1.0.

Objective: - To create standardized travel policy on Domestic travel for meeting business/ project
requirement.

2.0. Purpose: The Purpose of the travel policy is to ensure that the travel expense of the company is controlled
by establishing certain standards.

2.0. Scope: The policy includes all the regular employees of the company. Non-adherence with policy while on
business
travel for the company's business include stringent disciplinary action which may even lead to termination. This
policy covers expenses and entitlements of employees who travel on the company’s business/official
and/or deputed to attend workshops /training programs within India. This policy shall highlight the
entitlements during domestic travel. viz.

a) Mode and class of travel

b) Accommodation
c) Food and Other Expenses
d) Local Conveyance
e) Guest House Stay/stay with friends and relatives

3.0. General guidelines to be followed in the policy

 A travel request must be approved before proceeding on any international or domestic travel on a specific
form.
 If there is any change in the travel (domestic or international) due to any reason and it is more costly than
the approval that has already been taken, a fresh travel request needs to be raised in this case.
 The details on all exceptions with respect to the policy must be explained on the travel request form and it
needs to be approved by HOD. Cofounder & Director.
 Any employee who requires to travel for meeting the business purpose must get the approval in 3 days
advance by the Cofounder & Director & department.
 Most economical mode of travel would be reimbursed.
 All the tickets to be purchased by Admin.
 Food expenses are allowed only as per the limit of entitlements.
 No expense will be reimbursed for alcoholic beverages or cigarettes etc.
 In the case of business travel wherein food expenses are taken care of by the client in such case only
incidental expenses can be claimed.
 In case an employee gets ill while on business travel the expenses occurred while taking the treatment will be
reimbursed on actual bill and doctor’s prescription. However, if the illness is for more than 3 days special
approval needs to be taken from director / HOD.
 The expense report with travel request submitted to the finance department must consist of
- original boarding pass and
- travel -tickets, along with complete tour report maintained date wise.
- Any deviation from the tour programme shall be approved by the departmental head head/
cofounder & Director as applicable.
 In case an employee wants to combine business stay with personal vacations, it must be duly approved by
the director/HOD. It should be noted that no reimbursement would happen for any personal expense.

4. The Company approved travel agency

All travel arrangements must be made through the travel agency which is approved by the organisation. Any
arrangements if made by some other travel agency need to have approval from director/HOD. In case the
traveling services are not provided by the organisation-approved agency, in that case, any local agency can
be contacted as per the Corporate travel policy. Agency details will be available with EA to Directors.
Nevertheless, EA to Directors is responsible for purchasing ticket.

5. Travelling by Air:
 The undermentioned guidelines are to be followed while traveling by air for the company's business purposes.
 There should not be a stoppage in case of domestic travel.
 It is instructed to book only through the company-approved travel agency. EA to Director is responsible for
purchasing tickets
 Any kind of additional fee which is occurring due to any reason like seat upgradation etc.
 will not be reimbursed.
 The business travel policy makes it clear that while purchasing the ticket from the company-authorized agency,
the employee is covered under the business travel accident insurance.
 In case an employee purchases some other insurance coverage it will not be reimbursed by
 the company.
 In case of any cancellation done to the already planned business trip, the employee must inform the admin
executive who in turn will check with the agency as soon as possible. The ticket can be refunded if it is possible;
the same need to be checked by the travel agency with the air carrier.
 If the paper air ticket has been issued but it is lost due to any unforeseen reasons in such case the travel agency
must be contacted immediately so that they can check from the air carrier as well. Best practices in corporate
air travel must be followed.
 In case miss a flight due to the employee’s negligence, in that circumstances cancellation amount will be
deducted from the employee’s monthly salary.

6.0. Transportation from home to the airport and Vis A Vis :

 The most economical means of transportation must be chosen while commuting from home to the airport and
vice versa such as Metro etc.
 Nonavailability of the same, the employee has to use Uber, Ola, or a similar kind of cab services

7.0. Rail Transportation

 Rail transportation can be availed by the employee for regular use to meet business requirements.
 The rail ticket will be purchased by Admin Executive. Just in case any employee purchase rail ticket directly it
can be reimbursed as per the entitlement. However, like air class, Rail transportation must be done in the most
economical way.

Railway Travel

Designation Mode of Travel - Rail Remark

Founder Director Any Flight ticket to be

VP, GM Railways -1st or 2nd A.C arranged by EA to
DGM, AGM, Sr. Managers & Railways- 3rd A.C./A.C Car/ AC Bus Director
Manager/Zonal Managers
Dy. Manager, Assistant Manager, Railways -3rdA.C

Sr. Executive / Sr. Engineer / Engineer / Railways 3 tier Sleeper

Executive / Intern

8.0. Surface Transportation

 Car on Rent: Like air travel, the most effective and economical means must be chosen in case of ground
transportation also. The various means of ground transportation means the use of alternative transportation
before deciding on car rental. Like travel agencies, the organization also has a tie-up with the most usable
car rental company.
 The car on rent must be taken from the company-booked vendor. In case a vendor car is not available, the
most economical vendor should be chosen.
 Any reservation to have a car on rent must be chosen from the travel agency approved by the organization.
 The employee must ensure that a proper and economical rate is charged at the time of rental.
 The Car can be rented when there are no other means of transportation available, It is either more costly or
impractical.
 The employee is required to refill a car before returning it to the rental company.

Surface Transport

Designation Mode of Travel Remark

Founder Directors Any

VP, GM AC Bus / AC Car

Flight ticket to be
DGM, AGM, Sr. Managers &
arranged by Admin
Manager/Zonal Managers A.C Car/ AC Bus
Department
Dy. Manager, Assistant Manager, Non-A.C Car

Sr. Executive / Executive Non-AC Car/ Taxi/Auto

 8.1. Use of personal cars :
 The employee can use personal cars for business travel in case it is more economical than other means of
transportation. The amount spent by the employee can be reimbursed on actual. However, before the start
of travel, approval needs to be taken from HOD and the immediate reporting manager.
 If 2 or more employees are traveling to the same location, they are advised to share the ride.

9.0. Lodging
The organization has tied up with different hotels.
 Any exception in terms of hotel stay must be approved by HOD/Director before the start of travel.
 In case of non-compliance with the travel policy, the extra amount paid will be bearable by the employee.
 As per the “Travel policy format” all reservations etc. will be made by the company-authorised official in
coordination with the travel agent.
 Employee has to complete the process on or before 3 days of their scheduled travel.
 In case there is a change in schedule, the employee has to company authorized official immediately to avoid
extra deduction.
 If it is delayed by 12 hrs employee will be liable to bear cancellation charges.
 Domestic travel entitlements are explained as: --

Traveling Mode/Class

Designation Mode of Travel Class of Travel Remark

DIRECTORS Any Any

Flight / Railways -1st or 2nd Economy Flight or First AC (to

VP, GM
A.C /AC Bus/AC Car/ no airport places)
Flight ticket to
DGM, AGM, Sr. Managers & Flight or Railways- 3rd A.C./A.C Economy Flight or Second AC be arranged
Manager/Zonal Managers Car/ AC Bus (to no airport places) by Admin
Department
Dy. Manager, Assistant Flight or Railways -3rdA.C./
Manager, Non-A.C Car Economy Flight or Third AC

Railways/Bus/ Non-AC Car/

Sr. Executive / Executive Taxi/Auto Third AC/Sleeper Class

 Classification of Cities

Class Cities Comments

A Mumbai, Delhi, Hyderabad, Indore, Pune, Lodging & Boarding would as per class of cities
Kolkata, Bangalore, Chennai
B
All state capital and union
Territories
C All other cities and towns

 Lodging Criteria Grade Wise

Designation Accommodation Food

Metro Cities Non-Metro Cities All Other Cities &

(Delhi, Chennai, Mumbai, Kolkata, All state capital and union Town
Bangalore, Hyderabad, Indore) Territories
Director On Actuals On Actuals On Actuals
VP, GM Rs 4000/-@per day Rs.3000/- Per day Rs 2000/-@per day
DGM/AGM/ZM/ Rs 3000/-@perday Rs 2000/-@per day Rs.1200/- Per Day
SM
Mgr / DM/ Rs. 2500/-@ Per Day Rs.2000/- Per day Rs.1000/- Per Day
AM
 TL/SE/ E Rs. 1500/- Per Day Rs.1000/- Per day Rs. 800/- Per Day

Intern Rs. 800/- Per Day Rs.800/- Per day Rs. 500/- Per Day

 Per diem entitlement for domestic travel

Level Per diem eligibility ( in Rs.) Description

L1 to L2 1500 For Dinner & Snacks
L3 to L4 1200 For Dinner & Snacks
L5 to L6 1200 For Dinner & Snacks
L7 to L8 800 For Dinner & Snacks
L9 to L10 500 For Dinner & Snacks

10.0. Meals Expenses :

 The company policy states that expenditures occurred on meals ( breakfast, lunch or dinner) will be
reimbursed while the employee is on business travel
 Every 12 hours from the scheduled departure will be counted as a day.

Particulars Description
Breakfast 50% of per diem will be payable
Lunch 50% of per diem will be payable
Dinner 50% of per diem will be payable
 In case food bills are claimed for any client or on entertainment per diem allowance will be reduced.
 Meal expenses are reimbursable whenever the company business travel demand stays for overnight.
 When the business travel is for 1 day, Meal expenses are reimbursable under the following conditions:
 Breakfast:If the employee is required to leave home 3 hours early than the normal time.
 Dinner: If an employee can’t return home within 3 hours or more after normal working
hours.

11.0. Local conveyance: Employees shall be entitled for reimbursement of local conveyance at actuals depending on
the availability of the mode of transport with necessary supporting/cash memo.

Local Traveling Mode

Designation Public Transport Personal Transport

Director Any Any

VP, AVP, GM AC Cab (Sedan) Personal Car

DGM, AGM, SM & Mgr/ZM AC Cab (Sedan) Personal Car
DM, AM AC Cab (Micro) Personal Car
SE / E Auto Bike / Scooter

 All local travel must be pre-approved by reporting manager.

 All users using personal transport need to claim the travel advance as per the below schedule
 Diesel Car @ 12/KM
 Petrol Car @ 14/KM
 Bike / Scooter @ 8/KM

12.0. Process for Expense reporting:

12.01. Guidelines followed as mentioned under “Travel policy for employees”.

1. All expense reports must be submitted within 7 days of return from a business trip.
2. If reports are delayed for more than 7 days, total travel advances will be deducted from salary.

3. The expense report must have the following items:

  Travel request form.
 Actual expense bill related to the meal, transportation, etc.
 If possible, the employee must try to submit expense bills on miscellaneous articles.
 Any exception made to the employee must be attached to the expense report.

4. All the expense payment is made by the finance department.

5. The expense report along with the bill is submitted to the finance department which in turn validates the
bills and makes the payment to the employee account within 15 working days.
6. The application form for issuance of a credit card can be obtained from the web portal.

13.0. Medical Emergency

 In case of any medical emergency while traveling for business purposes the organization’s insurance carrier will
provide referral and support services.
 If doctor’s advice is required without hospitalization, amount can be claimed from ICIC Lombard OPD plan
which
we have purchased

14.0. Laundary charges

 The company will reimburse necessary laundry charges if the stay in the location is for business purposes and is
more than 3 days.

15.0. Spouse/ personal travel combined with business:

 Any kind of travel expenses occurring for guests or family members will not be reimbursable.
 Spouse can share the accommodation till the time there is no additional cost to the company.

16.0 Revision of the policy

 The company reserves the right to revise, modify any or all clauses of this policy depending upon the demand
of the business.

17.0. Explanation of the policy

 Corporate HR department will be the sole authority to interpret the content of this policy.

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FOREIGN BUSINESS TOUR/TRAVEL POLICY

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Objective:

The expenses to be reimbursed /met by the Company broadly fall under the following categories:

 Travel
 Boarding/Lodging
 Local Conveyance (Incurred while on tour)
 Miscellaneous Expenses

Travel:

Foreign Business Tour must be planned well in advance and request need to be intimated to Account
/Admin/HR. Air Ticket & Visa will be arranged by the Finance/Admin Department.

Traveling Mode/Class

Mode of Travel Class of Travel Remark

Air Flight
Economy Up to Six Hour Journey and Business Arranged by Admin /Finance
 for more than Six Hours Department

Foreign Exchange:

The amount of exchange will be decided and arranged by the company. On completion of the travel the
remaining foreign exchange should be deposited to the accounts department along with the expense
statement with task report.

Lodging:

The hotel stay booking will be booked by the company. Original bill needs to be attached with the
statement. Only expense for stay and Telephone (on official purpose) will be allowed. Laundry facility,
movies, room service etc. will not be allowed.

Meal /Food: As per actual bill for all categories.

Local conveyance: Local conveyance will be provided at actuals for travel on official purpose. Public
transport should be used wherever possible. Ticket copies need to be enclosed with the Expense
statement.

Whenever expenses are claimed on actual basis, original bills are to be attached along with Tour Expense
Statement.

Note-If have plan to travel on personal ground, inform your reporting manager, HR Department & Sr.
Department & board of directors 10 days prior.

TRAVEL POLICY
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Designation Accommodation Food

 Metro Cities
Food & Other expenses
(Delhi, Chennai, Mumbai, Non-Metro Cities (Other expense includes
Kolkata, Bangalore, Tips, snacks etc.)
Hyderabad)

DIRECTORS Any Any Any

VP, GM Rs 3500/-@perday 1500/-

DGM /AGM / Arrange by Admin /HR/ Sr.

Department Rs.2500/- Per day Rs.1200/- Per Day
Sr. Managers / Zonal
Managers

Manager / Dy. Manager/

Rs. 2500/- Per Day Rs.2000/- Per day Rs.1000/- Per Day
Assistant Manager,

Team Leader/
Rs. 1500/- Per Day Rs.1000/- Per day Rs. 800/- Per Day
Sr. Executive / Executive

Intern Rs. 1000/- Per Day Rs.800/- Per day Rs. 500/- Per Day

Boarding and Lodging expenses are inclusive of all Taxes.

Where employees traveling to the same destination, twin sharing accommodation (Hotel Room) shall be
recommended.

An Employee has an option to stay with friends or relatives during the business trip. They shall be entitled
to Per Diem as mentioned above under option II. Supporting vouchers / bills are not required to be
submitted and shall not be entitled for any other expenses.

The period of travel to compute the Per Diem claim shall be based on 24 hrs. of stay. The time between the
departure and arrival from home will be defined as period of outstation travel. Fractional days up to 12 hrs.
will be considered as (1/2) half day and more than 12 hrs. as full day for calculation for all allowances
except for daily allowances in respect to stay with relatives and friends that will be based on a night stay.

Business Travel on account of attending Seminars / Conferences

Business travel arising to attend seminars, conferences or for similar purposes sponsored by IoTechWorld
Avigation Pvt Ltd, (Residential Programs) the daily allowances applicable will be as per above mentioned
schedule.

Local conveyance:

Employees shall be entitled for reimbursement of local conveyance at actuals depending on the availability
of the mode of transport with necessary supporting/cash memo.

Local Traveling Mode

Personal Transport
Designation
Public Transport

DIRECTORS Any Any

VP, AVP, GM AC Cab (Sedan) Personal Car

DGM, AGM, Sr. Managers &

Manager/Zonal Manager AC Cab (Sedan) Personal Car

Dy. Manager, Assistant Manager AC Cab (Micro) Personal Car

Sr. Executive / Executive Auto Bike / Scooter

All local travel must be pre-approved by reporting manager.

All users using personal transport needs to claim the travel advance as per the below schedule

1) Diesel Car @ 10/KM

2) Petrol Car @ 12/KM
3) Bike / Scooter @ 6/KM

Travel Advance:

Business Tour Advances will be entertained on demand request of the Employee.

General:

 IoTechWorld Avigation Pvt Ltd shall reserve the right to modify / amend or withdraw in whole or
part thereof as and when required.
 IoTechWorld Avigation Pvt Ltd shall have the discretion to disallow any claim which is not justifiable
or is unreasonable.
 IoTechWorld Avigation Pvt Ltd shall accept no liability for the loss of money or the belonging of the
employee. If the employee loses any asset of the organization, he/she shall file a FIR with the police
under the jurisdiction of the area. A copy of the report so lodged shall be submitted to the
Finance /Admin/Hr/ Sr. Department (board of Director) to initiate necessary insurance claims.

Whenever expenses are claimed on actual basis, original bills are to be attached along with Tour Expense
Statement. The Tour Expense Statement should be produced immediately to the Accounts Department
after taking the approval of the reporting senior.

Submission of Expenses:

The employee shall submit the travel expenses statement with necessary supporting / bills and approval of
the reporting senior to the Hr./finance department within a week of completion of tour. Original bills must
be enclosed with the statement.

In case, any of bills are above the prescribed limit, reason must be given in writing to the reporting seniors
and approved bill/s need to be submitted, otherwise the same will be disallowed.