You can draft the policies based on the points provided for each respective policy. Secondly, conveyance allowance and travel allowance are two separate allowances. The former is for claiming the money spent on transportation in the station where the employee works. The latter is paid when an employee visits an outstation in the course of his/her duties.
Expense Reimbursement Policy:
a) Expenditure by employees/managers of various categories can be done without authorization. You set the limit based on the designation. If the expenditure exceeds that level, he/she needs to seek permission before spending the money.
b) Process of reimbursement
c) Process of settling cash if drawn on account
Travel Policy:
a) The most important aspect is who is entitled to travel by air. While traveling by rail, who is entitled to AC I, II, and III class.
b) Who is entitled to hire a cab for going to the airport or railway station, and who is authorized to hire an auto-rickshaw.
c) Who is authorized to stay in star-category hotels. Otherwise, you can specify the limits of room tariffs and food and beverage charges.
d) Process for the submission of air or railway tickets.
e) Process for settling advances if taken before travel.
You need to design the form to claim conveyance allowance or travel allowance.
To prevent individuals from claiming the allowances individually, I recommend assigning the task of booking rail or air travel tickets to the admin department. Additionally, it would be beneficial to establish partnerships with hotels in various cities and set fixed room tariffs. The settlement of the tariff should be handled by the company rather than the employee to reduce the auditing time of the Accounts Department.
Regards,
Dinesh V Divekar
"Beware of false knowledge; it is more dangerous than ignorance."