpur Cooling Towers Limited (PCTL) and its Subsidiaries and Associate Companies / Establishments in India with effect from 1st January 2012, All the employees, who are on the payroll of PCTL and all its subsidiaries and associate Companies in India, shall be covered by these rules. These rules shall cover a) Local travel on official duty, ) Car hire for office use, ©) Outstation travel 4) Foreign travel Local travel shall mean travel within the city, not involving overnight stay and does not include ‘commuting between residence and place of work. Employees shall be entitled for reimbursement of local travel! conveyance expenses for visiting customersi business associates etc. for official work, as under: Employees shall be paid reimbursement of conveyance expenses as per their local travel entitlement specified in Annexure |, on production of conveyance reimbursement form (Annexure |). The travel should be duly authorized by their departmental head. The departmental heads will not need any ‘authorisation for their own local travel. Employees entitled to taxi for local travel may use their own car and claim reimbursement of conveyance expenses at the rate specified in Annexure I for the use of their car. For this purpose its is advisable that the concerned employee maintain a logbook of their car running when the car is used for official travel. Employees shall also be entitled for a lunch allowance in case their outside trip lasts for more than 4 (four) hours including lunch time, as per the entitlement mentioned in Annexure J, for a maximum number of § (five) days a month. Employees going out frequently or having maximum duty outside shall be paid a monthly lunch allowance 2s specified in Annexure |. Which can be fixed on the recommendations of the department head considering the nature of duties and frequency of visits outside office. No lunch allowance shall be paid if the office / business associate visited arranges free lunch for the employee.21.4 24.6 34 PAHARPUR, ‘AN ISO 9001 COMPANY Employees at HO, Branches, Factories and sites going for outdoor work, shall make an entry in the Outdoor Duty Register maintained at the Reception or at their respective place of work (for sites) and make a similar entry on return Employees moving out for official duty directly from residence shall give @ prior intimation duly approved by their immediate superior to the HR Department in order to mark their attendance. They, however, shall be required to make an entry in the Out Door Duty Register on their return to office. Similarly, any employee who expects that his stay outside will be longer and he intends not to return to office for the day, shall make such noting in the Out Door Register to that effect Claim for re-imbursement of conveyance expenses should be submitted, duly authorized by the Departmental head, to the cashier promptly. Cashier shall get all such claims received during the week (i.e. Monday to Saturday), audited by the Internal Auditors and authorised by the designated Manager (Acoounts) on next Monday and shall disburse the reimbursement to the concerned employee on Tuesday. Car Hire Car Hire for local outdoor duty shall be allowed to employees in Manager and above grade for official duty only on specific approval as under.- ‘Any one requiring a car shall give a requisition to the HR Department and endeavor shall be made by HR Department. to make optimum use of the Pool Car. In case the Pool Car cannot be allotted for the day, HR Department shall hire a car from the approved vendors and fulfil the request. The HR Department will also try to accommodate the request by seeking adjustments in requested timings. Managers & above allotted car by the company or having a car under the car scheme or otherwise Using their own car, must use their own car and claim reimbursement as per the conveyance rules of the company specified above No car shall be hired directly by anyone other than HR Department at H.O. or designated persons at the branches. Car rental bills shall be submitted to accounts by the HR Department on a monthly/ fortnightly basis for payment to the car rental agencies after checking and authorization ofthe bills by HR Head at H.O. and Branch Head at Branches.© {AN ISO 9001 COMPANY 3.1.5 The branches can be advised to book the car for employees touring Mumbai/Delhi etc, only for long journeys outside the city, who. shall book the car as per their entitlements and bills for such car hired, shall be submitted directly to HO for payment unless the same is paid by the touring employees directly. For local travel within city, Taxi facilties should be availed wherever metered taxis are readily available. Where the branch head enjoys Company car facility, he will use his car if he is accompanying the touring employee. 4.1 utstation Travel Reimbursement for Travel expenses for outstation tour shall be governed as under.~ 4.1.1 Employees shall take approval in Travel Authorization Form (TAF) (Annexure Ill) from the departmental head before undertaking any official travel and shall submit a copy of the same to HR Department for attendance and Accounts Department for taking travel advance if any 4.1.2. Ralll Air journey shall be allowed to employees as per their entitlement specified in Annexure | enclosed and the ticket for the same shall be booked by the Company as far as practicable, on requisition to the designated persons, well in advance at the most economical rates. 4.1.3. The designated persons for booking tickets at HO shall be as under till further notice = Air Ticket - Ms. Anannya Banerjee (and in her absence Mr Ashok Das) Rail Ticket - Mr. Prabal Basu (and in his absence Mr Himadri Dhar ) 4.1.4 Senior Executives are advised to undertake train journey in case of overnight journey destinations to ‘economize on travel costs, 4.41.5 Allair travel will be undertaken in Economy Class unless otherwise approved by the Managing Directors, 4.1.6 Employees are advised to choose the hotels within their entitlements specified in Annexure | and wherever Company Guesthouse is available or free accommodation is provided by client, the facility shall be availed. Reimbursement of the hotel’ boarding expenses shall be allowed as per the entitlements specified in Annexure | 4.1.7. Board ifood expenses shall be allowed on submission of vouchers for such expenses during the outstation duty as per Daily Allowance specified in Annexure |. However, in case the touring employee does not submit vouchers for the expenses he can claim 50% Daily Allowance for food and other 3