Jaina Marketing and Associates

Travel Policy
Objective
To provide for allowances and benefits while traveling locally, within India or
internationally on "company assigned official work" under the following:
1) Local Travel Policy
2) Ex- Head quarter
2.1Ex Head Quarter Travel (In case of same day return)
2.2Ex Head Quarter (In case of Stay)
3) Internet Allowance Policy
Applicability
A) Visit for business development or data collection or make presentations on
invitation or to manage Company stalls in business promotion activities.
B) Meetings, conferences, road shows held by Company or by any other
sponsoring agencies.
C) Visit to college campuses for selection and recruitment or for presentations
D) Interviews at different external locations or conducting recruitment
campaigns.
E) Any activity as assigned at any location outside the place of posting.
Eligibility
The following categories of employees are eligible for benefits under the policy:
A) Regular employees of Company.
B) Regular salaried trainees

Classification of Cities
Annexure-1
1. A Class Cities
Kolkata, Chennai, Delhi, Hyderabad, Bangalore, Mumbai
2. B. Class Cities
Ahmedabad, Amravati, Aligarh, Amritsar , Allahabad,
Aurangabad( Maharashtra), Asansol, Bhavnagar, Bhopal, Bhiwandi,
Bhubaneshwar, Bikaner, Bareilly, Behaum, Coimbatore, Chandigarh,
Durg-Bhilai Nagar, Dhanbad ,Dehradun, Guntur, Gwalior, Gorakhpur,
Ghaziabad, Hubli-Dharward, Indore, Jabalpur, Jamnagar, Jalandhar,
Jaipur, Jamshedpur, Jodhpur, Kozhikode, Kochi, Kanpur, Kolhapur, Kota,
Ludhiana, Lucknow, Merrut ,Moradabad, Mangalore, Mysore,
Madhurai , Nagpur, Nasik, Patna, Pune, Pondicherry, Rajkot, Raipur,
Ranchi, Solapur, Surat, Salem, Siwan, Thiruvananthapuram, Tiruppur,
Tiruchirappalli , Varanasi,Vadodara,Vijaywada, Vishakhapatnam,
Warangal.
3. C. Class Cities
All towns not falling in class A & B cities

Objective
To provide for expenses incurred by employee due to official travel
undertaken within the place/city of work

Applicability
All employees of Company, as mentioned above, who have not been
provided with a company transport facility.

General Terms:-

All TA claims have to be accompanied by a PJP (Permanent Journey Program)

and should necessarily reflect the PJP which has to be sent at the start of the
month. In case of any PJP deviation the prior approval for the same has to be
enclosed with TA claims otherwise working of that day will not be considered.

No working on Sundays/National Holidays. If any approval prior approval has

to be attached.

Claims that are not in accordance to the policy, with discrepancies, unclear or
inaccurate, incorrect or insufficient receipts and without/incorrect approvals
will be rejected and returned to employee.

Any excess from the claim limitation of this policy must have the approval of
the Business Head.

All employees are advised to register themselves with IRCTC.

No agent or broker charges will be reimbursed by the company.

All bills should be in favour of Jaina /Employee Name.

1.)

Local Travel Policy

Level

L1 & L2

150

125

100

General Guidance
-

Based on his or her criteria employee will incur expenses on Local

Conveyance

In case local conveyance is included in salary, he/she will not be eligible to

claim local conveyance.

Head Quarter Town will be treated as local Area.

Classification of cities is given in Annexure1

DA is not applicable in case of local travel

Local conveyance is fixed at above rate, irrespective of mode of travel.

Local conveyance is applicable only in case of Local travel.

Amendments to Policy
The Company reserves the right to amend, abrogate, modify and revise any or all
clauses of this policy
depending on market practices or exigencies of business .

2.) Domestic Travel Policy

2.1 Ex Head quarter travel (In case of same
day return)
Level
L1 & L2

Mode of Travel

Fare

Bus
Train (Sleeper)

As per Actual
As per Actual

Bike

Rs 3/Km

DA
125

General Guidance:
-

In case travel by bus/ train, expenses to be supported by original bills.

Wherever bills are not possible, above line manager has to re- verified
working and sign on columns of such instances.

In case of bike, 100% petrol bills are required for reimbursements.

Maximum entitlement for travel expense by bike is upto Rs 3000 (Maximum

journey in a day not to exceed 150 km one way)

DA is fixed at above rate includes breakfast, Lunch, Dinner, refreshment,

Portage, Tips.

The toll and parking fees will be paid extra at actual on production of bills

Amendments to Policy
The Company reserves the right to amend, abrogate, modify and revise any or all
clauses of this policy
depending on market practices or exigencies of business

2.2 Ex Head quarter travel (In case Stay)

Level

Mode of
Travel
Bus /Train
(Sleeper)

L1 & L2

DA

A Class

B Class

C Class

225

1200

900

700

General Guidance
-

In case travel by Bus/ Train, expenses to be supported by original bills.

For overnight stay the one way distance from HQ Location has to be of
minimum 100 Km. of Uttaranchal, HP, J & K minimum distance for overnight
stay is 80 Km from HQ Location.

DA is fixed at above rate includes breakfast, Lunch, Dinner, refreshment,

Portage, Tips.

Lodging
-

Lodging expenses are all hotel expenses incurred during Ex head quarter
stay.

Based on his or her criteria employee will incur expenses on Lodging.

Classification of cities is given in Annexure1.

The amount against accommodation will be claimed only on production of

original bills.

All bills/receipts should be legible and in a proper condition. No over writing

on bills is allowed, in case found necessary action will be taken.

All hotel bills should contain working contact numbers of the hotel.

The amount on accommodation includes taxes on room rent.

The laundry expense can be claimed only from the 3rd day of travel. For
travel shorter than 3 days, no Laundry allowance can be claimed.

Employees are advised to share the occupancy, in case two or more

employees are traveling together.

liquor /beer / cigarette expenses would be on the individuals personal

accounts

No hotel stay on Sunday/ National Holidays/ Saturday Night

Per Diem
-

Per Diem is paid to employee in case of own arrangement for night stay. Bills
are not required to claim the per diem.

Per Diem will be paid upto 30% max of lodging charges.

During outstation travel Per Diem will not be paid for Sundays and Holidays
falling in between if employee visits his or her home town.

Prior approval for per diem should be attached with the claim.

Relocation or Transfer Allowance

-

Expenses incurred on relocation/transfer from one state to another for official

purpose will be reimbursed equivalent to 1 month basic salary and
transportation charges on actual basis on submission of bills only (Please
send 3 quotes before finalizing transportation). This is only applicable in case
of interstate transfer.

On transfer to home town, only transportation charges on actual will be

reimbursed on production of bills (Please send 3 quotes before finalizing
transportation).

Amendments to Policy
The Company reserves the right to amend, abrogate, modify and revise any or all
clauses of this policy
depending on market practices or exigencies of business .

3.

Internet Allowance Policy

Level

Internet Allowance

L1 & L2

300

General Guidance
-

The reimbursement or payment of internet bill will be as per the above rate

Internet shall be reimbursed for official usage only.

Amendments to Policy
The Company reserves the right to amend, abrogate, modify and revise any or all
clauses of this policy
depending on market practices or exigencies of business .