Crafting a Fair Onsite Travel Policy: Seeking Advice on Employee Travel Costs and Leave

Our company is in the manufacturing of machinery. We started in India in 2009 without any specific travel policy. Previously, last year, we only had 3-5 employees onsite, and their travel (by air) to their hometown was taken care of by the company, regardless of their designation.

Currently, with over 25 employees, we have noticed some individuals misusing the privileges offered to them. As a result, I am in the process of formulating an Onsite Travel Policy for our production and technical staff. I would appreciate your input in the following areas:

1. When an employee goes on leave after 3 months at the site, should the travel charges be borne personally or by the company?
2. How should we calculate the number of working days for these individuals?
3. Should we implement a policy requiring employees onsite to take compulsory time off every 60/90 days?

Please feel free to provide valuable suggestions and constructive criticism where you feel improvements are necessary.

Thank you.

Information Request

Please share the following information:

1. Turnover of the company
2. Profit percentage of the company
3. Approximate employee count (including all)

Suggestions Needed

Kindly suggest in the following areas:

1. If an employee is going on leave after 3 months of his stay on the site, should the travel charges be borne by the individual or the company? I think managers should be given priority over junior-level personnel.
2. How should we calculate the number of his working days? The question is not clear.
3. Should we implement a policy of compulsory time off for an employee every 60/90 days who is on-site? I believe it is not required; otherwise, everyone will request it as a right.

Note: I welcome valuable suggestions and constructive criticism regarding where I may be wrong.

Our company has completed 2 years of operation with a profit of 5% and a turnover of 7 crore.

Clarifications on Travel and Leave Policies

1. If an employee is going on leave after 3 months of their stay on the site, should the travel charges be borne personally or by the company? I think managers should be given priority over junior-level personnel. Onsite, we have our managers and assistant engineers who will be supervising the installations. We have resolved this issue. Any personal travel by an employee for leave or returning to duty will be at his/her own expense.

2. How should we calculate the number of working days? The question is not clear. People onsite will be at the site round the clock, but there will be no work on Sundays. They are arguing to count Sundays as working days.

3. Should we implement a policy of mandatory time off for employees onsite every 60/90 days? It is not necessary; otherwise, everyone will demand it as a right. Yes, we have abandoned this idea.

Thank you.