Travel Policy

Objectives:

To ensure that Travel & Stay is kept to an appropriate level, is properly authorized, and is compliant with Company policy.

Applicability

This policy applies to all employees of the Company. This Policy will be applicable for all travel undertaken on or after.

Travel Policy Matrix - Out of Head Quarters Town

Grade-wise	From residence to airport/train/bus terminal (Thru & Fro)	Air	Train	Bus	Hotel		Vehicle while on tour	Daily allowance per day (No bills required)
Grade-wise		Air	Train	Bus	Metro	Non-metro	Vehicle while on tour	Daily allowance per day (No bills required)
Grade 8 - 7	Pvt/Paid taxi (At actual)	1st class	1st class	Luxury	At actual	At actual	Sedan/XUV	At actual
Grade 6	Local paid taxi (At actual)	Economy	2nd Ac	Luxury	Up to Rs 1 K	Up to Rs.1 K	Hatchback/ if na Sedan	Rs.500/-
Grade 5-4	Local Transport paid (At actual)	Economy	3rd Ac	Ac Bus	Up to Rs 600/-	Up to Rs.600/-	Hatchback	Rs.300/-
Grade 3-1	Auto /Bus (At actual)	Economy (only on emergency basis & approved from HOD.	2nd class (Sleeper)	AC Bus	Up to Rs 1 K	Up to Rs.1 K	Hatchback	Rs.200/-

Daily Allowance is to cover daily expenses which includes lunch, etc. (Not applicable, if stay is arranged at Company’s Guest House/Mess facility).

Employee must submit original bills/receipt/documents as supporting documents for any kind of expenditures incurred during the business trips.

In case of any exception to above travel policy, approval to be obtained.

In case of employee, arrange for personal stay at relative or known person, can avail reimbursement of hotel stay up to 25 % of total hotel bill.

List of cities falling under Metro and Non-metro category will be highlighted separately in HR manual.

Submission of Travel & Stay (T & S) Statement:

All employees who undertake travel, whether or not any reimbursable expenditure is being claimed, must submit a T & S statement, duly approved by the Direct Reporting Manager and HOD’s approval, in case of not in accordance to Company Policy.

T & S statement should always be submitted within 3 working days of the return from trip.

The T & S statement should include all items of information asked for. Employees are requested to fully read and understand the form and submit full information as required.

It is necessary to attach all bills, supporting, statements, ticket jackets and boarding cards to the T&S statement; as also cheques for amounts due to the Company for personal expenses.

All expenses should be stated in the currency in which they are incurred.

A copy of the approved Travel Approval and Requisition format should be attached to the T & S statement without fail.

Travel Advance: Travel advances may be provided to employees traveling, after due approval of the HOD / ED/CMD

Hotel accommodation policy:

Hotel reimbursement will be given on the basis of the band level or all approved request for accommodation should be forwarded to Hradmin.helpdesk@VINSUMindia.net, at least one week in advance, who will book appropriate accommodation at the desired location.

Any request less than One week. should be made by the employee directly at the respective location.

All hotel bills will be settled directly by all employees and subsequently claimed in their monthly reimbursements. VINSUM does not have a bill to company arrangement with any hotel in India. A corporate tie up is done to ensure that we get the best available rate. Administration would organize appropriate accommodation based on the above approved matrix.

The claims like Wi-Fi charge (if it is not a part of room rate) will be given only in exceptional / emergency cases.

Commuting guidelines

Road travel by car, commencing late evening – inter city/town is actively Discouraged. Train/Air –conditioned bus recommended.

Pooling of taxi/car is mandatory if a group of employees are commuting to a common destination.

In case a group of employees are travelling together only the travel facility provided to them will be commensurate to the employee of the highest band.

The reporting Manager may not approve any short notice request for flying to any destination where the airfare is unreasonable high.

Usage of own car:

1. Grade 6 & above are eligible and Grade 5 & below need to obtain respective HOD & HOD-FAD approval to avail the facility.

2. For employees who have to use their own cars more often / long distance related work, reimbursement at the rate of Rs. 5 for diesel and Rs. 6 for petrol vehicles per km will be given.

3. Employees need to fill expense form for claiming for car fuel reimbursement.

4. Pass, toll and parking incurred for business travel beyond day to day work will be given on actual.

5. Usage of own car for business related travel beyond day to day travel, the above reimbursement is available, on approval of the respective HODs and HO
D (FAD).

Employees using 2-wheelers while visiting customers:

1. Employees are encouraged to use available public transport. Employees who wish to use two- wheeler are advised take necessary Safety precautions.

2. VINSUM will reimburse Rs.2.5 per km for fuel incurred on travel, while discharging their responsibility.

3. Any expenses incurred while using public transportation can be expensed with appropriate receipts and / or manger approval.

Usage of own 2 wheeler for business related travel beyond day to day travel for local office visit.

Travel Booking Process

All approved booking have to be routed through the HR dept. on hradmin.helpdesk@VINSUMindia.net

Any request for a car booking need to be made at least One week in advance of such Travel/ requirement of vehicle.

Any request for an airline booking need to be made at least 7 days in advance of such travels.

Request shall not be later than 5 pm on working days and not on Sunday / national holidays. No request without written approval of reporting manager shall be processed.

Self-booking will be allowed only in exceptional / emergency cases with the approval of HOD.

Cancellation / rescheduling request need to be made at least 24 hrs in advance with a prior approval from reporting managers.

No alcohol / cigarettes/ mini bar expenses will be reimbursed.

In case alcohol cost is incurred for entertaining customers/ suppliers/ team members, a separate claim needs to be submitted for approval by Direct Reporting Manager/HOD.

While claiming the hotel accommodation bills, details of the room service also needs to be attached.

In case Food cost is incurred for entertaining customers/ suppliers/ team members, a separate claim needs to be submitted for approval by Direct Reporting Manager.

No laundry expenses will be permitted.

If the travelling employee is in the position to organize boarding & lodging on his /her own, 25% of the maximum hotel room entitled for him/her will be paid to the employee (taxable). The claim must be submitted separately with the Direct reporting Manager/HOD.

Employees should find out the check-out timing of the hotel and adhere to it to avoid extra charges.

Wherever applicable, employees are urged to avail all the possible Tax/GST benefits available under the law and attached to company. For knowledge purpose, Accounts dept to be contacted.