DSM Travel Exepense Updated

TRAVEL And Expenses Reimbursement |Amendments | Ver. 1.
1 | Issue Date 29-07-2022
Objective:
To define and establish a policy, procedure for travel related expenses of field employees for
official work and to carry out day to day activities effectively and safely.
Coverage:
This policy shall cover all District Sales Manager (DSM)
Process:
1. At the beginning of the financial year Standard Fare Chart (SFC) is to be prepared by every
employee (DSM) as per the territory alignment. For the purpose of SFC distance is to be
calculated from the center of the HQ (as per Google maps with shortest route). The same has
to be validated & approved by the Zonal Sales Manager. Approved SFC is required to be
submitted on or before 20th April every year.
2. All official tours are planned one month in advance through a Tour Program. The tour program
should be submitted in I-force for approval by the immediate superior. Once the tour program
is approved, the employee should proceed as per tour program. The schedule of tour program
of the subsequent month should be submitted on or before 26 th of every month.
3. Daily activity report (DAR) should be submitted in I-force within 3 days from working or on
return from tour.
4. Submission of DAR in I-force will not be allowed after 5th day of subsequent month. E.g.
August month reports will be blocked in the system by 5th September.
5. All expense statements have to be approved by the immediate supervisor and the monthly
expense statement should be submitted by the employee on or before 8th day of every
month.
6. Expense statement post approval should be sent to HO Admin on or before 8th day of the
subsequent month for further processing. HO Admin will audit & verify the expense
statement and reimbursement will be done along with the monthly salary. In case, if any
expense is not as per policy than HO Admin will deduct or reject the amount and further will
communicate to the employee with appropriate reasons through I-force.
7. Employee has to claim all the expenses on monthly basis (preceding month). No travel
expense will be reimbursed for more than two months (last & preceding months).
A) Head Quarter (HQ) Allowance
- HQ is defined as the town or place where the employee is based.
Employee Status Amount INR (per working day)

DSMs 260
B) Ex. Head Quarter (Ex. HQ) Allowance
- Ex. HQ is defined as the town or place which is more than 35 kms (one way) from the HQ
and he/she does not stay overnight and returns to the HQ on the same day.

DSMs 235
C) Out Station (OS) Allowance
- OS is defined as the town or place which is more than 70 kms (one way) from the HQ
and he/she needs to stay overnight & complete minimum of 2 days of field work.

DSMs 1150 ( With accommodation )
D) Metro Allowance
- Metro allowance is in addition to the HQ allowance as per classification below
Metro Classification Amount INR (per working day)

Metro A Class - Mumbai, Delhi, Chennai, 60
Kolkata, Hyderabad & Bangalore
Metro B Class – Pune & Ahmedabad 50
SFC is not applicable to A & B class metros.
E) Hill Station Allowance

- Applicable to DSM who is either working in hill station or has to cover the hill station as
Ex. HQ or Out Station.
Employee Status Hill Station Allowance Out Station

(in addition to HQ & Allowance
Ex. HQ allowance) (Only for Hill Station)
DSMs INR 50 INR 900
per working day per working day
List of Hill Stations: Jammu, Mussoorie, Dehradun, Panchgani, Nainital, Mahabaleshwar,

Lonavala, Khandala, Kullu & Manali, Ranikhet , Mount Abu, Almora
Aizawal, Darjeeling, Dharamshala, Dimapur, Gangtok, Imphal,
Itanagar, Kalimpong, Kodaikanal, Kohima, Kurseong, Mandi, Shillong,
Neigrims, Shimla, Srinagar, Ooty, Lunglei, Lantlai, Moreh, Ukhrul,
Wokha, Roing, Haflong, Naharlangan, Jowai, Berengapara,
Baghmara, Williamnagar, Tura.
F) Petrol Allowance
1. Petrol allowance is paid to offset the fluctuating petrol price.
Employee Status Amount INR (per month)

DSMs 600
2. Petrol allowance on per Kilometre (KM) basis is paid for travel to Ex HQ or OS using a
two wheeler as per below grid. The standard fare chart (SFC) for Ex HQ & HQ travel
will be finalized by sales admin in the beginning of the year. If other mode of public
transport is used such as bus or train than this allowance is not applicable.
Employee Status Distance Amount INR

Probationer and Confirmed Employee Upto 150 Kms INR 2.80 per km
Probationer and Confirmed Employee Beyond 150 Kms INR 2.00 per km
3. Travel Classification for Ex. HQ or OS travel

o Train (upto AC – 2 Tier, AC – Chair Car) or Bus Fare can be claimed for official
travel purpose
o Reimbursement will be made against submission of original tickets.
G) Allowance during Meeting / Conference

- This allowance can be claimed during company organised meeting or conference.
If accommodation is If accommodation is
Employee Status provided by NOT provided by
organization organization
DSMs INR 235 per day INR 1150 per day
H) Vehicle Maintenance Allowance (VMA)
Employee Status Amount INR (per month)

DSMs 500
VMA Eligibility Criteria:

- Employee should have a valid driving license.
- Vehicle should be registered in the name of employee or family member
(Spouse/Parents/Siblings).
- Employee needs to submit set of documents such as Driving License (self), Vehicle
Registration copy to the Admin team. Employee will be eligible to claim VMA post
submission & verification of the documents by the Admin team. The document such as
driving license & registration copy must be uploaded on I-force.
I) Daily Allowance during Training (without metro allowance)

- Employee can claim this allowance during the training period.
Employee Status Amount INR (per day)

DSMs 90
J) Transit Allowance
- Employee can claim this allowance for a full day travel required to reach the venue of meeting or
conference organised by the company:
Employee Status Amount INR (per day)

DSMs 235
K) Other Allowances
Employee Status Head Amount INR

Mobile*
1600 per month
Probationer and Confirmed Net Surfing
Employee Stationery 500 per year
Fax 200 per month
* Only 1 post-paid mobile connection per employee is allowed. All mobile bills should be
clearly identified for official and personal use. Local & STD call bills will not be reimbursed
separately. No reimbursement will be made for personal calls. All reimbursements will be
made on submission of original bills only.
L) Non permissible/reimbursable expenses during Hotel Stay

- Use of amenities such as gift shop etc.
- Toiletries and other personal item
- Laundry expenses
- Membership fee to register for any rewards program
- Expenses on alcohol, beverages, cigarettes & other tobacco products
- Any other expense which are chargeable over & above room tariff
M) Claim Procedure
Expense Type Periodicity Submission Timelines

Before 8th of every month
Travel Expenses Monthly
(for preceding month)
Before 8th of every month
Mobile& Other Expenses Monthly
(for preceding month)
All claims should be submitted through the G Force system only.
All expenses post approval will be reimbursed along with the monthly salary.
3) Power to Amend:
The management at is own discretion may make changes in this policy as it deems fit from time to time

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TRAVEL And Expenses Reimbursement |Amendments | Ver. 1.

1 | Issue Date 29-07-2022

This policy shall cover all District Sales Manager (DSM)

Employee Status Amount INR (per working day)

Employee Status Amount INR (per working day)

C) Out Station (OS) Allowance

Employee Status Amount INR (per working day)

Metro Classification Amount INR (per working day)

SFC is not applicable to A & B class metros.

E) Hill Station Allowance

Employee Status Hill Station Allowance Out Station

List of Hill Stations: Jammu, Mussoorie, Dehradun, Panchgani, Nainital, Mahabaleshwar,

Employee Status Amount INR (per month)

Employee Status Distance Amount INR

3. Travel Classification for Ex. HQ or OS travel

G) Allowance during Meeting / Conference

H) Vehicle Maintenance Allowance (VMA)

Employee Status Amount INR (per month)

VMA Eligibility Criteria:

I) Daily Allowance during Training (without metro allowance)

Employee Status Amount INR (per day)

Employee Status Amount INR (per day)

Employee Status Head Amount INR

L) Non permissible/reimbursable expenses during Hotel Stay

Expense Type Periodicity Submission Timelines

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