WWIL POLICY MANUAL
Policy
DOMESTIC TRAVEL POLICY
Scope
Effective Date: 11-02-2008
WWIL & its subsidiary companies
Approved by : Deepak Chandnani , CEO
POLICY PERSPECTIVE
WWIL recognizes that travel can be inconvenient, placing demands on employee that
sometimes impact personal time and activities. The Company employee the efforts that
employee make to meet the challenges of a busy travel schedule. The following guidelines are
provided to help WWIL associates make decisions regarding travel expenditures that will:
result in the lowest total cost to the organisation
meet all necessary business objectives
and provide convenience and safety for employee
These guidelines have been developed to reflect the basic trust in the integrity of our employee,
and to empower organizations to make decisions that reflect respect for all individuals.
POLICY
It is WWILs policy to reimburse employees for all reasonable business expenses incurred on
behalf of WWIL. These expenses represent one of the largest controllable expenses that WWIL
employees incur. Each employee has a stewardship responsibility for these expenses and
should work toward keeping them as low as possible.
These guidelines include travel information for all employees. However, unique circumstances
may require action outside these guidelines. If such a situation arises, you should use good
business judgment and the circumstances should be reviewed with your supervisor prior to the
event.
POLICY STATEMENTS
ENTITLEMENTS :
1. The allowances/ reimbursement pertaining to Class / Mode of Travel, Hotel limits, Daily
allowance limits, Own Arrangement and stay in Guest House that an employee is
entitled to as per his/her grade, while on official tour has been specified as per the
Domestic Travel Entitlement ( Annexure 1) . Any deviation from the entitlements needs
to be approved by HR and Finance through a qualification note.
2. The Company has made guest house arrangements at certain places. The current list of
guesthouses is available with the Administration Department. The employee must stay in
the guesthouse, where breakfast & meals would be provided. When an employee stays
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3.
4.
5.
6.
7.
8.
9.
in a Company guesthouse and has meals at the guesthouse, the employee would be
entitled to 25% of the Daily Allowance towards incidental expenses (no supporting
required). The employee can additionally claim conveyance at actuals.
Accommodation in a hotel is permitted only if guesthouse accommodation is not
available, as confirmed by the guesthouse in-charge in writing/over phone. Hotel limits
applicable for various grades have been laid down below as per Domestic Travel
Entitlements (Annexure 1).
While staying in a hotel the employee will be entitled to Daily Allowance towards food &
other incidental expenses as specified in Annexure 1. Supporting for the expenses is
required while claiming Daily Allowances. The employee can additionally claim
conveyance at actuals.
In case the employee makes his/her own arrangement for accommodation while on tour
instead of Hotel or guesthouse, then he/she is entitled only to a Personal Allowance as
mentioned in Annexure 1 (no supporting required). The employee can additionally
claim conveyance at actuals.
Daily allowance/Personal Allowance is applicable for journey involving more than twelve
hours from the place of posting. In case the duration of journey is less than twelve hours,
half of the daily allowance would be reimbursed.
When an employee visits more than one town in a day, he/she will be paid Daily
allowance / Personal Allowance as applicable to the town in which he/she spends the
night. For the last day of the tour not involving night stay, allowance applicable will be
that of the town covered prior to return to place of posting. On such last day of travel, if
the duration of travel is less than twelve hours, half of the daily allowance will be
reimbursed.
Actual expenses incurred on stationery, postage, telegrams, telexes, faxes, STD / ISD
calls for official purposes during the tour would be in addition to the allowance
entitlement limits, and the same will be reimbursed against bills / vouchers.
If the employee travels by companys vehicle then the driver accompanying the
employee will be entitled to an allowance of Rs.100/- per day.
APPROVAL
Travel can be undertaken only after prior approval of the Immediate Superior or Department
Head in the Travel Requisition (Annexure 2) on hard copy or email. All employees are
expected to plan their travel beginning of the month and accordingly obtain prior approval
from their Immediate Supervisor/Functional Head.
Short Distance Travel
All short distance travel (less than 8 hours by train/ bus) should be undertaken by train or
bus or hired taxi. It is permissible to travel by I class or II A/C or A/C Chair Car.
Cash advances
Cash advances are available for employees; the need for such advances should be
minimum and limited. The amount required should be approved by the Immediate Superior
or Head of the Department and included in the Travel Requisition Form.
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WWIL INDIA POLICY MANUAL
1. Employees proceeding on tour may draw cash advance (duly authorized by
Immediate Superior / Department Head), based on the expenses envisaged, from
the office at the place of posting. The same has to be settled within three days of
return from travel. No fresh advance will be given unless the previous advance is
settled.
2. No additional cash advance or expense reimbursement would be paid from any
other office other than the one in the place of posting of the employee; except in
case of exigencies.
3. On return from the tour, the employee shall claim reimbursement of all his/her
expenses incurred during the tour in the Travel Expense Statement ( Annexure 3)
along with necessary supporting bills / receipts.
Receipts
Obtainable original receipts are required for all expenditure.
Stay with friends/ relatives
If an employee on official tour stays with friends or relatives in lieu of needing hotel
accommodations, he/she will be entitled to personal allowances as per limits prescribed in
Domestic Travel Policy ( Annexure I). There is no supporting required for these expenses.
Travel Booking
Ticketing should always be done through the Administration Department.
a)
b)
c)
d)
The travel requisition duly approved by the Immediate Superior/ Department Head
should be forwarded to the Administration Department for making necessary
bookings. In case of urgent travel on a holiday or in the event of the travel plan
being firmed up after office hours, the concerned employee may use his own
resources to make the necessary booking. Details of such travel should be
intimated to the administration department on return from tour.
Ticket cancellations at the last minute should be avoided, as the penalty levied on
such cancellations is high. Cancellations involving an amount more than the
normal charges shall require a special waiver of the Department /Functional head.
Tickets booked through the Administration Department should also be cancelled
through them during office hours. However, cancellation of tickets booked by
individuals on their own or tickets requiring cancellations after office hours would
be the responsibility of the concerned individual.
Employee must submit expense statement of total-actual-expenses incurred within
limits of entitlement, with necessary supporting bills / receipts within three days of
completion of travel
Hotels/Guest House Booking
Hotel/Guest house booking should strictly be done by Authorized Admin. personnel only.
Hotels should be used where WWIL guesthouse accommodation is not available. If there is
shortage of rooms at Guest House, employees are expected to share rooms. This applies
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to all levels.
The limits for hotel eligibility by level and city are prescribed in Domestic Travel Policy
(Annexure I). These rates are subject to revision on an annual basis. Please use these
limits as guidelines for making reservations.
Personal Automobiles
Employee will be reimbursed for use of their personal car and Scooter or motorbike for local
business travel at the rate Rs. 6.5 per km and Rs.3.0 per km respectively. The employee
must comply with all motor vehicle laws and regulations before using a car/two wheeler on
company business and understand the limits of WWILs responsibilities. The employee
needs to ensure that all registration and insurance are current. Reimbursement should be
measured based on the most direct route unless a deviation is business-related such as
picking up another associate while on route. Personal automobile insurance and normal
commuting expenses are not reimbursable. Reimbursement is provided for businessrelated mileage in excess of normal commuting mileage.
For domestic travel, consider whether the use of your personal car is practical, on a trip-bytrip basis, based on these factors: the cost of mileage, the amount of time required to drive,
how long you will be away, and the resulting parking costs. Perhaps an alternate means of
transportation, such as a taxi, could be preferable in some cases.
Short Assignment travel policy
This is applicable where an employee is working for an extended period (One month and
above) at a location other than base. Wherever possible guest house accommodation
would be provided. If Guest house is not available, standard travel policy in terms of hotel
would apply.
If the employee makes his/her own accommodation arrangement, he/she will be entitled for
a monthly reimbursement amount towards food & incidentals,
Upto Grade M1 : Rs. 3000/-.
Grade M2,M3 & M4 : Rs. 5000/-.
Non-reimbursable Expenses and those Requiring Higher Approval
Employees are often concerned about whether a particular expense is reimbursable. The
following is a list of expenses that will normally not be considered for reimbursement or
require higher than immediate supervisor approval.
Expenses Not Reimbursable
In-room movies at hotels
Mini-bars
Laundry and valet services for trips of three days or less. Expenses incurred on
ironing are reimbursable, irrespective of the duration of the trip.
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Membership fees for Airline and Frequent Flyer Clubs
Membership in health clubs
Hotel club memberships
Incremental costs of double over single occupancy rates when a spouse or
guest is not in an authorized travel status
Hotel charges associated with cancellation where reasonably prudent actions
were not taken to avoid such charges
Loss of personal funds and property
Parking tickets for traffic violations
Clothing
Airline upgrades (Where it is not approved by the functional coach)
Interpretation of policy
Sole discretion of HR & Finance Department.
Annexure 1
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WWIL INDIA POLICY MANUAL
DOMESTIC TRAVEL ENTITLEMENTS
Hotel / Lodging Limits (Including
Taxes on production of bills)
Class of Travel
Limits for Daily
Allowance for Staying
in a Hotel (Food &
Incidental)
Other
Places
Metros,
State
Capitals,
Pune,
Cochin,
Ahmedabad
Personal Allowance
for own arrangement
Other
Places
Allowance
for staying in
Guest House
(Incidentals)
Metros,
State
Capitals,
Pune,
Cochin,
Ahmedabad
Other
Places
Actuals
Actuals
Actuals
1500
1000
1500
1000
1500
1000
Metros
State
Capitals,
Pune,
Cochin,
Ahmedabad
Actuals
Actuals
Actuals
Actuals
Actuals
10000
to
11000
6500 to
8000
4500 to
5500
1500
900
8000 to
10000
5000 to
6500
3500 to
4500
1200
750
6000 to
8000
4000 to
5000
2500 to
3500
900
600
4000 to
5500
2500 to
4000
1500 to
2500
700
500
1200
700
GRADES
Rail
Air
Outstation
Transport
Entitlement
M-10
Actuals
Bus.
Actuals
M-9
I AC
Bus.
Private Car
M-8
I AC
Bus.
Private Car
M-7
I AC
Eco.
Private Car
M-6
II AC
Eco.
Private Car
M-5
II AC
Eco.
Taxi / Auto
M-4
II AC
Eco.
Taxi / Auto
M-3
II AC
Eco.*
Taxi / Auto
M-2
II AC
Eco.*
Taxi / Auto
M-1
II AC
Eco.*
Taxi / Auto
III/II AC
N.A
Taxi / Auto
2500 to
4000
1500 to
2000
500 to
1000
500
400
750
450
Sleeper
N.A
Bus
2000
1000
400
350
300
600
350
25 % of
DAILY
ALLOWANCE
only
*Note Employees in Grades M3 & below can avail of air travel under the following circumstances,
With special sanction from CEO / Head-HR only in case of emergency as ratified by their
Functional Head.
Difference between train fare and the airfare in less than 20%.
Travel time by train is more than 8 hours.
NOTES FOR DOMESTIC TRAVEL
1.
2.
3.
4.
5.
6.
7.
Inland travel is travel within India (extended to include Nepal and Bhutan)
Metros include Mumbai, Delhi, Calcutta, Chennai and Bangalore
Spouses may accompany at no extra cost to the company
All inland travel has to have the prior approval of the respective department head
All employees are required to submit a tour report on return from travel
Conveyance reimbursement can be separately claimed on actual.
Apart from the above allowances, expenses on official telephone / telex / fax / stationery
etc. on actual against vouchers will be reimbursed.
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WWIL INDIA POLICY MANUAL
ANNEXURE- 2
DOMESTIC TRAVEL REQUISITION
Name
:
Designation :
Tour Date : From__________ To___________
Tour Plan
Purpose of Visit
Grade
:
Department
:
Total no. of Days : ____________
Note : All the columns below, have to be filled in.
S
Date of
Place
Place To
Mode /
r
Travel
From
Class of
.
Travel
N
o
.
1
Night
Halt
(Yes/No)
Estimat
ed
Expens
es (Rs.)
2
3
4
5
6
Total Estimated Expenses all inclusive
Advance Requisitioned
Rs.
Rs.
Wherever accommodation is available in a Company guesthouse, the employee will be accommodated in
the same. Accommodation in a hotel is permitted only if guesthouse accommodation is not available.
Signature of Employee/ Date
The amount of advance requisitioned is justified and sanctioned.
Authorized by HOD/ Date
Cc : Admin
: Please Tick as applicable
1.
Please make arrangement for tickets.
2.
Please make arrangement for guest house/
hotel.
Cc : Accounts
: Please release Travel Advance on
WWIL INDIA POLICY MANUAL
ANNEXURE-3
DOMESTIC TRAVEL EXPENSE STATEMENT
Name : ___________________________
_________________
Emp No. : _______
Department :__________________________
Tour Start Date : _____________
Designation :
Grade : _______
Company : __________________
Return Date : _____________
Total days : __________
DA / PA Entitlement : Rs. ______________ Travel Mode Entitlement : ___________________
Hotel Entitlement : Rs. ____________
______________
Conveyance Mode Entitlement :
1.Travel
Date
Location
Fro
m
To
Mode of
Travel / Class
No of
Bills
Paid By
Remarks
Amount
Total of 1
2. Lodging
Locatio
n
GH / Hotel / Own arrangement - tick as applicable
Duration
Date
Date
From
To
No. of
Days
No of
Bills
Paid By
Remarks
Amount
Total of 2
3. Daily Allowance / Personal Allowance
Location
Date
where night
No of Bills
is spent
Paid By
Particulars
Total of 3
Amount
WWIL INDIA POLICY MANUAL
4. Conveyance
Date
Location
Paid By
Amount
Particulars
Total of 4
5.
Entertainment
(Specific Approval is required for this section)
Date
Location
Paid By
Particulars
Amount
Total of 5
Expense in Section 5 above is justified & sanctioned _______________________________
Signature of approving authority
6. Other Official Expenses
Date
Location
Paid By
Particulars
Amount
Total of 6
Total Travel Claim (1+2+3+4+5+6) : Rs ___________________
Total number of supportings attached ______________ for value Rs.________________.
________________________
Signature of Employee
Date
___________________________________
Signature of department or functional head
Date
Total Travel Claim(1+2+3+4+5+6) : Rs. ___________
Less Amount Paid by Company : Rs. ___________
Less Advance Taken : Rs. ___________
Balance Payable to/ Recoverable from employee : Rs. ___________
Verification by Accounts : ______________________
