Travel Policy
An Overview
Index
• Benefits of Having Travel policy in the company
• What makes an effective travel policy
• Purpose of travel policy
• General guidelines to be followed in the policy
• International entitlements
• Classification of countries
• Domestic travel entitlements
• Classification of cities
• Process for expense reporting
• Expense Payment
Benefits of Having Travel policy in the company
1
• Complete and robust management of “ company travel policy and procedure”.
• Substantial Cost savings for the company as the company gets the negotiated
rates by consistently using the preferred airline, Car rentals, Hotels etc.
2
• Company fulfils its responsibilities towards employee care and help.
• Employee can focus on the core business without worrying for little details
related to travel.
3
• Parameters as defined under “Business travel policy” are known to all employees
so there is no confusion while making travel arrangements.
• Travel policy set clear guidelines to be followed while travelling.
Some more benefits.........
4
• Time-saving is another important aspects by defining clear rules and regulations
to be followed under travel policy
• Safe for employees to travel long/short distances whether domestic or
international with the company authorised vendors.
5
• Transparent ways of carrying out every transaction from employees and
employer end.
• Makes and speed up the reimbursement process as both the employee and
employer are known of claim process to be followed as per policy directives
• Travel policy in place develops a more cost-conscious culture
• Generates valuable corporate travel data.
What makes an effective travel policy
Proper feedback needs
to be taken
Need to provide some
basic "Do's "and don'ts
"while designing the
corporate travel policy
Consider including non-
expense related
material in the travel
policy
Employees ways to
conduct themselves
become more
important.
Practical concerns
which include "safety
procedure "
Purpose of travel policy
The “Purpose of travel
policy” is to ensure that
the travel expense of the
company is controlled by
establishing certain
standards
it is expected from
employees that they will
follow the "travel
guidelines for employees
“
It is also meant to
reimburse the amount
spent by an employee
when on international or
domestic travel.
General guidelines to be followed
A travel request must be approved
before proceeding on any international
or domestic travel
The details on all exceptions with
respect to the policy must be explained
on the travel request form in case there
is an exception and it needs to be
approved by HOD and director.
An email need to be sent to the finance
department along with approval mail to
get the travel advance
• Any international or domestic
travel request must be raised
and followed as per the
“company travel policy and
procedure
• Any employee who requires
travelling for the business
purpose must get the
approval in advance by the
department head/ director
• Food expenses are allowed
only as per the limit of
entitlements
More guidelines
In case an employee gets ill while on
business travel the expenses occurred
while taking the treatment will be
reimbursed on actual bill and doctor’s
prescription.
In case an employee wants to combine
business stay with personal vacations, it
must be duly approved by the
director/HOD. It should be noted that
no reimbursement would happen for
any personal expense.
All the tickets for any kind of travel
international or domestic must be
approved by the travel help desk.
•The expense report with travel
request submitted to the finance
department must consist of original
boarding pass and travel -tickets,
along with complete tour report
maintained date wise.
•All employees are expected to travel
to the countries which are allowed as
per the company's guidelines. No
exception in this regard will be
entertained.
•Most economical mode of travel
would be reimbursed
International entitlements
Entitlement in Euros/ country
Level Class A
countries
Class B
countries
Class C
countries
12 - 14 225 200 175
8-11 200 175 150
4-7 175 150 120
Classification of Countries
Classification of Countries
Group Countries
A Americas region,
France, Italy, North,
and West Europe
Australia and North
Asia.
B Central and South
Europe, Middle East
Africa, East Asia, and
South East Asia
C South Asia Excluding India
Domestic travel entitlements
Entitlement( in Rs.) City/Town
Level A B C
12-14 14,000 8,000 5,000
8- 11 10,000 6,000 3,000
4-7 6,000 4,000 2,000
Classification of cities
Classification of Cities
Class Cities
A Mumbai, Delhi, Hyderabad, Indore,
Pune, Kolkata, Bangalore
B All state capital and union territories
C All other cities and towns
Process for expense reporting
Expense report must have the following items
Travel request form
Actual expense bill related to the meal, transportation etc
If possible, the employee must try to submit expense bill
on miscellaneous articles also
In case the business travel is for more than a month's time expense report must be submitted on a weekly
basis through a web-based system.
All expenses report must be raised through a web-based expense system.
All reports must be submitted within 15 days of return
from a business trip.
If reports are delayed for more than 15 days, it will be
considered late.
Expense Payment
All the expense
payment is
made by the
finance
department.
Finance
validates
the bills
For
internation
al travel,
credit card
is issued
Form for
issuance of
credit card
taken by
employee
Credit card
not for
personal
use

Travel Policy

  • 1.
  • 2.
    Index • Benefits ofHaving Travel policy in the company • What makes an effective travel policy • Purpose of travel policy • General guidelines to be followed in the policy • International entitlements • Classification of countries • Domestic travel entitlements • Classification of cities • Process for expense reporting • Expense Payment
  • 3.
    Benefits of HavingTravel policy in the company 1 • Complete and robust management of “ company travel policy and procedure”. • Substantial Cost savings for the company as the company gets the negotiated rates by consistently using the preferred airline, Car rentals, Hotels etc. 2 • Company fulfils its responsibilities towards employee care and help. • Employee can focus on the core business without worrying for little details related to travel. 3 • Parameters as defined under “Business travel policy” are known to all employees so there is no confusion while making travel arrangements. • Travel policy set clear guidelines to be followed while travelling.
  • 4.
    Some more benefits......... 4 •Time-saving is another important aspects by defining clear rules and regulations to be followed under travel policy • Safe for employees to travel long/short distances whether domestic or international with the company authorised vendors. 5 • Transparent ways of carrying out every transaction from employees and employer end. • Makes and speed up the reimbursement process as both the employee and employer are known of claim process to be followed as per policy directives • Travel policy in place develops a more cost-conscious culture • Generates valuable corporate travel data.
  • 5.
    What makes aneffective travel policy Proper feedback needs to be taken Need to provide some basic "Do's "and don'ts "while designing the corporate travel policy Consider including non- expense related material in the travel policy Employees ways to conduct themselves become more important. Practical concerns which include "safety procedure "
  • 6.
    Purpose of travelpolicy The “Purpose of travel policy” is to ensure that the travel expense of the company is controlled by establishing certain standards it is expected from employees that they will follow the "travel guidelines for employees “ It is also meant to reimburse the amount spent by an employee when on international or domestic travel.
  • 7.
    General guidelines tobe followed A travel request must be approved before proceeding on any international or domestic travel The details on all exceptions with respect to the policy must be explained on the travel request form in case there is an exception and it needs to be approved by HOD and director. An email need to be sent to the finance department along with approval mail to get the travel advance • Any international or domestic travel request must be raised and followed as per the “company travel policy and procedure • Any employee who requires travelling for the business purpose must get the approval in advance by the department head/ director • Food expenses are allowed only as per the limit of entitlements
  • 8.
    More guidelines In casean employee gets ill while on business travel the expenses occurred while taking the treatment will be reimbursed on actual bill and doctor’s prescription. In case an employee wants to combine business stay with personal vacations, it must be duly approved by the director/HOD. It should be noted that no reimbursement would happen for any personal expense. All the tickets for any kind of travel international or domestic must be approved by the travel help desk. •The expense report with travel request submitted to the finance department must consist of original boarding pass and travel -tickets, along with complete tour report maintained date wise. •All employees are expected to travel to the countries which are allowed as per the company's guidelines. No exception in this regard will be entertained. •Most economical mode of travel would be reimbursed
  • 9.
    International entitlements Entitlement inEuros/ country Level Class A countries Class B countries Class C countries 12 - 14 225 200 175 8-11 200 175 150 4-7 175 150 120
  • 10.
    Classification of Countries Classificationof Countries Group Countries A Americas region, France, Italy, North, and West Europe Australia and North Asia. B Central and South Europe, Middle East Africa, East Asia, and South East Asia C South Asia Excluding India
  • 11.
    Domestic travel entitlements Entitlement(in Rs.) City/Town Level A B C 12-14 14,000 8,000 5,000 8- 11 10,000 6,000 3,000 4-7 6,000 4,000 2,000
  • 12.
    Classification of cities Classificationof Cities Class Cities A Mumbai, Delhi, Hyderabad, Indore, Pune, Kolkata, Bangalore B All state capital and union territories C All other cities and towns
  • 13.
    Process for expensereporting Expense report must have the following items Travel request form Actual expense bill related to the meal, transportation etc If possible, the employee must try to submit expense bill on miscellaneous articles also In case the business travel is for more than a month's time expense report must be submitted on a weekly basis through a web-based system. All expenses report must be raised through a web-based expense system. All reports must be submitted within 15 days of return from a business trip. If reports are delayed for more than 15 days, it will be considered late.
  • 14.
    Expense Payment All theexpense payment is made by the finance department. Finance validates the bills For internation al travel, credit card is issued Form for issuance of credit card taken by employee Credit card not for personal use