RECRUITMENT I TALENT MANAGEMENT I WORKFORCE ADMINISTRATION

FOREIGN TRAVEL POLICY

This policy becomes effective on April 1, 2011. It will be reviewed and / or updated as needed depending on
market conditions and influences. The policy rules are subject to change; hence ensure you are referring to the
latest version of the policy. Further, the interpretation of the rules or clarification of the policy as communicated by
the Employee Services Team should be treated as final.

FOREIGN TRAVEL PO LICY- WL1A, 1B, 1C

CLASS OF TRAVEL

Economy Class - Lowest Logical Air Fare

nd
Rail Travel – 2 or Standard Class
Travel Guidelines

All bookings should be made on the basis of lowest logical direct IP (Indirect Procurement team) preferred airline
fare for a particular route/destination, within a time window of + / - 1 hour for continental flights and + / - 4 hours for
intercontinental flights of desired departure time.

Personal preferences for carriers and loyalty programmes are not to be drivers in decision making. Operational

upgrades are permitted on the condition that this does not result in any extra cost to the company.

Employees are entitled to retain any compensation relating to long delays, denied boarding or
cancellation. However travellers are not permitted to voluntarily downgrade or change travel plans for
monetary compensation.

IP Preferred Airlines should always be used to assist Unilever to leverage its scale. Wherever and whenever possible,
all travellers must book their travel using Restricted Fares / Hotels 14 days in advance and minimise itinerary
changes. In addition to this, wherever and whenever a range of Preferred Suppliers exist for potential use, the “Lowest
Logical Air Fare / Hotel Rate” should always be selected.

The usage of Low Cost Carriers is strongly encouraged to produce savings.

Wherever and whenever possible to avoid unnecessary cost from both the air fare and additional tax, the
same carrier must always be used for all point to point (eg. A to B) return trips.

Changing Tickets / Voluntary Downgrades

The changing of tickets provided by Unilever into cash or lower class tickets for personal gain is not permitted.
Travelers may not volunteer to be off-loaded from overbooked services. Travelers are also not permitted to
voluntarily downgrade to a lower class to enable them to take their partner / spouse at the company’s
expense. This practice will constitute a potential “Benefit in Kind” tax liability.

Last Updated:Jun’11
RECRUITMENT I TALENT MANAGEMENT I WORKFORCE ADMINISTRATION

TRAVEL ALLOWANCES

Transit Allowance:
The employees will be paid a transit allowance of US$ 40 per day of transit time, while on transit during his visit.
For this the total travel time will be cumulatively reckoned and the allowance is payable for every 24 hours or
portions thereof. If this already paid by travel agent then the employee will not get this reimbursed by the
Company. The Company will also reimburse airport tax on departure from India. The employee will be eligible for
local transport cost at actual on proof of payment evidenced through bills paid for taxis. For tube rail actual costs
will be written down by the officer.

Meal and Incidental Allowances:

The employee will be eligible for following allowances while on foreign travel: -

Breakfast US $20 per day

Lunch US $ 25 per day
Dinner US $ 30 per day

In case the meals are provided for in the stay or paid for through hospitality of the host country, they are not
entitled to claim the meal expenses of the said meal.
For incidentals they can claim up to US $ 10 per day. These incidentals are towards their out-of pocket expenses,
which may arise while, their stay abroad. No receipts need be shown for them to claim the said incidental amount.

TRAVEL ADVANCE

The employee is allowed a travel advance at the time of commencing the visit. This is strictly given for the number
of scheduled days of visit, including official weekends, if any. The amount of travel advance to be given to each
employee is US $ 200 per day of stay in the overseas country.
The above daily allowance will need to be accounted for in terms of payment for hotel stay in case they need to
pay for the hotel (approximately US $95/day - US $120/day) and their expenses on meals and incidentals. If
accommodation is provided, then only Meal & Incidental Allowance will be paid.

The travel advances taken by the officer will need to be settled by him at his Unit to his Unit Accountant itself,
within 7 days of arrival in India. Necessary Visit Proposals and FOREX approvals from Executive Director - HR
will need to be obtained so that the concerned branch can arrange the FOREX through the company approved
travel agency. The unit to ensure that specific guideline is given to each workman and staff as to not to have any
foreign currency with him after the visit and to convert any remaining foreign currency into Indian Rupees as soon
as the visit is over.
RECRUITMENT I TALENT MANAGEMENT I WORKFORCE ADMINISTRATION

FOREIGN TRAVEL PO LICY- WL1D AND ABOVE

CLASS OF TRAVEL

WL INTERNATIONAL TRAVEL
Direct Flying Time * 0‐3 Hrs 3 Hrs + 10 Hrs +
5 Economy Business First
4
A /B Economy Business Business
3
A /B Economy Business Business
2
A /B/C Economy Business Business
1
D Economy Economy Economy
BLT Economy Economy Economy
2nd or Std
Rail Travel 1D + Class First Class First Class

Travel Guidelines

* “Direct Flying Time” is defined as the scheduled time on board, without time on ground for stop-over connection
flights.

All bookings should be made on the basis of lowest logical direct IP (Indirect Procurement team) preferred airline
fare for a particular route/destination, within a time window of + / - 1 hour for continental flights and + / - 4 hours
for intercontinental flights of desired departure time.

Personal preferences for carriers and loyalty programmes are not to be drivers in decision making. Operational

upgrades are permitted on the condition that this does not result in any extra cost to the company.

Employees are entitled to retain any compensation relating to long delays, denied boarding or
cancellation. However travellers are not permitted to voluntarily downgrade or change travel plans for
monetary compensation.

IP Preferred Airlines should always be used to assist Unilever to leverage its scale. Wherever and whenever possible,
all travellers must book their travel using Restricted Fares / Hotels 14 days in advance and minimise itinerary
changes. In addition to this, wherever and whenever a range of Preferred Suppliers exist for potential use, the “Lowest
Logical Air Fare / Hotel Rate” should always be selected.

The usage of Low Cost Carriers is strongly encouraged to produce savings.

Wherever and whenever possible to avoid unnecessary cost from both the air fare and additional tax,
RECRUITMENT I TALENT MANAGEMENT I WORKFORCE ADMINISTRATION

the same carrier must always be used for all point to point (eg. A to B) return trips.

Changing Tickets / Voluntary Downgrades

The changing of tickets provided by Unilever into cash or lower class tickets for personal gain is not permitted.
Travelers may not volunteer to be off-loaded from overbooked services. Travellers are also not permitted to
voluntarily downgrade to a lower class to enable them to take their partner / spouse at the company’s
expense. This practice will constitute a potential “Benefit in Kind” tax liability.

LIMITATIONS ON NUMBERS TRAVELING TOGETHER BY AIR

The following restrictions shall apply for travel on business in a single aircraft.

 Whenever travelers of different travel grades are travelling together they should either retain their
respective class of travel or downgrade to the lower class.
 No more than three MC Members should travel on any single aircraft.
 No more than half the members of any Leadership Team (e.g. SA LT, HUL LT) or
Category or function (e.g. Skin, Hair, Home care, Foods, Beverages, Ice cream or
SC, HR, Finance) should travel on any single aircraft.
 Responsible Leaders of a large business events / conferences shall ensure that a majority of their team
members do not travel together on the same flight
 Team Leaders for group travel shall be responsible for ensuring compliance and work through their
secretaries to secure travel bookings

TRAVEL ALLOWANCES

Travel Kit
This facility has been cashed out effective 1st April, 2005

Business Entertainment Expenditure

This facility has been cashed out effective 1st April, 2005

Meal / Incidental Allowance

Where meals are not provided / paid for by the Company or where entertainment /hospitality is not
extended, the following allowances will apply

Breakfast US $ 20
Lunch US $ 25
Dinner US $ 35

In some hotels, breakfast is normally included in the room tariff and if so, a separate breakfast allowance is
not admissible. In addition to the meal allowances, Managers may also claim an amount of US $ 10 towards
incidental expenses per day or part thereof. This amount is intended to cover purchase of newspapers, casual
drinks, etc (No receipts are required).

PG Arrangements

When staying in own / PG arrangements where no hotel bills are available, managers may charge US $
RECRUITMENT I TALENT MANAGEMENT I WORKFORCE ADMINISTRATION

50 per day apart from US $ 10 towards incidental expenditure and the B/L/D allowance at specified
rates subject to the conditions earlier mentioned.

Allowances while in a residential training course

On instances where full hospitality is provided by the Host country / training centre, Managers can charge for local
transport and any out-of -pocket expenses at actuals in addition to a flat incidental charge of US $ 10 per day. In view
of the excellent services available, Managers are generally expected to use Public Transport for local travel.

TRAVEL ADVANCE

For all overseas travel, travel advance of USD 400 $ per day for WL3B and above, and USD 300 $ per day for all
other managers, in foreign exchange may be drawn. The travel advance is intended to cover all expenditure
inclusive of boarding, lodging, local conveyance, telephone, incidentals, etc. The travel advance should be
restricted only to the number of days spent on functional / business visits, transit and official weekends. No
advance should be drawn for the number of days that a manager is put up at a residential training centre OR
where hospitality is provided except to the extent of a reasonable amount (not exceeding US $ 30 per day) to
cover local conveyance and incidental charges. Where eligible, advance can be drawn for business
entertainment expenditure with specific authorization on the Department / Unit head.

Hotels

For stays in hotel, only 4 star facilities Unilever preferred hotels should be booked through the local travel
company / CWT / host Unilever company. Usage of 5 star facilities Unilever preferred hotel is permitted as an
exception, where issues of security or hygiene present a potential risk and these locations will primarily within
the AAC and LATAM regions.

SETTLEMENT OF ADVANCE & EXPENSES

On return, managers should submit an Expense Statement (with full supporting bills) positively within 7
days along with full supporting vouchers accounting for the expenses permitted under different heads
mentioned therein.