SEN/HR/TRA/ 2018-19/001

Travel and Expense Policy

For travelling in the local market
Purpose: -
The purpose of this policy is to:

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

b) Inform employees of their responsibilities to control and report travel and entertainment.
c) Describe the process for an employee to file and obtain travel expenses and reimbursement.

Applicability: -
This policy applies to a full time, regular employees of Saviesa Home for undertaking within the base location
(WBL)

(Base Location: - From work location for which you are appointed (hired), radius of upto 125 kms is defined as
the base location)

This policy will replace all policies currently in force, related to travel within the Sensei Group of companies and
will be applicable till any further amendment is communicated.

Travel is permitted for accomplishing official work at customer/ project site and where ever necessary to be
combined to complete the entire work in one trip as per the eligibility criteria below.

For All Department for travelling in the local market:

B2B Sales, B2C Design & Ops, Project A&B, Retail, Back office, Carpenter,
Function
Technician, Workmen
BDM/BDE/ Designer/ HRD/ Accounts/ Supply chain/ IT/ Design Centre/
Sub- Function
Customer Service/ Carpenter/ Technician/ Workmen
Own Vehicle
4- 2- Local Transport
Grade’s Designation
wheeler wheeler
CEO / CFO/
II/IIA 8 Rs/Km 3Rs/km Taxi/Auto
President
IIB/IIC/III/IIIA/IIIB VP/AVP/Sr.GM/GM/AGM/ZSM/RSM 8 Rs/Km 3Rs/km Taxi/Auto
Sr. Manager / Retail Mgr
IV/IVA Manager / Showroom Mgr/ Sr. NA 3Rs/km Auto/Bus/Train/Taxi
BDM/ ASM/ Ops Manager/ Manager
Sr. Executive / Kit Specialist
Executive / Sr. Designer/ Sr. Site
V/VA Supervisor/ Designer/ Site NA 3Rs/km Auto/Bus/Train
Supervisor/ Sales Officer/ Sales
Executive
VI Jr. Executive /Site Visit Supervisor NA 3Rs/km Auto/Bus/Train
VII Technicians / Installer NA 3Rs/km Auto/Bus/Train
Support staff / Helper / Skilled
VIII NA 3Rs/km Bus/Train
Worked
 ➢ An employee can choose to travel either by own vehicle or by local transport as per above table
applicable to its grade
➢ Grade II to III A- Reimbursement will be on actuals for all modes of travel, upon submission of bills.
➢ Grade IV to V- The maximum claim limit for all modes of transport by auto/bus/train & bike shall not
exceed Rs. 4500/- per month.
➢ For Grade VI & VII: - Maximum allowable limit for all modes of travel by Auto/ bus train & bike shall not
exceed, Rs. 4000/ month
➢ For Grade VIII: - Maximum allowable limit for all modes of travel by Auto/ bus train & bike shall not
exceed, Rs. 3300/ month
➢ No employee shall claim as per this logic- days visited market= 15, per day conveyance= Rs
4500/26*15= Rs 2596. This is strictly prohibited. You need to claim your exact spends for conveyance.
➢ For Grades IV to VII: - Maximum allowable limit for per site visit for modes of travel by auto/bus/train
shall be claimed as mentioned below:
▪ Rs. 100/ Site visit for Site Supervisor
▪ Rs. 175/ Site visit for Designer
➢ For modes of travel in the entire month by bike: - An employee will be reimbursed @ Rs 3/km

Food Allowance

➢ BDM & BDE from grade IV to VII will be eligible for Food reimbursement of upto Rs.130/- per day. This
shall be claimed only against submission of valid bills.
➢ Same Day Return travel for more than 125kms (one side) – Rs. 200/- can be claimed for food expenses
upon submission if bills. For travel arrangements please contact Travel Desk/ Admin Team

Administrative Guidelines

➢ Due to geographical spread or unavailability of public transport, employees from Grade IV to Grade
VA can utilize their personal vehicle (4 wheeler) and claim up to Rs. 5/km. (Such an exceptional facility
shall be preapproved by HOD, before you use your own vehicle, else use the local transport options
mentioned in the above categories)
➢ Local Travel allowance is applicable only for visits in the Local markets and adjoining areas not
exceeding 125 kms a day. For Market visits that involve overnight travel, the outstation policy (OBL) is
applicable.
➢ Parking and toll charges would be paid on actuals on submission of bills.
➢ No separate fuel allowance or Daily allowance will be paid.
➢ This amount is to defray their day to day out of the pocket expenses during their market visits.
➢ It is mandatory on the individual to practice prudence and judgement when planning for travel. Please
evaluate the need for travel before deciding on travel in such a way to combine more than one work in
one visit. It is expected that an employee will travel using the most cost-effective means and mode that
saves on time as well. The same have to be approved by immediate supervisor or HOD.

Steps for Claiming Reimbursement:

• Every employee must update the details in the conveyance claim format attached herewith to claim
conveyance. If the same is not filled, the conveyance will not be reimbursed.
• Daily field visit details, mode of transport, grade, designation, and approver’s details are mandatory in
every conveyance claim.
• After filling the details, ensure to get it approved by your approving authority.
• All the approved claims have to be submitted to accounts department, with duly attached valid
supporting.
• Reimbursement will be done by Accounts team into your reimbursement bank account, within 5
working days from the receipt of the duly approved claim sheet and valid supporting.
• Please check your current (reimbursement) account at any ATM to check credit amount.
(All official conveyance reimbursement will not be applicable from home to office.)

Local Conveyance Reimbursement Process:

• Conveyance expenses to be claimed after end of each visit.

• The reporting manager/ superior is responsible for authorizing the travel in writing; however, Accounts
department is instructed to reimburse the claims as per the policy.
• The approved claim form shall be duly filed and be submitted to Accounts dept. for reimbursement.

NOTE:

Any claims raise to HO Accounts Department in the designed format and with full supporting will be transferred
into your reimbursement account in 5 working days.

If it is not reimbursed in 5 working days, employees can follow up/ escalate:

1. Reminder Mail- Accounts dept. accounts@saviesagroup.com

2. First Escalation- A.R. Krishnan (Sr. Executive - Accounts) krishnan@saviesahome.com
3. Second Escalation- Rakhee Vadnere (AGM - Accounts) rakhee@saviesahome.com

Special Approval Process (to be take only in exceptional cases)

In case the claim is higher than the above-mentioned limit, reporting manager’s manager will approve the same
as per the below:

Case1: If the claimant’s reporting manager’s manager is HOD, them HOD’s approval will suffice.

Case2: If the claimant’s reporting manager is HOD, then ED/MD’s approval is required.
 TRAVEL POLICY-OUT OF BASE LOCATION (OBL)
Purpose: -

The purpose of this policy is to:

• Describe the types of expenditures that are reimbursable by the company.

• This policy applies to all full time, regular employees of Sensei.

• Inform employees of their responsibilities to control and report travel and entertainment.

• Describe the process for an employee to file and obtain travel expenses and reimbursement.

• Travel is permitted for accomplishing official work at customer/project site as per the eligibility criteria
below

Domestic
Grade’s Grade description Intra city local Transport
(Air) Surface Transport
Air-conditioned
II/IIA CEO / CFO/President Economy
travel via Train/Bus Bus/Train/Auto/Metro/Taxi
2AC/3AC-Train AC-
IIB/IIC/III/IIIA/IIIB VP/AVP/Sr.GM/GM/AGM/ZSM/RSM Economy
bus Bus/Train/Auto/Metro/Taxi
Sr. Manager / Retail Mgr/Manager /
Showroom Mgr/ Sr. BDM/ ASM/
Manager /Sr. Executive / Kit
IV/IV A /V/VA Specialist/Executive / Sr. Designer/ NA 3AC-Train/AC-Bus
Sr. Site Supervisor/ Designer/ Site
Supervisor/ Sales Officer/ Sales
Executive Bus/Train/Auto/Metro/Taxi
Sleeper class- Train/
VI Jr. Executive /Site Visit Supervisor NA
AC-Bus Bus/Train/Auto/Metro
Sleeper class - Train,
VII Technicians / Installer NA
Non-AC bus Bus/Train/Auto/Metro
Support staff / Helper / Skilled Sleeper class-Train,
VIII NA Bus/Train/Auto/Metro
Worked Non-AC bus

Note: -Women Employee will be eligible for travel, one up their level of eligibility, if traveling alone with prior
approval
Domestic travel: Lodging and boarding

Single occupancy rates:

Employee Grade description Accommodation Food
Grade
II/IIA CEO / CFO Rs.4500/day Rs.1000/day
President
IIB/IIC/III VP/AVP/Sr.GM Rs.4500/day Rs.1000/day

III A/ III B GM/ AGM/RSM/ZSM Rs.3500/day Rs.800/day

IV/IVA/V/VA Sr. Manager / Retail Mgr/Manager / Showroom Rs.2500/day Rs.600/day
Mgr/ Sr. BDM/ ASM/ Ops Manager/ Manager/Sr.
Executive / Kit Specialist/Executive / Sr.Designer/ Sr.
Site Supervisor/ Designer/ Site Supervisor/ Sales
Officer/ Sales Executive
VI/VII Jr. Executive / Sr Site Supervisor/ Technicians / Rs.2000/day Rs.500/day
Installer
VIII Support staff/ Helper/ Skilled worker Rs.1500/day Rs.400/day

Note:

✓ All above accommodation rates are inclusive of all taxes and applicable for all cities across India.
✓ Employee opting to stay on their own, where stay is managed on him/her own shall claim for food as
per above table
✓ However, in case of no food bill submitted, flat amount of Rs.200/day can be claimed.
✓ In the absence of the bill, employees are not eligible for the accommodation claim.
✓ Travel booking in advance is preferable.
✓ For travel from Home to Station/ Airport or vice versa within base limit policy is applicable

Type of Occupancy- Double Occupancy (Twin Sharing):

• If two employees of same grades are travelling together and opt for a twin sharing, then their per day
room charges will be of same grade, where only one person can claim the expense.
• If two employees of different grades are travelling together and opt for twin sharing, then their per day
room charges will be one grade of the higher grade, where only one person of the higher grade can
claim the expense.

Accommodation during training:

• If any outdoor training is arranged by the company accommodation shall be on twin sharing basis with
Employees upto two grades lower provided if same gender.

Meals & Miscellaneous Expenses:

• During Tour, In case of any Employee/ Dealer accompanying for Breakfast/Lunch/ Dinner food bill will
be approved by their Reporting Manager’s Manager. This is applicable only to Grade III A & above
• Laundry Expenses: If the travel plan is for more than 3 days, Laundry expenses can be claimed with per
day limit of Rs. 125. No adhoc expenses will be allowed. Reimbursement subject to submission of valid
bills
• Excess Baggage charges would be reimbursed in exceptional cases only where the employee is required
to carry any official documents/ inventory/ assets. Transportation costs including Porter charges in such
cases from Airport/ Railway station to Guesthouse/ Office/ Hotel/ residence will also be payable upto
Rs. 100/- only.
Approvals of Travel Plan and Travel Bookings:

• All travel plans need to be pre-approved by Reporting Manager.

• Any immediate request is to be approved by Functional Head/ HOD
• Any deviation in this policy will require specific approvals from the Functional Head or Head HR.

Travel Desk Process:

• Take the approval of travel plan from Reporting Manager via Email.
• Forward the approved request to admin@saviesahome.com, minimum 7 days in advance, mentioning
clearly the exact travel location and travel dates.
• Any immediate request is to be approved by functional head/ HOD
• Any deviation in this policy will require specific approvals from the Functional Head or Head HR.

Travel Advances:

• Based on no. of days travel and location, employee needs to apply for travel advance. The advance
amount calculation will be upto no. of days travel x per day limit of lodging and boarding.
• If official tour is for more than 7 days, employees are requested to claim food/ accommodation
expenses by forwarding scan copy of valid bills within 7 days of official tour.
• Amount shall be transferred upto 80% as per valid scanned bills. However, hardcopy is to be forwarded
to accounts department, to claim the balance.
• The advance amount shall not exceed the limit of Rs. 20000/- hence it is advised to claim the advance
accordingly.
• No fresh advance request can be made unless the earlier advance claims are cleared.
• An employee needs to settle his/ her travel advance necessarily within 7 days after his/ her arrival at
the base location.

Steps for Claiming Reimbursement:

• After filling the travel claim details, ensure to get it approved by your approving authority.
• All the approved claims have to be submitted to accounts department, with duly attached valid
supporting.
• All eligible reimbursements for conveyance, traveling and any other category should be claimed at the
end of each tour.

Special approval: Any deviation in this policy will require specific approvals from the functional Head
or Head HR

International Travel Guidelines:

• Any foreign travel plan needs to be approved by the Functional HOD

• Advance request in currency required to be placed to Accounts Dept., 15 days in advance before the
travel.
• Advance to be settled within 7 days of completion of foreign travel on submission of bills.

General Guidelines:

• Hotel accommodation eligibility comes only for night stay in the city of travel.
• IF someone is taking the evening flight/ train/ bus, He/ She should check out in the morning when
proceeding to the work in the city of travel.
• If a group of employees (across different levels and hence differing entitlement) are travelling together,
then upgrade to a Higher class of senior person is not allowed.
• In case of loss of official property whilst on tour, employees should immediately lodge a formal FIR (first
information report) and carry a copy of the same and handover the copy to the HR Dept.
• If any tips are given maximum of Rs.100 can be claimed per Tour applicable to Grade III A and above.