How Do You Create a Fair Local Conveyance Policy for Fieldwork Marketing Teams?

We are hiring a number of marketing executives for our local and outstation fieldwork. Please suggest an authentic local conveyance policy.

Regards,
Deepa

Dear Deepa,

You have not mentioned your location and the distance the mark exe rew to travel - is it local or outstation, etc. Anyways, as per my knowledge, the following can be done:

Local travel can be tracked by bus or rail tickets. Taxi and auto fare cannot be tracked until and unless we know the approximate cost. Private vehicles like motorbikes can easily be tracked by their average, meter, petroling, etc. There are vehicle inventory registers available at stationary shops that deal with compliance documents as well.

Apart from this, persons from transport management background will be the right people to guide you.

Dear Yaasmin,

Thanks for your suggestion. Our company is in New Delhi, and mostly, we have local fieldwork. Some executives have their conveyance, and others do not. I want to know how we can keep track of the employees' conveyance and whether we need to provide conveyance in advance for visits or reimburse them later on.

Regards,
Deepa

In a short-distance case, I think you should reimburse them later because once you start giving in advance, they will give excuses later on like "I did not have money" or so. However, if someone is traveling a distance, then the company should provide money in advance as the employee is salary dependent and may not have extra money to spend on the company.

In a local case, you can reimburse them daily or every Saturday so employees will feel flexible to spend from their pocket. If you want to track, you should have or acquire knowledge of distance and money. For example, if you are sending one employee to a specific place, then find out the ways to travel, the travel options available, which travel method will cost less time and money, and direct them accordingly. I used to cross-check with my office peons regarding these options because they were the most familiar with local travel.

Dear Deepa,

You can frame a local conveyance or petrol reimbursement policy at the KM rate. For example, Rs 3/- per KM for 2 wheelers and Rs 5/- per KM for 4 wheelers. Reimbursement vouchers need to be filled with distance and places related. Alternatively, you can sanction a certain amount that can be spent on petrol/diesel.

For those who don't have any personal conveyance, they can claim on auto/public transport, based on what you decide within your budget.

Regards,
Rashee