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Travel Policy

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26 views4 pages

Travel Policy

Uploaded by

lancerhrd
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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TRAVEL POLICY

Objective
Our company travel policy outlines our provisions for company-related travel. The policy will also
outline travel restrictions and quarantine procedures, which the employees should follow for their
own as well as their colleagues’ safety.

Scope
This policy applies to all our employees. In this policy, we refer to “travel” meaning a business trip to
a different city than the one you’re in. We’re also counting any car, train or bus trip that lasts longer
than 2 hours.
The policy doesn’t refer to traveling to and from the office on a daily basis for work.

Policy Elements
Travel and Self Quarantine Advisory
1. To ensure employee safety, all official international and domestic travel have been put on
hold until further notice. In case your travel needs are critical, contact your manager and the
HR.
2. The HR and Managers are required to discourage all employees from non-essential travel.
3. In person meetings should be done virtually where possible.
4. If due to any emergency, an employee is required to travel for business purposes, he/she will
be required to inform the Reporting Manager and HR, take all necessary precautions and also
self-quarantine for 2 weeks from the date of landing from the business. Such a travel should
have top management approval.
5. For those who have recently concluded or are on international/domestic travel, the
employee will need to self quarantine for 2 weeks.
6. During self quarantine time, the employee should be able to work from home.

General Travel Advisory


As our employee, you may need to travel for company purposes. This includes trips to:
 Meet with clients or partners.
 Attend events and conferences, where you will represent the company.
 Visit our company’s office in other locations.
For this kind of travel, we will reimburse food and transportation as well as per diem expenses.
While travelling on any business trip for the company, please see the below guidelines:
1. We encourage all our employees to travel by either their own car or by a cab. The employees
should refrain from using a 2 wheeler as a mode of transport for any of the above scenarios.
2. In case the employee is using his/her own mode of transport, then a reimbursement of Rs.
9/km will be made for a 4-wheeler and Rs. 3.5/km will be made for a 2-wheeler.
3. Your outstation travel must be booked at least 2 weeks in advance, unless it’s an unforeseen
trip.
4. All such requests for travel bookings, must be submitted along with the approval of the
Reporting Manager with exact dates of travel.
5. For the purposes of business travel, all employees are encouraged to travel through the most
cost-effective mode of transportation. However, in case of an urgent meeting, and approved
by senior management, the employee can travel through the mode of transport advised by
the management.
6. The travel desk shall make all such travel and hotel bookings.
7. In case the employee books their travel tickets and accommodation on their own, the
Reporting Manager must validate the bookings before being submitted for reimbursement.
8. All expenses related to travel, food and lodging shall be reimbursed on actuals. The employee
should ensure that all related bills should be attached along with the Reimbursement Form.
9. All cab services availed for business travel will have to be submitted for reimbursement along
with the bill receipt.
10. All reimbursements must be submitted along with the Travel Reimbursement Form, duly
filled within 2 working days’ time from the day of the return from the travel.
11. All travel reimbursements, once cleared, will be credited within 15 days of the approval.
12. When an employee represents A.C. Humidin Air System Pvt. Ltd. in trade shows and
exhibition, a proper expense sheet along with the bills should be handed over to the
Accounts and Management with the respective receipts within 2 days’ of time from the last
day of the event.
ANNEXURE 1 – Travel Approval Form

TRAVEL APPROVAL FORM

EMPLOYEE NAME DEPARTMENT


EMPLOYEE ID POSITION TITLE
DEPARTURE DATE
RETURN DATE

DESTINATION

PURPOSE OF TRAVEL

REPORTING MANAGER AUTHORISATION

SIGNATURE
NAME
TITLE
DATE
ANNEXURE 2 – Travel Reimbursement Form

Travel Reimbursement Form


Name:

Designation

Phone No:

Email:

Purpose of Travel:
Travel Details

S.No Date Food/Lodging/Travel Details Amount

10

11

12

13

14

15

Employee Signature: Reporting Manager Signature:

Date: Date:

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