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    Travel & Expense Policy

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    Shweta
    This travel and expense policy outlines reimbursable expenses for Enterprise Minds employees, including types of approved travel and lodging, expense reimbursement procedures, and per diem limits that vary by employee level for domestic travel within India. The policy defines domestic travel, approved transportation and lodging options, and sets guidelines for expense reporting and reimbursement.

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    Travel & Expense Policy

    Uploaded by

    Shweta
    445 views5 pages
    This travel and expense policy outlines reimbursable expenses for Enterprise Minds employees, including types of approved travel and lodging, expense reimbursement procedures, and per diem limits that vary by employee level for domestic travel within India. The policy defines domestic travel, approved transportation and lodging options, and sets guidelines for expense reporting and reimbursement.

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    This travel and expense policy outlines reimbursable expenses for Enterprise Minds employees, including types of approved travel and lodging, expense reimbursement procedures, and per diem limits that vary by employee level for domestic travel within India. The policy defines domestic travel, approved transportation and lodging options, and sets guidelines for expense reporting and reimbursement.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    445 views5 pages

    Travel & Expense Policy

    Uploaded by

    Shweta
    This travel and expense policy outlines reimbursable expenses for Enterprise Minds employees, including types of approved travel and lodging, expense reimbursement procedures, and per diem limits that vary by employee level for domestic travel within India. The policy defines domestic travel, approved transportation and lodging options, and sets guidelines for expense reporting and reimbursement.

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    © All Rights Reserved
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    Travel & Expense Policy

    Purpose: This policy identifies appropriate travel and expenses incurred to carry out necessary business
    authorized travel related that are ordinary, reasonable and necessary to conduct official business within the
    limitations set forth below. All expenses must comply with Enterprise Minds travel and expense policy guidelines
    as mentioned below

    a) Describe the types of expenditures that are reimbursable by the company.


    b) Describe the process for an employee to file and obtain travel expenses and reimbursement
    c) Guideline set forth by the organization and its expectations intended for the travel.

    Scope: This policy is applicable to all permanent employees and consultants with Enterprise Minds for their
    official business travel related expenses and reimbursements.

    Definition of Domestic Travel:

    Travel to any place in India other than the employee’s local reporting office on short-term business visit.

    TRAVEL STAY & EAT


    Outstation Hotels
    Modes of Travel Self-Arranged
    Per Diems/Daily Allowance

    Procedure: Associates who are based in HO shall send their travel requirements to their respective Manager’s
    along with the approval emails to the Finance department marking a copy to the HR and Operations Head.

     Approval from the project manager/ India Operations head stating the following
     Date, purpose of travel, conveyance mode, conveyance expenses and the supporting receipt for the
    travel.
     Reimbursement claims should be directed by the form below and submitting them to the finance
    department.

    Outstation Travel:

    Train Travel- for destinations without an airport

    If a colleague travels to a location that does not have an airport, then the company will arrange for travel via
    train. The train class will be determined as per the table below.

    Designation Train Travel- for destinations without an airport


    L3 and above First Class AC
    L2 and above First Class AC
    L1 and above Second Class AC
    *If two or more colleagues belonging to different designations travel together in the same train, then the train
    class will be as per their respective designation’s entitlement.
    Air Travel:

    If a colleague travels outside the city municipal limits to a city that has an airport, then the company will arrange
    for air travel. The class will be determined as per the table below

    Designation Air Travel


    L3 and above Economy Class
    L2 and above Economy Class
    L1 and above Economy Class
    To and fro from same city Airport transfers at actual (residence-domestic airport, domestic airport- destination
    hotel) with the support of a receipt. Please note that for all same city airport transfers (from residence to
    Airport, Airport to Office/ Hotel, hotel/office to Airport, Airport to residence) employees are required to use
    metered taxis/OLA/Uber or equivalent at the respective airports/cities. Exceptions (if any) must be approved by
    the India Operations Head.

    Choice of Airline:

     The choice of airline will be at the sole discretion of the operations as it will be aimed at efficient and
    cost-effective travel.

    Per Diem Limits for Domestic Travel

    Per diem for domestic travel will be paid based on city clusters and levels as mentioned below, this is
    towards Food, Beverage.

    Designation Hyderabad, Pune, Bangalore, Other cities


    Chennai, Delhi
    Director’s and above At actual At actual
    Manager’s and above INR 1,500 INR 1200
    Executive’s and above INR 1000 INR 750
    * To ensure uniform benefits for all employees, only Enterprise Minds defined per diem limits will be
    applicable and not client/ contract defined per diem rates.

    Local Conveyance:

     Local conveyance during travel, in addition to official local travel, includes travel from residence to
    Railway Station and Railway Station to place of stay at the destination and back. Travelling employees
    will make their own arrangements of local transport to reach their destination. However, employees in
    Levels L2 and above can request for drop and pick up from the Railway Station to home/office.
     Exceptions will be in case of female employees travelling at late/early hours of the day. This is defined as
    the time between 9.00 PM at night to 06.00 AM in the morning. In such an event, the employee can
    request the admin department for a [ick-up arrangement, provided it has the prior approval of the
    concerned Delivery Manager/ Operations Head.
     All associates using local conveyance to and fro from the Airport/Train Station to Office/Home and vice
    versa should use metered taxi’s such as Ola/Uber and equivalent with proper receipts.
    Per Diem Inclusions/Exclusions for Domestic Travel

     For domestic travel, per diem will cover expenses such as food, local conveyance, telephone, travel and
    laundry expenses
     Receipts are required for claiming per diem. It’s imperative that employees maintain the receipts so that
    they can produce them if required by law or demanded during tax audits.

    Accommodation:

    The company will arrange for hotel accommodation for the colleague during the travel. The hotel class and daily
    room tariff limit will be determined as per the table below.

    Designation Accommodation- Hotel Category Accommodation- Hotel daily rate


    limit
    L3 and above 5 Star INR 12,000
    L2 and above 4 Star INR 7,000
    L1 and above 3 Star INR 5,000
    *If two or more colleagues belonging to different designations travel together, the stay arrangements will be as
    per their respective designation’s entitlement.

    Self-managed accommodation/ Guest House- per day payment:

    If a colleague chooses to arrange for his/her accommodation at a friend’s/relative’s place instead of opting for
    the company provided accommodation, a daily allowance will be payable to the colleague as per the table
    below.

    Designation Self-managed accommodation- Per day payment


    L3 and above INR 5,000
    L2 and above INR 3,000
    L1 and above INR 1,000

    Out of pocket expense

    Apart from daily entitlement towards food/beverage, associates are not eligible for any out-of-pocket expense
    such as tips, laundry, personal calls and other expenses that may be incurred.

    a) Expenditure on alcoholic beverages and cigarettes is not reimbursable expect in the case of entertaining
    the client.
    b) Employees participating in Residential Training programs will be eligible only for out-of-pocket expenses
    as mentioned in this policy.
    c) Though expenses on conveyance can be claimed at actual, the employee should exercise caution and
    prudence while making local travels.
    d) Exceptions and/or deviations from the guidelines laid down above should be recommended by and
    approved by Director/ CEO.
    e) No Travel advance will be given.
    The company reserves the right to amend the policy if required at a future date.

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