Drafting a Foreign Travel Policy: Can You Share Your Insights or Formats?

Dear All,

I have been given an assignment to draft a foreign travel policy for the organization. Please provide your inputs for the same. If any of you can share a format for the foreign travel policy, it would be greatly appreciated.

Thanks and Regards,
Unnati

Hi,

This is wht we follow!!!! FOREIGN TRAVEL POLICY

Objectives

To lay down guidelines and procedures for travel and reimbursement of expenses by an Employee on Overseas business/work related purpose and/or training.



Coverage

All regular Employees, full-time Consultants of DS Constructions Ltd. and its associate Companies.

Guidelines

1.An Employee proceeding on business/work related trip is required to get recommendations from his/her Head of Department on ‘Overseas Travel Form'.

2.All Foreign Travels will need Chairman's approval.

3.Administration Department through authorized Travel Agencies will arrange Travel Reservations/Tickets and arrangements on Approved ‘Overseas Travel Form'.

4.If for any reason travel plan has been cancelled or any changes in the travel plan, an Employee has to immediately notify in writing of such cancellation/changes in the travel plan to Administration Department. (Note: If an Air Travel Ticket is in the possession of Employee, it must be immediately returned to the Administration Department in case of cancellation or any changes in the travel plan).

5.Administration Department will immediately communicate such changes in Travel Plan/Cancellation to Travel Agencies.

6.Upon returning from trip, an employee has to fill up the “After Trip Form”, on the basis of which the claims for the reimbursed expenses are settled.

7.Tour between India & Nepal will be treated as Domestic travel and shall be governed by ‘Domestic Travel Policy'.

8.All travels by Economy Class except Employees under Travel Plan–A are entitled to 1st Class, and Travel Plan-B are entitled to Business Class.

9.Lodging can be claimed as Actual within limits on presentation of bills.

10.In case lodging and food is provided by the client or the company, (i.e. during training, etc.) the Employee will be entitled to claim 25% of the Daily Allowance.

11.If Breakfast/Lunch/Dinner is provided by the Company in case of education trip, Company conference, 20% of Daily Allowance limit will be reduced per meal, respectively.

12.Daily Allowance covers boarding and other miscellaneous expenses. Daily Allowance is applicable on Calendar Day basis for claiming (Day mean beginning date of travel, irrespective of time).

Entitlements

Travel Plan Designation ‘A' Area Other Countries

All figures in US $

Lodging DA Entitlement Lodging DA Entitlement

TP-A (First Class) Chairman / MD Actual Actual Actual Actual

TP-B (Business Class) Directors / CEO/ ED/ Project Director/ COO/Sr.VP Actual Actual Actual Actual

Economy Class VP / Sr. GM GM / Addl. GM /DGM 150 70 120 60

Sr.Manager /Manager /

Project Engineer /

Resident Engineer/

Dy.Manager/ Asstt. Mgr./ Sr. Site Engr. And Below, 25 , 55,100, 40

Note:

1.The area explanation is as follows: -

‘A' Area – Hong Kong, Tokyo, Singapore, East Europe (Belgium, Bulgaria, Hungary, Estonia, Finland, Latvia, etc), Moscow, USA, Venezuela, England, Germany, France, Italy, Denmark, Sweden, Switzerland, Australia, New Zealand, South Africa, China.

‘Others City' – Other Countries.

Hi Unnati,

I am just adding some more points to what Rinky has posted.

An employee will continue to receive his/her full Indian salary. This will be credited to his/her bank account in India.

Foreign exchange availed by the employee will have to be accounted for, and any excess must be returned to the Finance Department within five days of returning from on-site travel. Failure to do so may result in the recovery of unsettled amounts from the employee's salary or other dues.

The per diem rate is US$50 per day. This is calculated from the date of reaching the destination to the date of departure. Per diem covers food, local travel, laundry, personal telephone, airport tax, and other incidental expenses.

If any leave is taken during this travel period, those days will not be eligible for the per diem allowance and lodging expenses.

In the case of airport transfers, the related travel charges will be reimbursed based on actual expenses.

Accommodation:

Accommodation costs will be based on actuals, and the employee must provide receipts. Depending on the location, the HR department will set a maximum limit ranging from US$30 to a maximum of US$75 per day.

Visa Validity/Extension:

The employee must return to India before their visa and period of stay expire. They must ensure that their passport is stamped with a proper validity date upon arrival at the destination. Any variation in this must be reported to the concerned Director, as an extension will need to be applied for before the expiration date.

Medical Insurance:

All employees on overseas travel are covered by overseas medical insurance for the duration of their stay. If their stay is extended, they should inform the HR department/Travel Desk in India to extend their medical insurance accordingly.

Use of Customer Facilities:

It is possible that the client with whom the employee is working may provide facilities such as internet, telephones, fax, etc. One must be careful and judicious in utilizing these facilities as clients monitor their usage. Misuse of these facilities could lead to immediate recall to India and severe disciplinary action for the employee.

Regards,

Dilnaz