HARVEST GOLD INDUSTRIES PVT.

LTD

Travel Policy

The purpose of this policy is to ensure a comparatively uniform, efficient and flexible procedure for
understanding of official/business trips and at the same time to ensure that the travel arrangements are
made at the least cost and are within travel budgets.

Travel Budget

Travel Budgets are required to be made or reviewed for each fiscal year for every Department by the
respective Departmental Heads prior to 30 th June. Quarterly review of the budgets for actual expenses
incurred and revision in projections will be done as necessary. Detailed travel plan for the forthcoming month
stating the specific purpose of the visit has to be submitted to the competent authority for the purpose for
approval.

Process

 The Administration team will be responsible and authorized to make the necessary
arrangements for travel.

 All travel must be pre-approved and planned in advance to incur the least cost to the
Organization.

 For tickets purchased directly by the members in emergency, a photocopy of the ticket is to be
produced. The Organization reserves the right to verify the same and any false information will
result in disciplinary action against the member. In case of air travel the ticket folder and boarding
pass should be attached with the tour report authorized by the Immediate Supervisor.

 The employees should not insist on a particular airline in order to accumulate mileage with these
airlines, if an alternative carrier offers a lower fare for the same itinerary.

 E – Tickets would be issued whenever possible otherwise tickets will be couriered personally or
personally delivered at the office.

 The employees shall be required to fill up the Travel Requisition Form and get it duly approved
by the Immediate Superior/Department Head, as may be applicable.

 The approved Travel Requisition Form shall be submitted by the employee to the HR, informing
the relevant details of travel at least 7 days in advance, so that the necessary arrangements can
be made for the proposed travel.
1.1 Intimating change of Travel Plan

 In case of change in travel plan or any cancellations, HR be informed immediately in absence of

which, penalties may apply.

 All unused tickets must also be returned to the concerned travel agent and properly accounted
for.

1.2 Travel Advance

 Travel advance will be issued by the Finance Department, only with the prior approval of the
HOD.

 The request for travel advance should be made along with the Travel Requisition form or at least
3 days prior to travel.

 Details of travel – must be submitted within 15 days of returning from the tour.

 Any travel advance outstanding in respect of journeys completed and bills not submitted would
be deducted from the employee’s salary.

 Unless the first advance is cleared, another advance would not be given.

1.3 Local/Intra city Travel Policy

 The Organization will reimburse all the travel expenses incurred by the employee traveling
within the city for business purpose.

 The mode of transport can be the employee’s own two-wheeler, four-wheeler or public transport
as may be applicable.

In case of use of public transport system by the employee, the mode of travel shall be as follows

Level of Management Mode of Travel

Top Management
 Taxi

Senior Management  Taxi

Middle Management  Auto

Junior Management  Auto Rickshaws/Bus

  In case of use of public transport system by the employee, the reimbursements will be done at
actual bills.
 The reimbursement rates in case of local travel of own vehicle shall be as follows:

REIMBURSEMENT RATE (Rs/Km)

CITY
FOUR WHEELER TWO WHEELER

Can be revised according to Can be revised according

All Cities in India
market condition to market condition

 All claims have to be filled in the Travel Claim Form - Annexure and forwarded to the Finance
Department, with due approval of the Immediate Superior, within the first week of the subsequent
month from the date of travel. In case the claims cannot be supported by bills then
reimbursement will be on actuals as mentioned in the table above.

1.4 Domestic/Intercity Travel Policy

These rules apply to all employees traveling for business purposes within India, so as to facilitate
a smooth stay and travel for the employee to conduct work during his/her stay while catering
sufficiently to their daily basic needs.

1.5.1 Classification of cities for the purpose of travel

The employees will be entitled to reimbursement for travel expenses based on the classification of
city as indicated below.

CATEGORY CITIES
Delhi/NCR, Mumbai, Chennai, Kolkata, Hyderabad, Bangalore,
A
Ahmedabad, Chandigarh
B Other state Capitals

C Other Locations

1.5.2 Mode of Travel

The mode of transportation can either be by air (economy class) or by train (I/II/III) or taxi as per
the grade of the employee, distance, time, cost and availability as well as significance of the visit.

The mode of travel in case of domestic / intercity travel for employees in various levels of
Management shall be classified as follows:
 LEVEL OF
MODE OF TRAVEL
MANAGEMENT
Top Management Air (Economy Class)
Train - AC I Class or Executive AC Chair Car
Senior/Middle Air (Economy Class)
Management Train - AC II / III Class or Executive AC Chair Car
Junior Management & Train – AC III / AC Chair Car
Below A/C Bus

1.5.3 Boarding & Lodging

 The employees are expected to adopt utmost economy while booking hotel accommodation.

 To the extent possible all employees are expected to avail the facility of HG empanelled
Hotels/ guest houses etc., subject to the lodging limits defined above, while on field trips.

 Employees are required to select the hotels taking into consideration the economical tariff and
the need of the hour, in the respective places.

 For all employees in various Grades, the payment will be made by the Organization. The
booking will be made by the employee themselves. If any direct payment is made to the Hotels
by any employee, the same shall be reimbursed to the employee, on production of bills.

 Employee will be entitled to boarding and lodging allowance while on tour. The boarding
allowance will include expenses on meals, personal incidentals, tips and phone calls. Lodging
expenses will include charges for stay in a particular hotel. The upper limits for the boarding
and lodging are segregated based on the Class of City of travel, Employee grade level for
travel.

 In case of employees attending a workshop/conference, breakfast/lunch/dinner is negotiated

as part of the package deal; the employee is entitled to seek reimbursements of expenses
incurred (if not covered as part of the workshop/conference package deal) on actual as per
their entitlements.

 Employees who make their own arrangement for stay shall be allowed to claim boarding
allowance to cover expenses on meals, laundry, local travel at the place of travel, etc subject to
upper limits indicated in the Exhibit below.

 The lodging limits are exclusive of any taxes, levies, etc.

 Employees are expected to carry sufficient advance with them for settling their bills/payments
while on official travel.

 All lodging expenses will be reimbursed on actual only, against original bills/receipts.

 The indicative upper limits that the employees will be reimbursed while on official tour across
various levels have been provided in the table below.
 Lodging Expenses (As per the travel agent scheme)

Level A B C

Top Management

Sr. Management

Middle
Management

Junior
Management

Individual
Contributors

Boarding Expenses

Level A B C

Sr. Management

Middle
Management

Junior
Management

 While the reimbursement of expenses for the number of days equal to hotel nights paid for will
continue, where hotels permit half day stay at the time of arrival, member will be allowed to check
in subject to reimbursement of 50% of the actual expenses limit for half day period.
 The limits specified above are based on the city of travel and may be revised from time to time
at the discretion of the Management.
1.5.4 Self Accommodation:

Whenever the employee makes his/her own arrangements for his/her stay at the tour station the
employee will not be eligible to claim Hotel accommodation (Lodging Expenses). However, she/he
will be eligible for the following reimbursement:

City Classification

Level A B C

Lodging Lodging Lodging

Senior
1000 750 500
Management

Middle
750 500 350
Management

Junior
500 350 250
Management

The reimbursements are non-taxable. It must be approved by the HOD.

 ANNEXURE

Travel Claim Form

Name of Employee: Department:

Place Travelled: Purpose:

Date of Leaving Office: Date of Re-joining Office:

Hotel Local Other Exp.

Date Description Fare Charges Conveyance Telephone (Specify) Total

Grand Total (Rs.)

Claimant Checked By Approved By

(Deptt. Head)
Journey Details :

Date Station Time Mode Class Amount Ticket No. Remarks

Total Time (Shown Above)