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Business tasks often require the employee to travel outside his place of posting. The employee
should arrange his / her travel in a way that facilitates effective performance at work and is
cost effective.
1. OBJECTIVE
To define and lay down the policies, procedures and guidelines for the domestic travel and
related entitlements for lodging, boarding, expenses, car hire etc.
2. ELIGIBILITY
All employees of Hutchison - India and its affiliates/ JV companies undertaking business
travel within India.
3. DEFINITIONS
3.1. Domestic Travel: Travel on company business to any destination more than 100 kms
radius from place of posting, within India. In case of travel for a distance shorter than
100 kms (one way), local conveyance policy as applicable in each location will apply.
3.4. Consolidated Expense: Means and includes a lump sum amount payable to an
employee, towards lodging and boarding, when an employee makes his own
arrangements for the same with his friends / relatives, etc. This allowance will
commence only once the employee reaches the destination.
3.5. Journey Expense: Means and includes a lump sum amount payable to an employee,
towards boarding and miscellaneous expenses incurred whilst travelling by rail / road
where travelling time exceeds four hours.
4. POLICY DETAILS
An employee undertaking domestic travel can seek reimbursement either under Plan A
(company arrangement) or Plan B (own arrangements).
Under this plan, arrangements for employee’s lodging is made by the Company in
designated Hotels or Company Guest House (wherever available), and employee can
claim Boarding Expense and Incidental Expense as per entitlements mentioned in
Annexure-I.
While on tour in the cities/ locations where the company has a Guesthouse, the
employee will be required to stay in the Guest House. No charges would be levied for
stay at the Guest House. In case an employee takes food other than in the Guest
House, the expenses for the same will be reimbursed as per employee’s entitlement for
boarding allowance against submission of bills. All employees are normally expected to
use the Guest House facility as a first option.
a) Stay in Hotels permissible only if accommodation at Guest House (in cities where
Guest Houses are available), is not available.
e) Local Administration Department will negotiate the most favourable rates with
various hotels in their territory. Hotel tariffs are generally revised every year in
October and this will therefore be updated and circulated to Hutchison - India and its
affiliates/ JV companies every year by November. All seasonal offers, business
promotion/ special discount schemes, Value Add-on services etc. to Hutchison -
India and its affiliates/ JV companies will also be circulated.
g) A list of approved hotels with negotiated corporate rates is available with the
Local Administration Department.
4.2.1. Under this plan, an employee makes his own arrangement for lodging and
boarding and can claim a consolidated expense on a per day basis. Employees
are allowed to claim incidental expense while opting for Plan B, but no Boarding
Expense will be separately paid for.
4.2.2. It is expected that such arrangements are within reasonable travelling distance
from the place of work and do not violate employee Code of Conduct specifically
with respect to clauses viz. ‘Gifts from Suppliers / Customers’ and / or ‘Dealings
with Company’s suppliers/ customers’.
d) CE will be calculated for each night of stay. Night means actual stay and
does not include time spent in a train / bus etc. However, where CE is
claimed for an overnight stay, the employee can claim Boarding expenses as
per his limits, on production of relevant bills on the day he returns to his place
of posting.
f) Where an employee checks out of a hotel and returns the same day (by
train/air – departure time taken as base here), no consolidated expense will
be payable.
Laundry expenses will normally need to be claimed under the limit available for
incidental expense. However, expenses towards laundry will be separately reimbursed
where stay exceeds three days under plan A only.
Journey Expenses
This is applicable only in case of Train/ Road journey where journey time is 4 hrs or
more. Journey Expenses is paid to cover boarding and incidental expenses incurred by
an employee during the journey as per limits given below:
a) It is expected that employees will use the most effective public transportation system
such as local black & yellow metered taxi, auto-rickshaw, prepaid airport cab, airport coach,
shuttle services etc.
b) Local Conveyance will be paid based on actual amount spent, and where bills/ receipts
are not available, a personal declaration by the employee will suffice.
b) Car hire for Band 3 & below is permitted for cases involving extensive local travel
(approx. 80 kms. and above), with prior special approval of functional heads.
c) For bands Unclassified and 1, car pick-up and drop from residence to airport/
station and station / airport to residence is permitted. However, employees in this band
are encouraged to use their own vehicle as far as possible, for this purpose. For other
bands, employees can use the most effective public transportation system or their own
cars for airport pick up and drop in the city of their posting.
e) Request for car-hire should be indicated on the “Tour Programme form” which is
submitted for domestic travel.
f) Whenever more then one employee is travelling on the same flight, the airport
transfers will be clubbed to the extent possible (up to a maximum of three people).
For independent Airport transfers while travelling together on the same flight, prior
approval of CEO will be required.
h) In case of non-availability the agency may send higher category of car but only at
the rates of approved category.
i) In all cases of Car Hire, employees are requested to sign the duty slips by
correctly recording the “Time” & “Kilometre” reading at the time of releasing the car.
Employees are personally requested to comply with this requirement at all times.
j) Hiring of taxi / car is permitted for short trips involving distance of up to 200 kms
(one way) where such hiring is more economical than the cost of travel by train.
k) In case a car is required for personal work, the employee should indicate it and
he would be billed for this accordingly.
As a policy, employees are not expected to prefix, suffix leave with an official tour unless
specifically approved.
If an employee avails leave while on tour, he / she will not be reimbursed expenses
towards lodging, Boarding, Consolidated Expense, Incidental Expenses for the duration
of the leave.
OTHER REQUIREMENTS
Tour Advance
Employees are advised to carry minimum cash advance while proceeding on tour and
use personal Credit Cards to settle hotel and other expenses wherever feasible.
b) Where STD/ ISD calls are made from booths, the print out, as a proof of payment,
must be attached to the travel expense statement. The employees are expected to
endorse these slips by indicating name of the person / organisation called, destination
etc.
c) Employees are discouraged from making local /STD / ISD calls from Hotel as
these are charged at a premium rates. These should be kept to minimum.
d) Employees who need to make phone calls should be judicious in choosing the
mode of communication to be used (cell phone / landline).
Function Heads approving the tour are authorised to approve the Tour Specific Roaming
Requests by signing the Employee STD / ISD / Roaming Request Form.
Injury on Tour
It is imperative that employees carry their identity/ visiting cards with them at all times so
that in the event of an accident on travel, the company will get immediate & priority
information.
5. OPERATING PROCEDURE
5.1. All expenses such as lodging / boarding etc while on tour will be paid for by the
employee and accounted for by location to which the employee belongs.
5.2. An employee proceeding on tour will get his tour programme approved by the function
head. First copy of the tour programme shall be given by him to the Accounts
Department while taking the travel advance; second copy shall be sent to the
Administration Department and the third copy shall be retained by the employee.
5.3. All Car-Hire/ Ticketing will be handled by Administration at each location. The tickets
will be booked on the most economical / efficient carrier / route only. Where Corporate
Tie-ups exist preference will be given for these Airlines.
5.4. Employees are expected to economise on the lodging expenses by taking morning
flights wherever possible and must schedule appointments accordingly.
5.6. Travel advance standing unadjusted for more than fifteen working days is liable for
deduction through salary without notice.
5.7. Any expense incurred over and above entitlements shall be approved only in
exceptional cases by CEO / COO
Fraud/ Misrepresentation
5.8. The company has endeavoured to provide a fair level of comfort to the employees with
the above expense structure. Employees found making false claims shall be liable for
disciplinary action including dismissal.