1. travel

HR POLICY
SUBJECT: TRAVEL POLICY
INTRODUCTION:
OBJECTIVE: The objective of this policy is to define the approval process/ entitlements of employees
while travelling for official purposes
The Company expects the employees to undertake business visits keeping in mind the cost
effectiveness and the contribution of such visits towards Company’s business.
This policy comes in force with immediate effect.
SCOPE: The policy is applicable to all employees of the Company.
BUSINESS TOURS:
Tour Authorizations:
Before proceeding on tour, the employee shall fill up a tour authorization form giving the travel
details the same may be approved by the sanctioning authority. (Annexure I)
Authorization for any business tour shall be made by the Sanctioning Authority (Annexure II).
Start & End time of tour
A tour shall start from departure time from the home base and shall end upon the employee arriving
back at the home base.
Tour Arrangements:
All tour arrangement should be planned well in advance.
Employees must travel by Air Costa as far as possible. In such case they will be required to fill up the
SOD (Staff on Duty) form (Annexure III)
In case of other mode of travel like other airline/Railway/Bus and for lodging, boarding, car rentals
etc. the arrangement shall be made centrally through the Central Administration Department.
In case of exigency, an employee can make his own arrangement with prior approval of the
Sanctioning Authority (Annexure II) within the overall limits defined as per this policy.
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Failure to comply with the above procedure will result in denial of the reimbursement of expenses
incurred by him/ her for any expenses incurred on that particular tour.
When an employee of the Company has to be on tour for more than fifteen days at a time special
permission has to be obtained from CEO.
Cancellation of tour arrangement: Cancellation of any tour arrangement must be done through the
administration department, through whom the original arrangements were made, in normal course.
Where under exigency arrangements were made by the employee himself with authorization of
sanctioning authority, cancellation shall be done by the concerned employee.
For cancellation of Air tickets written intimation shall be given to the administrative department 12
hours before departure.
Tour Advance: Employee can be given 100% of their entitlement as tour advance for the number of
official days of travel and has to be applied for as per the format in Annexure I.
No new tour advance shall be given unless previous advances are settled.
Settlement:
On return from tour the employee shall submit a Travel Expense Statement (as per Annexure V)
giving account of amount spent on tour enclosing all original bills of hotels, food bills, taxi (where
available), tickets, boarding pass, toll tax receipts to finance department and return balance amount
if any. No travel expense statement will be processed in case of non submission of boarding pass in
case of air travel, rail tickets in case of rail tickets or bus tickets in case of bus tickets.
All tour claims will have to be settled within 3 working days after completion of tour.
All claims for a financial year is to be settled by March 31 st. Advance outstanding for the previous
Financial Year if not settled will be adjusted from the salary of the employee in the month of April of
the next financial year.
Finance department will pay tour advance only after approval of sanctioning authority has been
obtained.
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HR POLICY
AIR TRAVEL
STAFF ON DUTY ON AIR COSTA NETWORK
All category of employees if required to travel to other stations for official purposes will be
permitted to travel on Air Costa network as a Staff on Duty.
STAFF ON DUTY ON OTHER AIR LINES (NON AIR COSTA NETWORK)
Entitlements: The category wise entitlements of class of travel are given in Annexure IV.
Non refundable/ Special Fares: Preference shall be given to non refundable/ special fare tickets as
they are generally much cheaper than the regular fare tickets, however, such tickets shall be used
only when the tour plan is confirmed.
Employees travelling together: More than five employees travelling for the same purpose, shall
travel in the same flight/ mode.
General Guidelines: Morning flights should be booked to the destination and evening flight should
be booked for return to base. Overnight stays may be booked only when there are unavoidable early
morning meetings. Internal meetings should always be scheduled for the same day so as to ensure
same day return.
Tickets issued for business trips shall remain the property of Company at all times and shall not be
exchanged either for cash or for tickets of a lower value under any circumstances.
LODGING/SERVICE APARTMENTS/HOTELS
Preference must always be given to company’s guest houses/ hotels with which company has made
arrangements or has tie ups. In absence of such a tie up the cost of room rent and expenses will be
reimbursed in accordance to the Annexure V. All bookings shall be done by administration
department, which shall be informed well in advance.
PER DIEM ALLOWANCE
While travelling for Company’s business, an employee can also choose to have his/her own
arrangement. In such circumstances, the employee can claim Per Diem Allowance to cover all cost of
boarding, lodging, miscellaneous and Meal as per Annexure V as per the eligibility grids described in
Annexure V.
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* Per Diem for a day shall be pad as per the following
-
Per Diem is not applicable in case of tour period is less than 6 hours.
50% of per diem entitlement on a tour period of 6 to 12 hours.
100% of per diem entitlement on a tour period of 12 to 24 hours.
CAR RENTAL SERVICES
The use of rental cars is only justified when it is more economical than the best local ground
transportation alternative, taking safety, travel time and entitlement into consideration.
The category wise entitlements for car rentals will be as per Annexure V.
An employee can avail call taxi or metered taxi for pick up/drop from/to airport, railway station &
bus terminal in case such a facility is not provided by the Hotel where the employee is staying.
Any local travel arrangement made by the employee in the touring city or from airport/station to
residence/office at the time of completion of tour shall ideally be through pre paid services and
receipt of the same must be produced at the time of claiming reimbursement, which shall be signed
by the employee and sanctioning authority.
When cab facility is arranged by the company and payment is directly made to the service provider, bill
should be signed by employee who uses the service and countersigned by sanctioning authority.
Where taxi or auto rickshaw is engaged by an employee for local travel, the same should be released
immediately on reaching the destination, when waiting is required for more than half hours.
If the employee is using his/her own vehicle, the expenses would be reimbursed at the following rates:
Type of Vehicle
Rate
Car
9.00/- per KM
Two Wheeler
5.00/- per KM
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For Sales Personnel the following will apply (for car/two wheelers):
Band Designations
Actuals or maximum
limit per month (which
ever is lower)
A2A
A2B
A2C
A2D
A3A
A3B
A3C
A3D
Sr. General Manager
General Manager
Dy General Manager
Asst. General Manager
Senior Manager/Area Manager
Manager
Dy. Manager
Asst. Manager
A3E
Sales Officer
A4C
A4D
Sr. Executive
Executive
150 ltrs
125 ltrs
100 ltrs
75 ltrs
50 ltrs
The employee must obtain approval from the Department Head for the Kilometers covered. The
annexure for claiming the same is attached. Such approvals should be done on a weekly basis.
Department Heads will authorize the visit details and the expenses on a monthly basis, in the attached
format, Annexure IV
USE OF PERSONAL CAR INSTEAD OF SOD TICKETS
In case an employee has to travel from his base station to HO/other network as an SOD but prefers to
use his personal vehicle he may permitted to do so. In such case he/she can claim fuel expenses for the
to and fro travel. Such reimbursement will be limited to the cost the Company would have incurred by
way of taxes if the employee had travelled as an SOD.
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Annexure I
TOUR APPROVAL CUM ADVANCE FORM
Date:
Name of the Employee
Staff No.
Designation
Base
Department
Purpose of Journey
No. of days
From
To
Brief particulars of tour to be
undertaken
Places to be visited:
Mode of travel:
Rail/Road/Air
Amount of TA advance required
Whether any earlier advance is out- standing.
Yes
Signature of the applicant
No
HOD Signature
(FOR USE IN ACCOUNTS DEPARTMENT ONLY)
Unadjusted travel advance:
Passed for payment
…………………...………………………………………..only/-
DY GM Accounts
Manager Accounts
Accounts Executive
Received payment of ` ………………………………….only/-
Signature of Payee:
HUMAN RESOURCE DEPARTMENT
Date
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Annexure II
Department
Corporate/Heads of Department’s
Airport Services
In Flight and Catering
Sales
Reservations/Revenue/Call Center
Security
Engineering & Stores
Operations & Flight Dispatch
Ground Training
Pilots & Cockpit Crew Rostering
Marketing
Finance
Administration
Human Resource
IT
Flight Safety
Sanctioning Authority
CEO/CFO
VP
GM Inflight Services
GM Sales
VP Revenue /Call Center
GM Security
Director Engineering
Director Operations
VP Strategy
Director Finance /CFO
VP Internal Control
VP HR
DGM IT
GM Flight safety
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Annexure III
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TRAVEL EXPENSES CLAIM / ADVANCE SETTLEMENTS FORM
Annexure IV
Name of the Employee:
Designation:
Department:
Purpose:
Employee No: _______
Station:
Date of Submission:
Details of Travel: (Tickets/Boarding passes attached)
Date
of
From
To
Departure
Travel
Arrival
Train No./Flight
Rate of
per diem
Amount Claimed
A. Expense on Hotel Accommodation: (Original bills/vouchers attached)
Name of Hotel
Period of Stay
From
To
No. of Days
of Stay
Rate/Day
Room Charges
(Total)
Food
Charges
Taxes
Total
B. Local Conveyance Expense: (Supporting Bills attached)
Date
Place visited
From
Mode of Transport
Amount incurred (`)
To
Total
C. Other Expenses: (Supporting Bills attached)
Date
Type of Expense
Amount incurred (`)
Total
150
D. Summary of Expenses:
A. Travel (Please √)
Air Costa
Other Airline
Train
Bus
Car
Co Paid
B. Boarding and Lodging
C. Conveyance Expenses
D. Other Expenses
E. Any other
Total Expenses incurred in (` )
Less : Advance drawn at
Amount due to staff / Company
1300.00
Balance Amount refunded through Receipt no. :………………... Dated: ………………………………. Amount `………………………
____________________
Signature of the Employee
_________________
Recommending Authority
____________________
Sanctioning Authority
Date of Submission to Accounts: _________________
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BLANK
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Annexure V
DESIGNATION
Air Travel
Rail
Local
Conveyance
Hotels
DAILY ALLOWANCE
Rooms per night
Including meals
+ all incidentals
like tips +
Laundry
(Against
Vouchers)
Including meals + all
incidentals like tips +
Laundry
(Against
Vouchers)
Per Diem in case of self
arrangement
All inclusive lump sum
payment without any
bills
Metro
Non Metro
Metro
Non Metro
Metro
Non Metro
AC Taxi
7500
5000
Actuals
Actuals
N.A.
N.A.
AC Taxi
6500
4000
Actuals
Actuals
N.A.
N.A.
nd
Non AC Taxi
3500
2500
850
700
3000
2000
rd
st
Director/Chief
Officers/President
Econ Plus
1
AC/EC
VP/AVP/
GM/AGM/DGM
Econ
1
AC/EC
st
Sr. Mgr/Mgrs /Dy.
Mgrs/Area
Mgr/Sr.AME
Econ
2
AC/CC
Asst. Mgr/Flt.Desp/
AME/Duty Mgrs
Econ
3
AC/CC
Non AC Taxi
3000
2000
800
650
2750
1750
Officer/Inspector/Sup
ervisor/Coordinat/Jr
AME/Sr
Executives/Executive
/Jr. Executive
Econ
Sleeper
Class/V
olvo AC
Bus
Bus/Auto/Loc
al Train
Bus/Auto/Loc
al Train
2000
1500
500
300
1500
1000
Other category
Econ
HUMAN RESOURCE DEPARTMENT
200
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1000