Domestic Travel Policy

Domestic Travel Policy

PROPRIETARY AND CONFIDENTIAL
The information contained in this document is legally privileged and confidential to CGI and to the
receiving party. This document cannot be reproduced in any form or by any mechanical or electronic
means, including electronic archival systems, without the written approval of CGI. The receiving party is
exempt from this restriction for evaluation purposes only.

Domestic Travel Policy
[Titre ]




VER 3.0 October 03, 2013 HRD/POL/DTP/20 INTERNAL CGI-ISMC PVT LTD, India
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2012 CGI GROUP INC 3


Amendment of Records

























SL.
No.
Issue Date Amendment
Approved
By
New
Version
Number
Effective
Date of
Policy
Remove/
Insert
Page
1
01/05/2008 Last Issue
Director &
VP & BU
Leader
2.2 01/05/2008 NA
2
03/10/2013
Change to entitlement of stay
& per diem
Addition of clause on
Deputation, Relocation
VP HR,
India BU
Lead
3 01/10/2013 NA

Domestic Travel Policy
[Titre ]




VER 3.0 October 03, 2013 HRD/POL/DTP/20 INTERNAL CGI-ISMC PVT LTD, India
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2012 CGI GROUP INC 4



Table of Contents
Amendment of Records .............................................................................................................................. 3
1 Objective: ........................................................................................................................................ 5
2 Scope:.. ................................................................................................................................. 5
3 Business Travel .............................................................................................................................. 5
4 Deputation (Temporary relocation): ............................................................................................. 7
5 Relocation (Permanent transfer): ................................................................................................. 7
6 Restrictive clauses: ........................................................................................................................ 7

























Domestic Travel Policy
[Titre ]




VER 3.0 October 03, 2013 HRD/POL/DTP/20 INTERNAL CGI-ISMC PVT LTD, India
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2012 CGI GROUP INC 5
1 Objective:
To ensure that where business requires members to travel within India, such travel is undertaken in a
safe manner and provide guidelines for expenses incurred during such travel which would enable the
members to conduct business in an efficient and effective manner and maintain cost effectiveness.
2 Scope:
This policy covers expenses and entitlements of members who travel for official purposes such as
conducting interviews, attending lectures/conferences/All Hands Meet/workshops/training
programs /client meeting/team review etc within India. This policy is applicable to all members of
CGI including trainees
The scope of the policy is to cover:
Business Travel
Deputation (Temporary Relocation)
Relocation (Permanent Transfer)
3 Business Travel:
3.1 Eligibility:
Members traveling to different location for purpose of work and the stay period is upto 31 calendar days.
3.2 Entitlement:
3.2.1 Mode of travel:

Classic CGI
Title Group
Entitlement
Title Group 1&2
Train II or III Class A/c, or Air
Economy ( Apex Fare)*
Title Group 3 & above Air Economy Class

* It is desirable to travel by Train/Bus if one way travel time is less than 8 hours (by road) and overnight
train/bus facility is available. Any operational exigencies requiring members to travel by Air, need to
obtain prior approval from their Engagement/Functional Heads.
3.2.2 For shorter routes (e.g. Bangalore-Chennai-Bangalore) rail (A/c Chair Car or 2 tier A/c) / standard
class or rental cars (if traveling in group) from company car rental vendors should be used by all
members. If neither A/c Chair nor 2 tier A/c seat is available for booking, then EC class can be
checked for availability. The mode will be determined by the travel desk within the above policy.
For travel between Chennai and Bangalore travel by Air is restricted to exceptional circumstances
and need approval from Engagement /Functional Head.
3.2.3 Members may opt to use own vehicle for traveling by road as per the Local Conveyance policy.
However this should be done only on sharing basis to optimize the cost
3.2.4 Airport/Station transfers: Members can claim expenses towards airport/station transfer upto a
max. of INR 1500/one way. Members are urged to use public transport as feasible to optimize the
cost. Members need to provide supporting bills for such expenses.

Domestic Travel Policy
[Titre ]




VER 3.0 October 03, 2013 HRD/POL/DTP/20 INTERNAL CGI-ISMC PVT LTD, India
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2012 CGI GROUP INC 6
3.2.5 Company will make arrangements to provide accommodation to members as per the corporate
tie-ups with hotels in different locations. The entitlement will be as below:

Title Group Entitlement
Upto Title Group 2 Upto INR 5,000/ day
Title Group 3 Upto INR 8,000/day
Title Group 4 On Actuals
*Any exception to above will require approval from Engagement/ Functional Head.

3.2.6 Expenses towards food and laundry can be covered as below:
i. If the members choose to stay in accommodation provided by the company they will be eligible for
per day allowance as below:
Title Group Entitlement
Upto Title Group 2 INR 800/ day
Title Group 3 INR 1,000/day
Title Group 4 On actuals

Members will be paid on actuals based on bills provided. Members need to provide 80% of the
above amount as bills to claim the expenses.
ii. If the members choose to stay with friends and relatives they will be eligible for per day allowance
of INR 500. Members can provide bills towards food and food items. In case no bills are submitted
the amount will be paid as taxable amount. However any expenses towards stay will not be
covered
The stay expenses mentioned above are exclusive of taxes
Alcohol, cigarettes, personal entertainment are not permitted to be claimed in the above
The period of outstation duty for the purpose of Food & Laundry and claims under the policy will
be based on 24 hours of stay (or part). The time between departure/arrival from home city
airport/railway station will be defined as period of outstation duty.
Fractional days upto 12 hours will be considered as day and more than 12 hours as full day for
calculation of all allowances(from the time of arrival to destination & departure) except for daily
allowance in respect of stay with relatives and friends which will be based on night stay
3.3 Local Conveyance:
Members must intimate admin teams of their travel plans to get local conveyance support
(shuttle service/cabs). Members are urged to use public transport (i.e. Volvo buses, local trains,
metro etc.) in case admin team is not able to provide for transport to optimize the costs.
Members can claim for local conveyance upto INR 250 one way in case none of the above is
available however such expenses have to be pre-approved by Reporting Manager. Members
will be required to submit bills as proof (including the mail sent by admin in case conveyance
support has not been provided).
3.4 Miscellaneous Expenses: Incidental expenses to cover portage, tips, newspaper, small snacks etc.,
will be covered by fixed amount of Rs 50/- per day.





VER 3.0 October 03, 2013 HRD/POL/
3.5 Members accompanying company guests will be entitled to actuals for stay and other expenses.
However, prior approval from
3.6 Where the customer makes arrangements for stay, the member is entitled to Food & Laundry
expenses, miscellaneous
entitled to claim food related expenses.
3.7 Members need to submit Travel Expense Statement within
late submission the payment will be delayed by 30 days.
4 Deputation
4.1 Eligibility: Members who have been deputed to a
other work related purposes for
4.2 Entitlement: Members will be provided
apartments which could be
4.3 Members will be eligible for per
4.4 Local Conveyance: As per the clause
4.5 Members who are on deputation of more than 3 months will be eligible for one trip to home location
(original location of posting
towards air fare/train tickets & airport
member. Members can avail PL/CL for this purpose, no other leave shall accrue.
required to take prior approval from their Reporting Manager.
4.6 Members need to submit the bills within 30 days of their return from the travel.
4.7 Members need to inform and take approval from their Human Resource Business partner for
deputation to claim expenses.
5 Relocation
Please refer to Relocation Policy for company initiated relocation/transfer.
6 Restrictive claus
Based on the business requirements, the management reserves the right to modify, amend or
withdraw this policy in whole or part without assigning any reason whatsoever and without giving any
notice.
The interpretation of the policy rests
final and binding
Any exceptions to the above would be at the sole discretion of the





Vice President Human Resources Sr. Vice President & India BU Head
Domestic Travel Policy
[Titre ]

HRD/POL/DTP/20 INTERNAL CGI-ISMC PVT LTD, India
cgi.com
2012 CGI GROUP INC
Members accompanying company guests will be entitled to actuals for stay and other expenses.
However, prior approval from Engagement/functional head is required.
Where the customer makes arrangements for stay, the member is entitled to Food & Laundry
expenses, miscellaneous and conveyance expenses. If food is also provided, then the member is not
entitled to claim food related expenses.
to submit Travel Expense Statement within fifteen days of return from tour.
late submission the payment will be delayed by 30 days.
Deputation (Temporary relocation)
: Members who have been deputed to a different location(city)
other work related purposes for a minimum of 31 calendar days and not more than
: Members will be provided accommodation in company guest house/ service
apartments which could be on sharing basis.
e eligible for per day allowance as per the clause 3.2.6 above
Local Conveyance: As per the clause 3.4.
Members who are on deputation of more than 3 months will be eligible for one trip to home location
(original location of posting and not to native place) and back. The company will bear expenses
towards air fare/train tickets & airport/station transfer. Any other expenses will have to be borne by
member. Members can avail PL/CL for this purpose, no other leave shall accrue.
e prior approval from their Reporting Manager.
Members need to submit the bills within 30 days of their return from the travel.
Members need to inform and take approval from their Human Resource Business partner for
to claim expenses.
Relocation (Permanent transfer)
Please refer to Relocation Policy for company initiated relocation/transfer.
Restrictive clauses:
Based on the business requirements, the management reserves the right to modify, amend or
withdraw this policy in whole or part without assigning any reason whatsoever and without giving any
The interpretation of the policy rests exclusively with the company. The decision of the company is
Any exceptions to the above would be at the sole discretion of the India BU Head
Resources Sr. Vice President & India BU Head
cgi.com
2012 CGI GROUP INC 7
Members accompanying company guests will be entitled to actuals for stay and other expenses.
Where the customer makes arrangements for stay, the member is entitled to Food & Laundry
conveyance expenses. If food is also provided, then the member is not
of return from tour. For any
(Temporary relocation):
(city) for knowledge transfer or
not more than six (6 months).
in company guest house/ service
above
Members who are on deputation of more than 3 months will be eligible for one trip to home location
and back. The company will bear expenses
transfer. Any other expenses will have to be borne by
member. Members can avail PL/CL for this purpose, no other leave shall accrue. Members will be
Members need to submit the bills within 30 days of their return from the travel.
Members need to inform and take approval from their Human Resource Business partner for
(Permanent transfer):
Based on the business requirements, the management reserves the right to modify, amend or
withdraw this policy in whole or part without assigning any reason whatsoever and without giving any
with the company. The decision of the company is
India BU Head
Resources Sr. Vice President & India BU Head






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