Travel Policy for Handling Company Property
Please help in framing a travel policy in the HR manual for handling company property when traveling. If a person is going outdoors with equipment used in marine environments, what needs to be included in the policy? Kindly suggest.
Regards,
From India, Mumbai
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1Please help in framing a travel policy in the HR manual for handling company property when traveling. If a person is going outdoors with equipment used in marine environments, what needs to be included in the policy? Kindly suggest.
Regards,
From India, Mumbai
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Dear Archita,
If the employee is taking some equipment for official purposes, the following is required to be done:
a) Fill up the loan card from the employee. Include details like the type of equipment, equipment serial number, quantity of fuel in the fuel tank, accessories used to run the equipment, etc., in the loan card. Secondly, the loan card should also have details of the employee to whom this equipment is loaned out. Take the signature of the GM/VP on this loan card. The employee who takes over the equipment must ensure that the equipment is in a serviceable condition and certify accordingly.
b) Secondly, your security department needs to prepare a returnable gate pass for this equipment. The returnable gate pass is prepared based on the loan card signed by the GM/VP.
c) The GM/VP needs to give instructions on the handling of the equipment. It is the sole responsibility of the employee to take care of the safety and security of the equipment. The employee is liable for disciplinary action if it is found that damage to the equipment was caused by the negligence of the employee.
d) For security purposes, the employee may be provided with a steel chain and lock so that the employee can lock it while taking rest at the waiting room of the railway station, etc.
e) If the equipment is quite costly, then you may do insurance of the equipment. Do separate travel insurance of the equipment.
f) On returning from outstation duties, the employee must do the proper handing/taking over of the equipment. The employee who hands over the equipment must ensure that the equipment is in a serviceable condition.
g) The same loan card can be used for taking over the equipment. Make a separate file to preserve the old loan cards. Preserve these at least for a year or so.
Ok...
Dinesh V Divekar
Beware of false knowledge; it is more dangerous than ignorance.
Regards,
From India, Bangalore
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If the employee is taking some equipment for official purposes, the following is required to be done:
a) Fill up the loan card from the employee. Include details like the type of equipment, equipment serial number, quantity of fuel in the fuel tank, accessories used to run the equipment, etc., in the loan card. Secondly, the loan card should also have details of the employee to whom this equipment is loaned out. Take the signature of the GM/VP on this loan card. The employee who takes over the equipment must ensure that the equipment is in a serviceable condition and certify accordingly.
b) Secondly, your security department needs to prepare a returnable gate pass for this equipment. The returnable gate pass is prepared based on the loan card signed by the GM/VP.
c) The GM/VP needs to give instructions on the handling of the equipment. It is the sole responsibility of the employee to take care of the safety and security of the equipment. The employee is liable for disciplinary action if it is found that damage to the equipment was caused by the negligence of the employee.
d) For security purposes, the employee may be provided with a steel chain and lock so that the employee can lock it while taking rest at the waiting room of the railway station, etc.
e) If the equipment is quite costly, then you may do insurance of the equipment. Do separate travel insurance of the equipment.
f) On returning from outstation duties, the employee must do the proper handing/taking over of the equipment. The employee who hands over the equipment must ensure that the equipment is in a serviceable condition.
g) The same loan card can be used for taking over the equipment. Make a separate file to preserve the old loan cards. Preserve these at least for a year or so.
Ok...
Dinesh V Divekar
Beware of false knowledge; it is more dangerous than ignorance.
Regards,
From India, Bangalore
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All companies need a travel policy that clearly states the mode of transport to be used (based on kilometers of travel up & down), the type of lodging to be used (expense limit), entertainment expenditure, and the use of office equipment carried by oneself, which is mostly BlackBerry/3G phones, laptops, etc.
Usually, it is the responsibility of the Admin department to ensure that these equipment have sufficient insurance cover since these equipment will have to go through checks at the airport, and chances of damage are possible. However, the overall responsibility lies with the employee who takes out these equipment while on travel, and they should be used with utmost care and caution.
Regarding marine equipment, please provide clearer instructions.
Regards,
Raj
From India, Bangalore
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Usually, it is the responsibility of the Admin department to ensure that these equipment have sufficient insurance cover since these equipment will have to go through checks at the airport, and chances of damage are possible. However, the overall responsibility lies with the employee who takes out these equipment while on travel, and they should be used with utmost care and caution.
Regarding marine equipment, please provide clearer instructions.
Regards,
Raj
From India, Bangalore
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Tour & Travel Policy.docx
TRAVEL POLICY.zip