Qualimark Machines Pvt Ltd

STANDARD OPERATING PROCEDURE

Travel

1.1. Travel

1.1.1. Applicability:
To all Categories of employees in the regular payroll of the company installations and
other service rendering units/sites

1.1.2. Definitions:
Travel means a journey undertaken by an employee on company business or in the interest of
the company to different places in the country or abroad. Travel shall not cover journey
within city of Vadodara.
1.1.3. Local Conveyance: Means a journey undertaken by an employee between place of
work within the same city. Travel between Por to Vadodara or any other combination
thereof will be considered a local conveyance.
1.1.4. Travel Authorization:
1.1.4.1.Travel authorization for domestic travel is required to be approved and signed by
the respective heads of department. Each employee is responsible for adhering
to the policy and procedures defined herein. It will be the immediate approvers
responsibility to be convinced of the need for the expenditure and to be satisfied
about the appropriateness.
1.1.4.2.Journey related to monthly or weekly performance review meetings or other
periodical visit to factory or to head office between staff of both ends can claim
railway/bus, auto or taxi for the particular journey as per eligibility at actual.

1.2. Classification of Cities:

1.2.1. METRO
Ahmedabad, Bengaluru, Chennai, New Delhi, Hyderabad, Kolkata, Mumbai, Pune
1.2.2. NON-METRO
Agra, Ajmer, Aligarh, Allahbad, Amravati, Amritsar,Asansol, Aurangabad, Bareilly,
Belgaum, Bhavnagar, Bhiwandi, Bhopal, Bikaner, Bokaro, Steel City, Chandigarh,
Coimbatore, Cuttack, Dehradun, Dhanbad, Durg-Bhilai Nagar, Durgapur, Erode, Faridabad,
Firozabad, Ghaziabad, Gorakhpur, Gulbarga, Guntur, Gurgaon, Guwahati, Gwalior, Hubli-
Dharwad, Indore, Jabalpur, Jaipur, Jalabdhar, Jammu, Jamnagar, Jamshedpur, Jhansi,
Jodhpur, Kannur, Kanpur, Kakinada, Kochi, Kottayam, Kolhapur, Kollam, Kota,Kozhikode,
Kurnool, Lucknow, Ludhiana, Madurai, Malappuram, Malegaon, Mangalore, Meerut,
Moradabad, Mmysore, Magpur, Nashik, Nellore, Noida, Patna, Pondicherry, Raipur, Rajkot,
Rajahmundry, Ranchi, Rourkela, Salem, Sangli, Siliguri, Solapur, Srinagar, Surat,
Thiruvananthapuram, Palakkad, Thrissur, Tiruchirappalli, Tirupur, Ujjain, Vadodara,
Varanasi, Vasai-Vihar City, Vijayawada, Visakhapatnam, Warangal
1.2.3. OTHER THAN NON METRO
All cities and towns in India, other than those mentioned above.

1.3. Place of work control:

Place of work control means the normal place of working/duty of an employee
as may be fixed by the company from time to time.

1.3.1. Outstation Travel:

A journey on tour shall be deemed to commence from and end at the residence
of the touring official.
 1.3.1.1. For the Sales department’s employee of Qualimark who
extensively travels for various business-related work, company
have fixed the travel policy so that it will ease the accounting
process for both of them. It is as per below.
TARIFF FOR FOOD & LOCAL CONVEYANCE

SR.
CATEGORY BREAKFAST LUNCH DINNER CONVEYANCE
NO.
1 METRO 50 150 150 200
2 NON METRO 40 110 110 150
3 OTHER THAN NON METRO 30 90 90 75

CATEGORY WISE TARIFF FOR FOOD & LOCAL CONVEYANCE

A B C D
SR.
CATEGORY CONV FOO
NO. FOOD FOOD CONV. CONV. FOOD CONV.
. D
1 METRO 150 200 300 200 350 200 200 200
2 NON METRO 110 150 220 150 260 150 150 150
OTHER THAN
3 90 75 180 75 210 75 120 75
NON METRO

CATEGORY WISE TOTAL TARIFF FOR FOOD & LOCAL CONVEYANCE

SR.
CATEGORY A B C D
NO.
55
1 METRO 350 500 400
0
41
2 NON METRO 260 370 300
0
OTHER THAN NON 28
3 165 255 195
METRO 5

CATEGORY WISE TARIFF FOR HOTEL STAY

SR.
CATEGORY TARIFF
NO.
1 METRO 600
2 NON METRO 450
OTHER THAN NON
3 300
METRO

A LUNCH IF START BEFORE 12:00 NOON

IF START BEFORE 12:00 NOON & END TILL

B LUNCH + DINNER
9:00 PM
BREAKFAST + LUNCH IF START BEFORE 6:00 AM & END TILL 9:00
C
+ DINNER PM ALONG WITH NIGHT STAY
 IF YESTERDAY STAYED OVERNIGHT &
D BREAKFAST + LUNCH
FULL DAY WORK

TYPE LIST OF CITIES AS PER CATEGORY

METRO Ahmedabad, Bengaluru, Chennai, New Delhi, Hyderabad, Kolkata, Mumbai, Pune

Agra, Ajmer, Aligarh, Allahbad, Amravati, Amritsar,Asansol, Aurangabad, Bareilly,

Belgaum, Bhavnagar, Bhiwandi, Bhopal, Bikaner, Bokaro, Steel City, Chandigarh,
Coimbatore, Cuttack, Dehradun, Dhanbad, Durg-Bhilai Nagar, Durgapur, Erode,
Faridabad, Firozabad, Ghaziabad, Gorakhpur, Gulbarga, Guntur, Gurgaon,
Guwahati, Gwalior, Hubli-Dharwad, Indore, Jabalpur, Jaipur, Jalabdhar, Jammu,
NON Jamnagar, Jamshedpur, Jhansi, Jodhpur, Kannur, Kanpur, Kakinada, Kochi,
METRO Kottayam, Kolhapur, Kollam, Kota,Kozhikode, Kurnool, Lucknow, Ludhiana,
Madurai, Malappuram, Malegaon, Mangalore, Meerut, Moradabad, Mmysore,
Magpur, Nashik, Nellore, Noida, Patna, Pondicherry, Raipur, Rajkot, Rajahmundry,
Ranchi, Rourkela, Salem, Sangli, Siliguri, Solapur, Srinagar, Surat,
Thiruvananthapuram, Palakkad, Thrissur, Tiruchirappalli, Tirupur, Ujjain, Vadodara,
Varanasi, Vasai-Vihar City, Vijayawada, Visakhapatnam, Warangal

OTHER
THAN NON
METRO All Other Cities Which Are Not Mentioned In Any Of Above
 1.3.1.2. SERVICE DEPARTMENT

Category Wise Tariff For Hotel

Stay
SR. NO. CATEGORY TARIFF
1 METRO 600
2 NON METRO 450
3 OTHERS 300

TARIFF FOR FOOD

SR.
CATEGORY BREAKFAST LUNCH DINNER
NO.
1 METRO 50 150 150
2 NON METRO 40 110 110
3 OTHERS 30 90 90

A LUNCH If Start Before 12:00 Noon from office/home.

If Start Before 12:00 Noon & End Till 9:00 Pm

B LUNCH + DINNER
office/home.
BREAKFAST + If Start Before 6:00 Am & End Till 9:00 Pm
C
LUNCH + DINNER Along With Night Stay from office/home.
BREAKFAST + If Yesterday Stayed Overnight & Full Day
D
LUNCH Work from office/home
Category Wise Tariff For Train
SR.
CATEGORY TARIFF
NO.
1 BREAKFAST 30

2 LUNCH 50

3 DINNER 50

TYPE LIST OF CITIES

METRO Ahmedabad, Bengaluru, Chennai, New Delhi, Hyderabad, Kolkata, Mumbai, Pune
 Agra, Ajmer, Aligarh, Allahbad, Amravati, Amritsar,Asansol, Aurangabad,
Bareilly, Belgaum, Bhavnagar, Bhiwandi, Bhopal, Bikaner, Bokaro, Steel City,
Chandigadh, Coimbatore, Cuttack, Dehradun, Dhanbad, Durg-Bhilai Nagar,
Durgapur, Erode, Faridabad, Firozabad, Ghaziabad, Gorakhpur, Gulbarga, Guntur,
Gurgaon, Guwahati, Gwalior, Hubli-Dharwad, Indore, Jabalpur, Jaipur, Jalabdhar,
Jammu, Jamnagar, Jamshedpur, Jhansi, Jodhpur, Kannur, Kanpur, Kakinada,
NON METRO
Kochi, Kottayam, Kolhapur, Kollam, Kota,Kozhikode, Kurnool, Lucknow,
Ludhiana, Madurai, Malappuram, Malegaon, Mangalore, Meerut, Moradabad,
Mmysore, Magpur, Nashik, Nellore, Noida, Patna,Pondicherry, Raipur, Rajkot,
Rajahmundry, Ranchi, Rourkela, Salem, Sangli, Siliguri, Solapur, Srinagar, Surat,
Thiruvanathapuram, Palakkad, Thrissur, Tiruchirappalli, Tiruppur, Ujjain,
Vadodara, Varanasi, Vasai-Vihar City, Vijaywada, Visakhapatnam, Warangal

OTHER
THAN NON All Other Cities Which Are Not Mentioned in Any of Above
MENTRO

Along with this find below details which are mandatory to fill in your service report which will
be verify by service coordinator.

 Service Installation number.

 Customer name as per ERP.
 Customer Address.
 Advance Amount.
 Income.
Service charge.
Others (Food +Travel +stay).
 Date against all expenses.
 Time with AM/PM against all Expenses.
 Date and time against all the service expense head is compulsory. (Including AM/PM is
finalized).
 Each travel expense report will be for each service installation; one should not mix services in
one form even though, there should only one expense entry keep entire form empty. But new
form for new service or installations number.
 One cannot right XYZ amount * 3 days, type, expense entry. All expense has to be
particularly mentioned in all the reports in all days even though it is same for all days.
 No major expense will be considered, if bills are not attached with.
 Now on wards in order to improve and reduce clerical work, the food and travel policy is
implemented. In which fix rate of food as per the city tier is defined and will be followed.
Any food/hotel cost less or more then defined will not be considered.
 All expense report should be receive by Sr. service engineer within 24 hours after reaching at
his place. (Need valid proof i.e Send picture by whatsapp).
 All the physical expense like travel ling by train, cab or bus tickets send by whatsapp to
respective Sr. service engineer.
 Installation completion report and installation questionnaire should be send to respective Sr.
service engineer by Whatsapp immediately before leaving customer site, if Sr. Service
Engineer approve that your work has completed and it should satisfactorily show in given
reports.
 While visiting at client’s factory or on service one should wear their uniform, safety shoes,
safety goggles. (It is mandatory).