Document ID: NKL/HR/ITP/22-23/Ver 3 Title: International Travel Policy

01/03/2023
Prepared By: HR Department Preparation Date:
CHRO 01/03/2023
Reviewed By: Reviewed Date:
Mr. Hiten Parekh – Managing 01/03/2023
Approved By: Approved Date:
Director
Mr. Manish Parekh – Joint
Manager Director
Mr. Nayan Parekh – Executive
Director & President

• Introduction:
Travel is an important aspect for carrying out the business and this policy ensures to provide a
comfortable travel experience to its employees, thereby enabling them to meet their business
objectives while keeping adequate focus on cost optimization.

• Objective:
To establish clear guidelines for employees on the eligible limits and allowances applicable on
international business travel.

• Eligibility:
This policy is applicable to all employees of Nilkamal group.

• Policy Details:

➢ Travel Desk - Employees will be provided assistance through Travel desk to manage their travel and
stay arrangements. Travel desk will also make other aspects of travel available, such as arranging
foreign currency, processing of papers for visa, activating international roaming, thereby providing
complete travel solutions to employees.
In order to provide smooth travel support by travel desk, employees need to ensure that travel
request must be approved well in advance from the HOD and Director, same is to be submitted for
getting the arrangements done through travel desk.

➢ Air ticket, Visa and Passport –All reservations for air travel and visa formalities are required to be done
through travel desk, by sending an email to travel desk along with relevant approval (Director’s
approval). Employees should get the travel arrangements done 30 days prior to international
travel. All employees are eligible for air travel in economy class. The option of air travel in business class
is applicable exclusively for Directors. Deviation in air travel for an employee will be strictly based on
approval from Director.

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 Employees travelling internationally should check in advance that their passport is active with at least
six-month validity and three blank visa pages, as necessary prior to scheduled departure to avoid
cancellation of the trip due to non-arrangement of above documents. All expenses associated with
passport will be borne by the employee.

➢ Accommodation –
1. Employees are required to get their hotel reservations done through travel desk at the same time
when making their airline reservation. Exception for hotel reservation done by the employee is valid
only in case if booking is not possible by travel desk or in cases where the employee requires the
hotel to be close to the work location e.g., exhibitions or supplier visits and hence does the
arrangement on his own.
2. For pre-planned and regular exhibitions where the dates of the events are out early, employee needs
to inform travel desk for booking at least 6 months prior.

➢ Daily Allowance – Allowances for Lodging, boarding, local Conveyance and transit are classified as per
below:

Lodging (Per Boarding, Conveyance

Grade Day) Miscellaneous (Per Day)
M10 & above Actuals Actuals
M9 & below 75 to 100 USD Actuals

➢ Lodging: Lodging limits include room rentals, & taxes. In case travel desk/employee is unable to confirm
hotel bookings within the above limit, then a formal approval on mail must be taken from HOD/Director
for additional amount keeping respective HRBP & travel desk in a loop. Similarly in case employees are
getting decent hotel below their limits than they should opt for the same accordingly. Bill
submission in all the case is mandatory.

➢ Occupancy:

1. M9 & below employees are eligible for double occupancy basis. (Lodging limit for double
occupancy can be extended up to 1.5 times in case if decent hotel is not available in above individual
limit) eg: 100 USD * 1.5 = 150 USD

2. In case of higher Lodging fare, it is recommended for M10 and above employees to opt for double
occupancy, if they are travelling with colleagues.

3. At the time of Exhibitions, if hotel prices are high than employees are recommended to take approval
from HOD / Director on mail before proceeding for booking.

➢ Boarding: Boarding includes breakfast, lunch & dinner. Bill submission is mandatory. Liquor, cigarettes
& tobacco expense will not be reimbursed.
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 ➢ Conveyance & Miscellaneous: On actuals subject to bills to be provided. In case if the employee don’t
get bills, then formal approval of HOD is mandatory.

➢ Transit: On actuals subject to bills to be provided. In case if employees don’t get bills, then formal
approval of HOD is mandatory.

➢ Laundry: Laundry expense can be claimed on actuals, only if the trip is for more than 5 days.

➢ Foreign currency: Foreign currency is provided before departure to enable employees to pay for the
expenses incurred during their lodging, boarding & other expenses. Employees are advised to not
bring back low currency coins.

➢ Kit Allowance: This allowance is provided to employees in preparation for the international trip, in
terms of purchases to be made as per the country employee will be travelling (E.g.: Winter Jacket /
Gloves / Winter Socks if travelling in cold countries)

Year Amount Bills Required

Once in a year Rs. 8000 Yes

➢ Phone Expenses: To ensure that employees stay connected with their official and personal contact and
enjoy uninterrupted calling facility while on international tour, travel desk will activate international
roaming on your corporate number.

➢ Expense Reporting – Expense reporting is a necessary procedure to make sure expenses are as per the
set limit. Employees have to submit their expenses in the prescribed formats (available with travel desk)
within one week of returning from international tour. Remaining foreign currency provided should be
returned back to travel desk. All expenses incurred in excess of the limits, shall be reimbursed only after
same is approved by respective HODs/Director

➢ Trip Allowance – A allowance of 150 USD is provided to employee for first 2 trips annually to meet
personal expenses during his / her business travel. This amount is not required to be claimed /
settled against any bills.

International Travel Policy- Nilkamal Ltd Page 3

 • General Guidelines

1. Expenses incurred by employee for preferred seat assignments, airline upgrade, cigarettes and
alcoholic beverages strictly will be disallowed. Transportation, duties, taxes and other fees for
shipping of personal items will have to be borne by employee.

2. All expense statements should have proper attachments of required bills. In case of non- availability
of supporting bills (in cases such as local travel) approval of HOD is mandatory.

3. Lodging limit is subject to change in case of hike in USD. Management will reserve the right for
modification.

4. In case flight is missed by employee, the cost of the same will be recovered from the employee.

5. It is imperative that all employees carry their identity cards/ visiting cards with them at all times,
so that in the event of any emergency, the company shall get immediate information.

6. In case any employee’s uses his credit card for any official expenses, surge charges will be not borne
by the company. (Note: Usage of personal credit card for business transaction should be avoided)

• Responsibility Matrix:

1. All the expenses have to be submitted within one week from the date of travel by the employee

2. HOD/Director will approve the expenses as per the eligibility criteria

3. All the approved expenses need to be sent to the travel desk in prescribed formats

4. Travel desk will verify the claim process for pay-out accordingly

Disclaimer: The Management would reserve the right to amend/modify/withdraw the above policy, as per
it’s discretion.

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 • FAQs:

1. Will the company reimburse the charges for carrying product samples during official business trip?
Yes, as per business requirement if the employee is required to carry product/samples then He /
She can get the expenses reimbursed from the company for the excess baggage.

2. Can I claim the expenses incurred for purchasing medicines if I fall sick during international tour?
Keeping in mind the employee’s health and safety it would be provided, based on approval received
from Director as a special case based on the nature of sickness.

3. What is the amount of foreign currency that can be requested from travel desk before leaving for
international tour?
It depends on the country the employee is planning to visit and approval provided by the
HOD/Director.

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