If your employees are travelling only for one day within the city you can give them some budget in which their travel and food is taken care. Amount you can decide as you will only know how cheap or expensive is your city.
In case they are travelling out of city and will stay over night then you can give them Hotel room booking, Travel ticket from one city to another along with that per diem and mobile expense. which you can divide into tier 1, tier 2 and tier 3 city. (It also depends on your company budget)
If they travel in tier 1 city the amount will be higher it will get reduced if they travel in tier 2 or 3 city.
Hope it helps...
I feel you need to have "Onsite Allowance" rather than "Travel Policy" and "refreshment Allowance".
"Onsite Allowance" is usually given to staff who may have to visit client apart from his regular office work. I feel here you must cover;
1. Transportation - "To-Fro"on actual with supporting bills.
2. "On Site Allowance" per day basis = appx Rs.500/-. This includes all his personal expense like food, tea coffee and snacks. this would be paid without any supporting.
3. For out of city like Tier 1, 2 and 3, you will have to draft accordingly.
4. For client "entertainment", it must always be on actual. (hope you will agree that our employee cannot ask the client to not drink that extra fresh juice becoz it over budget. it would be embarrassing).
I suggest you do your homework on knowing the cost at actual's and add a variable of about 10/15 % markup to arrive at a fix allowance, which you can review over period of 3yrs.
please any one share with me , draft policy you have made for your company or if you have of any collegues
I am finding difficult to document it
Basically , i want policy
1 travelling policy and food allowance policy - ( from one branch to another branch )
2 On site allowance ( Including any incentive or leaves or daily food )
3. Compensatory off policy
Please share some draft policy , like how should i go ahead and what words are important