Dear Friends, I am working in a International BPO as a HR Executive. And i want to frame a policy for Domestic Travel and overseas Travel. Can anybody help me out? Thanks & Regards, Niti
From India, Delhi

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Official Travel within India


To provide for allowances and benefits while traveling within India on "company assigned domestic official work" under the following :

* Local Travel -- within the city of work

* Outstation Domestic Travel


This policy applies to all employees of Company on official travel on --

(a) temporary assignment at various offices within India.

(b) sponsorship to attend training programs, seminars, certification courses in Institutes / Universities, other organizations , as decided by the Company management.

(c) visit to customer sites including pre- assessment, development, testing, implementation, support work and the like.

(d) visit to exhibitions / symposia on business development or data collection or make presentations on invitation or to manage Company stalls.

(e) meetings , conclaves , conferences , road shows held by Company or by any other sponsoring agencies.

(f) visit to college campuses for selection and recruitment or for presentations

(g) walk-in-interviews at different external locations or conducting recruitment campaigns.

(h) any activity as assigned at any location outside the place of posting.


The following categories of employees are eligible for benefits under the policy :

(a) Confirmed and regular employees of Company.

(b) Regular salaried trainees

(c) Employees on probation

(d) Authorised consultants / advisors of Company

(e) Authorised out - sourced personnel

(f) Board of Directors ( as per the direction of the CEO )

(g) Any other person(s) as approved by the CEO to proceed on official travel at the behest of Company

Operative Guidelines

  • All official travels should have the approval of respective HOD and travel requisition forms have to be submitted

  • All eligibilities are in INR and have to be supported by required proof .Wherever proof cannot be produced for valid reasons, the HOD should approve the claims.

  • For one-day outstation trips (where departure and return is on the same day), lodging expenses will not be applicable.

  • Amounts specified can be accumulated for the duration of the trip and in such cases, the average amounts spent per day should not exceed the total eligibilities.

  • An advance information of 3 to 4 days should be given for ticketing / hotel booking ( to Administration department ) and three days in advance for availing tour advance ( to Finance department ).

  • However, travel on business exigencies can be accommodated on the same day with the submission of the travel requisition form duly approved.

  • If Company has its transit guest house at the place of travel , the same must be used by all employees , irrespective of level .
  • Wherever approved hotels are available, employees are requested to utilise same and they may check with Administration before undertaking travel.
  • Expenses incurred towards portage, excess official baggage , official communication expenses comprising postage, telephone/fax, internet charges with proof of expenses can be claimed at actual , with supporting bills. These expenses must be kept under extreme control and be incurred only on justifiable need basis .

  • Entertainment expense ( sans expenses incurred on any alcoholic beverages ) is applicable based on actual need and prior approval from HOD and CEO .
  • Whenever private stay arrangement is opted for, allowances like boarding expenses, conveyance expenses, laundry / incidental expenses can be availed within specified limits .

  • No leave would be applicable during the period of travel. If an employee avails leave on exigencies, the allowances would not apply for the period of absence while on official travel .

  • Employees should return the unspent advance if any, along with the travel expense voucher, clearly elucidating the complete details of expenses incurred, within 48 hours of return.

  • All domestic travel expenses are to be settled ONLY at the originating office .

  • In case the touring employee requires money to meet his / her official exigency , the local office of Company may advance the sum to the individuals under intimation to the Finance of the originating office . The employee should declare such advances availed at the time of tour settlement.

  • The actual amount spent on Local conveyance to / fro airport, railway station, bus terminal or hotel or transit guest house can be claimed on actual basis as per eligibility
  • Whenever employees of Company take up the official domestic travel as a small or large group, the group will decide the travel mode in accordance with the importance with the consent of the HOD . It may even require hiring of a full van or a bus or a coach in a train to travel as a single unit irrespective of cadres.

A. Local Travel


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


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


For all employees :

  • Public transport : Autorickshaw / Call Taxi
  • Suburban train : I Class fare
  • Personal vehicle : Rs 4.00 per km (2 wheeler)

Managers and above :
  • Personal vehicle : Rs. 8.00 per km (4 wheeler)

Operative Guidelines

  • Employees have to maintain a log book of travel undertaken and submit a consolidated expense statement to Finance once in a fortnight , after obtaining due approval from the HOD .

  • Travel reimbursements cannot be claimed for regular travel to and from residence to office .

  • Travel from residence to the client site and client site to residence , to transact planned and approved official duties , can be claimed on actual

B. Outstation Domestic Travel


To provide for expenses incurred towards travel, stay and other necessities while traveling on official work to other cities


This is applicable to all employees of Company of all offices within India.

Official Travel Period :
  • Actual official travel period starts 2 hours before the schedule departure of the individual by Air / Train / Bus or any other mode of travel and ends 1 hour after return
  • to the originating location . The intercepting each 24 hours on the official travel will be treated as one day on travel .
  • If the intercepting outstation travel time is less than 24 hours but more than 12 hours , it will be considered as one full day.
  • If the intercepting official travel time is less than 12 hours but more than six hours, it will be treated as half a day.
  • Any outstation travel of less than six hours will be considered as Nil.


Daily limits (all figures are in INR) towards various expenses is specified below, level-wise: these include the taxes as applicable.

Designation (or equiv)
Hotel / lodging tariff – with bills (single/double occupancy)
Private stay arrangement (no bills)
Board expense at the hotel or outside (with bills)

Air (Business)
5 Star

‘C’ category / VP
Air (Economy)
4 Star

Air (Economy)
4 Star

Sr.Mgr/ Mgr/
Below GM
Air (Economy)
3 Star

Dy Mgr/ Asst Mgr
A - 2400
B - 1800
C - 1200

Sr Executive/ TL
I Class
A - 1800
B - 1400
C - 1000

Executive / CSR
II AC / I Class
A - 1000
B - 800
C - 600

Class 'A' Cities :

Delhi, Mumbai, Calcutta, Bangalore, Chennai

Class 'B' Cities / towns :

Agra, Ahmedabad, Allahabad, Amritsar, Bhopal, Bhuvaneswar, Cochin, Chandigarh, Coimbatore, Cuttack, Dehradun, Ernakulam, Erode, Gandhinagar, Guwahati, Goa, Hyderabad, Indore, Jammu, Jaipur, Jallandar, Jabalpur, Jodhpur, Jansi, Kanpur, Kodaikanal, Lucknow, Ludiana, Mysore, Madurai, Mangalore, Nagpur, Nainital, Ooty, Panjim, Patna, Pilani, Pondicherry, Pune, Ranchi, Salem, Simla, Srinagar, Shillong, Trichy, Thiruvananthapuram, Vijayawada, Vadodara, Visakapatnam.
Class 'C' Cities / towns :

All other cities/towns not included under 'A' and 'B' above.

Operative Guidelines

  • Tariff does not include luxury tax, surcharge, entertainment tax etc as applicable to the hotel / lodge.

  • All allowances are applicable on a calendar day which would begin and end from the day / time of arrival till the day / time of leaving the traveling location

  • It is expected that in the interest of the company, employees who are on official travel choose the most competitive accommodation which could meet the functional requirements of the travel .
  • In case, an employee of Company who is on official travel chooses to stay with his / her relative or friend , he / she will be eligible to avail the private stay arrangement and the following will apply ---

(a) A flat amount as shown above per day will be allowed to be claimed without any supporting bills .

(b) It is understood and appreciated that this amount would meet any obligations when an employee stays with his/her relative/friend.

From India, Coimbatore

Can u please end me the copy of your HR policy like leave rules,Local travel rules oon official work,TA applicable etc.
I am in a new company and has to fram the same.

From India, Madras
Dear Sir, Currently we are in need to frame HR policies for our construction company. Could u pls help us on the same. awaiting for ur reply
From India, Madras

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