Reference No: HRI/102/1.

1 DOMESTIC TRAVEL POLICY

Artech Infosystems Pvt. Ltd.

DOMESTIC TRAVEL POLICY

Policy Ref. No. F&P/404/1.0 – Policy for Cash Disbursal

Released by: Manager – HR & Admin Version No. 1.1

In consent with: VP - HR Release Date: 01-Mar-16
Approved by: VP – Human Resources
Version History
Version No. Effective Date Description of Changes/Revision
1.1 01-Mar-16

Objective:
The objective of this policy is to state the procedures and guidelines for domestic travel including the
documentation of such travel.

Policy Statement:

Scope:

This policy applies to all employees of Artech of all locations in India while on official travel and is effective from
July 1, 2005.

Acronym
Department Head DH
Tour Program TP
Finance Department FD
Tour Expense Report TER
Vice President VP
Sr. Vice President SVP

Categories of Travel:

 Up to one month - Short Trip

 More than one month but less than six months - Long Trip
 More than six months will be construed as transfer.
Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Responsibility:

Person Details of Responsibilities

Submitting Tour Expense Report (TER) within the stipulated time

Employee
Refund of Travel Advance within the given time laid down in Travel policy and procedure.

DH Approving TP of employee as per the policy.

Administration Booking tickets and accommodation wherever requested.

Confirming availability of Budget

Providing Travel Advances.

Verification, processing and accounting of Travel Advance and Expenditure.

FD
Highlighting deviations if any in the TP and TER.

Forwarding of TP for booking Air Tickets and Hotel accommodation.

Maintenance of Registers, Filing of Statutory, Returns and administering escalation procedures.
Administration

Grade Structure:

AL10 Managing Director

AL9 AL9 Senior Vice President / President
AL8 AL8 Assistant Vice President / Vice President
AL7 AL7 Regional Manager / General Manager
AL6 AL6 Assistant General Manager / Deputy General Manager / Chief Manager
AL5 AL5 Manager / Senior Manager
AL4 AL4 Assistant Manager / Deputy Manager / Module Lead / Project Lead
AL3 AL3 Executive / Software Engg. / Sr. Executive / Sr. Software Engg.
AL2 AL2 Associate
AL1 AL1 Office Boy / Office Assistant / Office Attendant

Classification of Cities:
Class 'A' Cities:

Delhi, Mumbai, Kolkata, Bengaluru, Chennai, Hyderabad, Pune

Class 'B' Cities / Towns:

Agra, Ahmedabad, Allahabad, Amritsar, Bhopal, Bhubaneswar, Cochin, Chandigarh, Coimbatore, Cuttack,
Dehradun, Ernakulum, Erode, Gandhinagar, Guwahati, Goa, Indore, Jammu, Jaipur, Jalandhar, Jabalpur, Jodhpur,
Janis, Kanpur, Kodaikanal, Lucknow, Ludhiana, Mysore, Madurai, Mangalore, Nagpur, Nainital, Ooty, Panjim,
Patna, Pilani, Pondicherry, Ranchi, Salem, Shimla Srinagar, Shillong, Trichy, Thiruvananthapuram, Vijayawada,
Vadodara, Vishakhapatnam.

Class 'C' Cities / towns:

All other cities/towns not included under Class 'A' and Class 'B' cities.
Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Note: The Company may, at its discretion, at any time upgrade or downgrade any place with respect to the
scale at which daily allowance would be paid for visits thereto.

Mode of Travel:

 3 Tier Sleeper
 3rd AC/ 1st Class/ AC Chair Car
 2nd AC/ AC Chair Car
 Air (Economy Class)

Entitlement Short Trips:

Class – A
Hotel / Meal Incidentals
Lodging Tariff Expenses At per day*
Designation (equivalent in
Travel - with bills the hotel or Conveyance (no
support group)
(Single/Double Outside (with vouchers
Occupancy) bills) required)
Managing Director 3* & 4 Actuals Actuals Taxi Actuals
Sr. VP / President 3* & 4 Actuals Actuals Taxi 1000
AVP / VP 3* & 4 6500 1500 Taxi 750
Regional Manager / General
3* & 4 6000 1500 Taxi 500
Manager
Assistant General Manager /
3* & 4 5500 1500 Taxi 400
DGM / Chief Manager
Manager / Senior Manager 3* & 4 5000 1000 Taxi 350
AM / DM / Module Lead / Project
2&3 3500 750 Taxi 250
Lead
Executive/Software Engg./Sr.
2&3 2500 600 Auto/Metro 200
Executive/Sr. Software Engg
Associate 2 2000 500 Auto/Metro 150
Office Boy / Office Assistant /
1 1500 400 Bus 100
Office Attendant
Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Class – B
Hotel / Meal
Incidentals
Lodging Tariff Expenses At
Designation (equivalent in per day (no
Travel - with bills the hotel or Conveyance
support group) vouchers
(Single/Double Outside (with
require)
Occupancy) bills)
Managing Director 3* & 4 Actuals Actuals Taxi Actuals
Sr. VP / President 3* & 4 Actuals Actuals Taxi 750
AVP / VP 3* & 4 5000 1200 Taxi 500
Regional Manager / General
3* & 4 4500 1200 Taxi 400
Manager
Assistant General Manager /
3* & 4 4500 1200 Taxi 350
DGM / Chief Manager
Manager / Senior Manager 3&4 4000 800 Taxi 250
AM / DM / Module Lead / Project
2&3 3000 600 Taxi 200
Lead
Executive/Software Engg./Sr.
2&3 2000 500 Auto/Metro 175
Executive/Sr. Software Engg
Associate 2 1500 400 Auto/Metro 125
Office Boy / Office Assistant /
1 1000 300 Bus 50
Office Attendant

Class – C
Hotel / Meal
Incidentals
Lodging Tariff Expenses At
Designation (equivalent in per day (no
Travel - with bills the hotel or Conveyance
support group) vouchers
(Single/Double Outside (with
require)
Occupancy) bills)
Managing Director 3* & 4 Actuals Actuals Actuals Actuals
Sr. VP / President 3* & 4 Actuals Actuals Taxi 500
AVP / VP 3* & 4 3250 1000 Taxi 400
Regional Manager / General
3* & 4 3000 1000 Taxi 350
Manager
Assistant General Manager /
3* & 4 3000 1000 Taxi 250
DGM / Chief Manager
Manager / Senior Manager 3&4 2750 700 Taxi 200
AM / DM / Module Lead / Project
2&3 2250 500 Auto 175
Lead
Executive/Software Engg./Sr.
2&3 1500 300 Auto 150
Executive/Sr. Software Engg
Associate 2 1250 250 Auto 100
Office Boy / Office Assistant /
1 750 250 Bus 50
Office Attendant

*For journey time less than 8 hours, travel should be by train.

Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Tour Guide

A: Journey

 All travel needs are to be approved by the respective Head Of Department.

 All employees, irrespective of their entitlements, are advised to travel by train for overnight journeys.
 All travel advance needs to be approved by Admin Department.
 All employees can travel by air in case of emergencies with the prior approval of the HOD and HR Head.
 Where the place of visit is not connected by the eligible mode of travel, the employee shall use the mode
applicable to a lower category.
 Employees can travel by air in Business Class in case they have to accompany a customer who is traveling
by Business class with the prior approval of the HOD and HR Head. Under no circumstances, other than
the above, employees can travel by Business Class.
 All the travel bookings shall be done through the Admin department to get the benefit of credit as well
as discounts.
 If an employee opts to take their spouse along on the business tour, the travel entitlement will be 25%
more than his/her normal entitlement subject to approval by the HOD and HR Head. There would be no
further increase in their entitlement even in case of children being accompanied.

B: Stay

 All the Hotel bookings shall be done through the Admin department to get the benefit of credit as well as
discounts.
 Lodging entitlements / allowance would be permissible only if the employee spends the night at the
place of visit.
 Wherever the employee stays at the Company Guest house, he/she shall not be eligible for lodging
allowance.
 Where two or more employees share a single room, the eligible tariff shall be decided basis the eligibility
of the person with the higher designation.
 In case an employee is making his/her own arrangement for stay during of the trip, 50% of the amount of
the best hotel deal (not eligibility) quoted by the admin team will be payable. This would include lodging,
meals and incidentals. No bills required for this.
 If an employee opts to take their spouse along on the business tour, the lodging entitlement will be 25%
more than his/her normal entitlement, subject to the tour duration being 7 days or more. There would be
no further increase in the entitlement even in case of children being accompanied.
 *Incidentals will include tips, laundry, phone calls etc. No additional bills will be entertained for the same.

C: Conveyance

 All official conveyance shall be as per the eligible mode of transport and shall be claimed on actuals.
 Where it is economical for employees (eligible to commute by Taxi) to hire a cab for a specific period (say
a day or half a day) instead of hiring them for each destination separately they can do the same and claim
the expenses with the support of bills.

D: Food

 Meal expenses/ allowance can be claimed for the total duration of the travel i.e. from the time of
departure from the headquarters to the time of arrival back as detailed below:

1. Duration of less than 8 hours – 50% of the eligibility

2. Duration between 8 hours and 24 hours –100% of the eligibility
Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Entitlement Long Trips:

Long Business Trip means any Company assigned domestic official travel within India for a duration exceeding 30
days.

ELIGIBILITY: Limits towards various expenses are specified below for different categories:

Lodging / Self accommodation rentals

Grade Meal + Misc. expenses (per month)
(per month)

Class A Class B Class C Class A Class B Class C

Managing Director Actuals Actuals Actuals Actuals Actuals Actuals

Sr. VP / President Actuals Actuals Actuals Actuals Actuals Actuals

Class A – Class B – Class C – Class A – Class B – Class C –

AVP / VP
10000/- 7500/- 6000/- 5000/- 4000/- 3500
Regional Manager / General Class A – Class B – Class C – Class A – Class B – Class C –
Manager 9000/- 7000/- 6000 4000/- 3500/- 3000
Assistant General Manager / Class A – Class B – Class C – Class A – Class B – Class C –
DGM / Chief Manager 7500/- 6000/- 5000 4000/- 3500/- 3000
Class A – Class B – Class C – Class A – Class B – Class C –
Manager / Senior Manager
6500/- 5500/- 5000 3500/- 3000/- 2500
AM / DM / Module Lead / Class A – Class B – Class C – Class A – Class B – Class C –
Project Lead 5000/- 4500/- 4000 3000/- 2500/- 2000
Executive/Software Engg./Sr. Class A – Class B – Class C – Class A – Class B – Class C –
Executive/Sr. Software Engg 4500/- 4000/- 3500 2500/- 2000/- 2000
Class A – Class B – Class C – Class A – Class B – Class C –
Associate
3500/- 3000/- 2500 2000/- 1500/- 1500
Office Boy / Office Assistant / Class A – Class B – Class C – Class A – Class B – Class C –
Office Attendant 3000/- 2500/- 2000 1500/- 1200/- 1200



Guidelines

 Amount will be calculated on a per day basis.
 Employee can stay in a hotel for the first 7 days if own arrangement cannot be made.
 The eligibility for these 7 days will be as per the Short Trip guidelines
 This allowance is 'all inclusive', that is separate claims for conveyance, food and stay do not apply.
 For the period an employee stays in a hotel, policy guidelines for short (daily) trip will apply.
 If the Company/client provides Lodging & meals, a fixed monthly Misc. Allowance will be allowed.
 Long trip allowance will be calculated once the employee moves out of the hotel or after 7 days,
whichever is earlier.
 Fifteen days allowance will be paid in advance to the employee to help him / her settle down, provided
no earlier advances are outstanding. This will be arranged by the FD and adjusted against the first
payment that will come through payroll.
Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Process

 Employee will prepare a TP and get the same approved by their HOD.
 The approved TP is to be handed over to the Admin Dept and the admin Dept will hand over the same to
FD after verification.
 FD shall satisfy that the TP has been properly approved and is as per the policy guidelines.
 Employee has to ensure that the approved TER reaches the Admin Dept within seven days of returning to
the office.

Procedure 

 Tour Program
 In order to undertake an official travel, a Tour Program (TP) shall be prepared by the employee in the
prescribed format and approved by the HOD.
 In case HOD is not available, the tour programs/travel expenses report shall be approved by the HR head.
 Once the TP is approved the same shall be handed over to the Finance, Administration and HR teams for
further processing.

 Ticket Booking/Cancellation
 Ticket booking and Hotel accommodation shall be done by the admin department on the basis of an
approved tour program.
 If the ticket has been booked but the proposed travel is cancelled or a segment of travel is cancelled, the
employee traveling shall inform and hand over the unused tickets to the admin department well in
advance else the losses out of the same shall be borne by the employee.

 Travel Advance
 An employee can take travel advance as per his entitlements for the duration of stay only on the basis of
a properly approved TP. The Admin Deptt would decide the amount of advance, based on the facilities
provided by them and on the entitlement of the person traveling.
 No fresh travel advance would be extended where there is an unsettled advance (in respect of a
completed tour) pending settlement against the name of the associate requesting the travel advance.
 All travel advance requirements not exceeding Rs.10,000/- per request shall be paid on the same day
(within office hours). Requests in excess of the above will be met in forty-eight hours of making the
request.
 Employees are requested to settle their bills with the hotel on Checkout and not forward to company for
payment. Settlement may be done through personal credit card or by taking a cash advance from
Finance. On completion of tour, employee will include this amount in the TER and obtain re-
imbursements if any. The only exception to this is when the company needs to bear the expenses of its
guests. Such instructions need to be given to the admin department when making the reservation.

Tour Expense Report

Submission of TER
 After completing the travel, the employee needs to submit a Tour Expense Report (TER) in the
prescribed form to Admin Dept.
 The employee would forward the TER duly approved, to the Admin Dept for settlement within five
working days from the date of return to his/her work place.
 TER shall always be supported by the used tickets.
 Where the claim is less than the travel advance taken, the employee would refund the balance along with
the TER.
Reference No: HRI/102/1.1 DOMESTIC TRAVEL POLICY

Settlement of TER
 All Domestic Travel Expense Reports shall be settled by the FD within two working days of submission.
 In case the TER is not submitted within 15 days from the date of completion of journey as per TP, FD may
deduct the total advance, from the salary of the employee concerned after giving him/her a reminder.

Payments through Credit Cards

 Wherever company credit cards are used for meeting expenses on travel the same shall be indicated in
the TER clearly giving the details of amounts so paid and the details of expenditure and the bills also be
attached to the TER.

Chargeability
 Where the chargeability of a travel is billable to a client, all expenses both domestic and international
would be to the client account. The eligibility prescribed by the client would determine the mode of
travel, hospitality expenses, conveyance etc. Where nothing is prescribed, the eligibility rules of Artech
would apply. FD will raise an Invoice on the client.

Guidelines
 The employee shall attach all the original bills for the expenditure wherever the claims are made on
actual basis. If the bills are not submitted the employee shall be paid allowances on own arrangement
basis.
 While settling the TERs, FD shall calculate the entitlements (for stay and food) of the employee on an
overall basis for each trip and compare the actual with the same.

PLEASE NOTE MANAGEMENT RESERVES THE RIGHT TO ALTER, MODIFY, DELETE, ADD
ANY AMENDMENT ON ABOVE MENTIONED POLICY AND PROCEDURE FROM TIME TO
TIME WITHOUT ASSIGNING ANY REASONS WHATSOEVER.

Recommended by:
(Administration/HR)

Approved by:

(Vice President – Human Resources)

Contact Us: Artech Infosystems Pvt Ltd (Formerly Softek Pvt Ltd) Infospace, Plot No.2 Tower – B,
Ground Floor, Sector - 62, Noida – 201309, Ph: +91-120-6666333, Fax: +91-120-6666366