Dear Pia,
You can draft the policies on the points given for the respective policy. Secondly, conveyance allowance and travel allowance are two separate allowances. Former is for claiming the money spent in transportation in the station where employee works. Latter is paid when employee visits outstation in the course of his/her duties.
Expense Reimbursement Policy: -
a) Expenditure by employees/Managers of various categories can do without authorisation. You fix the limit as per the designation. If the expenditure exceeds above that level, he/she needs to take permission and then spend the money.
b) Process of reimbursement
c) Process of settlement of cash if drawn on account
Travel Policy: -
a) The most important thing is who is entitled for the travel by air. While going by railway, who is entitled for AC I, II and III class.
b) Who is entitled for hiring cab for going to airport or railway station, who is authorised to hire auto rikshaw.
c) Who is authorised to avail of star category hotels. Otherwise you can mention the limits of room tariffs. You can also specify the limits for food and beverage charges.
d) Process for the submission of air or railway tickets.
e) Process for the settlement of advance if drawn before the travel.
You need to design the form to claim conveyance allowance or travel allowance.
To avoid each individual claiming the allowances, I recommend you giving job of booking of tickets for rail or air travel to admin department. Secondly, you better have tie up with some hotel at various cities and fix the room tariffs. Settlement of the tariff should be done by company rather than employee. This will avoid auditing time of the Accounts Department.
Ok...
Dinesh V Divekar
Beware of false knowledge; it is more dangerous than ignorance.