Purpose
The purpose of the travel policy is to ensure that the travel expense of the company is controlled by establishing certain standards. Employees must control business travel expenses by making sound judgments with respect to the use of company funds. Travel is an essential aspect of carrying out the business, and employees are expected to follow the "travel guidelines for employees "while traveling and provide documentation in support of the same. It is also meant to reimburse the amount an employee spends on international or domestic travel.
Scope: The policy includes all the regular employees of the company. Non-adherence with policy while on business travel for the company's business includes stringent disciplinary action, which may even lead to termination.
General guidelines to be followed in policy
1. A travel request must be approved by the reporting manager before proceeding with any international or domestic travel.
2. Any international or domestic travel request must be raised and followed as per the company travel policy and procedure.
3. If there is any change in the travel (domestic or international) for any reason and it is more expensive than the approval already taken, a fresh travel request needs to be raised in this case.
4. The details on all exceptions with respect to the policy must be explained on the travel request form in case there is an exception, and it needs to be approved by the HOD and director.
5. All employees are expected to travel to the countries which are allowed as per the company's guidelines. No exception in this regard will be entertained.
6. Any employee who requires traveling for business purposes must get approval in advance from the department head/ director.
7. An email needs to be sent to the finance department along with an approval mail to get the travel advance.
8. Most economical mode of travel would be reimbursed.
9. All the tickets for any kind of travel, international or domestic, must be approved by the travel service desk.
10. Food expenses are allowed only as per the limit of entitlements.
11. No expense will be reimbursed for alcoholic beverages or cigarettes etc.
12. In the case of business travel wherein food expenses are taken care of by the client, only incidental expenses can be claimed.
13. In case an employee gets ill while on business travel, the expenses that occurred while taking the treatment will be reimbursed on the actual bill and doctor's prescription. However, if the illness is for more than 3 days, special approval needs to be taken from the director / HOD.
14. The expense report with travel requests submitted to the finance department must consist of the original boarding pass and travel-tickets and a complete tour report maintained date-wise. Any deviation from the tour program shall be approved by the business head/director as applicable.
15. In case an employee wants to combine business stay with personal vacations, it must be duly approved by the director/HOD. It should be noted that no reimbursement would happen for any personal expense.
Company-approved travel agency
All travel arrangements must be made through the travel agency which is approved by the organization. Any arrangements, if made by another travel agency, need approval from the director/HOD. In case the traveling services are not provided by the organization-approved agency, in that case, any local agency can be contacted as per the Corporate travel policy.
Cancellation of Travel:
In case of any cancellation to the already planned business trip, the employee must inform the travel service desk, who will check from the agency as soon as possible. The ticket can be refunded if it is possible; the same needs to be checked by the travel agency with the air carrier.
Lodging:
The organization has tie-ups with different hotels, and it also has its guest house facility at all major destinations within the country. In the case of international travel, accommodation must be done in a hotel or company guest house wherever the guest house facility is available.
The hotel list as booked by the company is available with the travel desk.
Hotels other than those booked by the company can be considered if the company preferred hotel is not available or not existing in the city of travel. However, hotel stay as per "HR travel policy" exceeding the preferred rate can be considered only in case
The city does not have any preferred hotels as per the defined hotel list.
No lower rate is available with the hotel.
Any exception in terms of hotel stay must be approved by HOD/Director before the start of travel.
In case of non-compliance with the travel policy, the extra amount paid will be bearable by the employee.
Whenever preferred hotel accommodation is not available, the travel service desk will make it available at the best rate available.
It is expected from the employee that they will ensure that the hotel room rate is booked and charged as per the company's policy.
Generally, amenities are included in the company's rate. Employees are expected to utilize amenities if included in the corporate rates.
As per the "travel policy format ", all reservations, etc. will be made by the company's authorized travel agency.
For any questions/clarifications, write to travel@acme.com