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CORPORATE TRAVEL POLICY Baxter India Business Travel &
Reimbursement Policy
Functional Area: Human Resource India
Issue Date :April 2013
Document No.: BIPL/TP/NILT/2013
Policy written By Subhash C Sarkar Policy Checked by Priyank
Parakh
Effective Date:1/4/2013
Version: 1
Policy approved by :- Ongmu Gombu( Director HR) Anish Bafna(
General Manager)
Next Scheduled Review Date: 1/4/2014
PREAMBLE
It is our Company's endeavor to establish and implement
standards for business expenses during official travel incurred on
travel that enables employees to meet the business exigencies in an
efficient and cost-effective manner. The entitlements described
under the policy are subject to change depending on prevailing
business needs.
SCOPE AND APPLICABILITY
This Policy applies to all Baxter employees, agents and
contractors company-wide, including all operating units of Baxter
International Inc. and its subsidiaries, who travel on behalf of
Baxter.
PURPOSE
To provide guidelines for initiating travel, expenditure and
reimbursement of expenses on travel, meals, accommodation and other
related items incurred during business trips within India and
overseas.
GOVERNING PRINCIPLE
All claims under the aegis of this policy must be raised in
CONCUR.
SECTIONS
1. Local Travel Policy 2. Domestic/Outstation Travel Policy 3.
Overseas Travel Policy
Note : ALL AMOUNTS MENTIONED IN THE POLICY ARE IN INR
DEFINITIONS
Term Definition
Business Travel Travel conducted on behalf of Baxter business.
For business trips that are for both Baxter and personal benefit,
only the Baxter benefit portion is considered Business Travel.
Leisure Travel Travel undertaken for personal purposes or
personal benefit. Underlying purpose of travel is not business
focused. For business trips that are for both Baxter and personal
benefit, only the Baxter benefit portion is considered Business
Travel.
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Travel Alternatives Tools or methods that may either eliminate
or reduce the need for travel. Examples of such alternatives are
utilization of IT related tools such as teleconferencing or video
conferencing.
Meals Guidelines Recommended spending guidelines for transient
travel meals. While not absolute mandates, frequent or material
variances will be reviewed closely by Finance and Internal
Audit.
Transient Travel Individual travel not associated with a formal,
approved meeting program. Formal, approved meetings typically have
a budget, VP or higher approval, detailed agenda and are registered
with the regional Meeting Planning Department.
Spouse/significant other / companion travel
As a general rule, Spousal / Significant Other / Companion
travel is typically not reimbursable unless special circumstances
apply or approved as part of the Baxter Relocation Policy. And
where written authorization is provided by Director HR ./Director
Finance/Gedneral Manager.
Long Haul Travel All flights greater than 6 hours including stop
over time with no hotel stays or
business activity occurring between flights.
For GM & Directors LONG Haul travel shall be all flights
greater than 4 hours
of flight time including stop over time.
Short Haul Travel Trips that are less than six (6) hours of
continuous flight or that otherwise do
not fall into the definition of Long Haul Travel.
For GM & Directors Short Haul Travel shall be all flights
less than 4 hours of
flight time including stop over time.
Preferred Supplier HRG, which is the Approved supplier whom
Baxter actively attempts to move
additional volume toward in order to maintain and increase,
contracted
benefits.
STATEMENT OF PURPOSE
The purpose of this policy is to define and communicate the
standards and procedures for business travel and entertainment as
follows:
A. Educate travelers on alternate means of accomplishing
business objectives, other than traveling;
B. Establish consistent and uniform guidelines for business
expenses for all employees, when traveling is necessary;
C. Clarify employees / managements responsibility for
controlling and reporting travel and entertainment expenses;
D. Provide guidance for obtaining management approval for
business expenditures not specifically covered under policy
regulations;
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POLICY STATEMENT
Baxters goal is to provide its employees with the proper tools,
resources and processes to accomplish their business objectives in
the most results-driven, timely and cost effective manner. At
times, Baxter employees will be required to travel. In many cases,
however, traveling can be avoided or scaled down. Therefore:
A. It is a requirement of all employees who travel, and managers
who approve travel, to explore
alternatives that may eliminate or reduce the need for business
travel, prior to booking travel arrangements.
B. When traveling is necessary, Baxter employees will be
reimbursed in a timely manner for all
ordinary, reasonable and necessary (as per this policy) expenses
incurred while traveling on authorized company business.
C. It is expected that all travelers exercise the same care and
judgment that a prudent individual
would exercise when traveling for personal purposes, and
expending personal funds. In other words, travel as if you were
spending your own money.
D. Baxter has negotiated supplier agreements and developed
travel processes and procedures to
help make traveling as safe, comfortable and cost effective as
is reasonably possible. Employees are expected to use preferred
suppliers, and adhere to these processes and procedures.
E. Employees and authorizing managers are expected to exercise
prudent business judgment,
where policies may not directly apply to their particular
circumstances. In all instances, expenses incurred by employees
must be for the sole benefit of Baxter.
F. This policy is not meant to cover all situations, exceptions
or contingencies that may arise.
Instead it is meant to cover a sampling of the major areas. For
those items not covered, employees are expected to apply the same
attention to reducing costs and common sense described throughout
this policy.
MANAGERS ACCOUNTABILITIES: Each Manager is accountable for
ensuring the following items:
A. All direct reports or non-Baxter employees traveling on
Baxters behalf read and understand
the Baxter Global Business Travel & Reimbursement Policy and
related documents. B. All travel that takes place is necessary and
reasonable.
C. All necessary Pre-Trip approvals have taken place prior to
travel.
D. All travel expense reports submitted are fully reviewed and
approved.
E. Any fraudulent or frequent / material abuses of the Baxter
Global Business Travel & Reimbursement Policy are reported up
through the appropriate channels.
TRAVELER RESPONSIBILITIES: Each traveler is responsible for the
following items:
A. Reading and understanding the Baxter India Business Travel
& Reimbursement Policy and seeking clarification for any items
or sections of that are not clear.
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B. Reading the Baxter Code of Conduct, the Baxter US Healthcare
Regulations Policy, and Travel Policies that may apply. A best
effort attempt to understand all other Baxter Policies that may
interact with the Travel Policy must be made.
C. Adherence to the strictest policy that applies to a given
situation. If two policies documents
both apply to a respective traveler and situation, employees are
obligated to adhere to the strictest standard.
D. Compliance to Baxters preferred suppliers, spending
guidelines, company card provisions
and reimbursement schedules and due dates. E. Exhibiting
professional, ethical and business-like behavior in all situations,
in fact and
perceived, that reflects favorably upon Baxter and Baxters
reputation. F. Obtaining Pre-Trip authorization prior to booking
both Short Haul and Long Haul trips.
KEY INTER-DEPENDENCIES This policy is NOT a standalone document.
There are several policies that are inter-related and must be
understood in aggregate to ensure compliance to Baxter policies,
processes and behaviors. Among the key inter-related policies that
must be read by all employees, are:
A. Baxter Code of Conduct B. Global Interaction Policy and
Country Annex
TRAVEL ALTERNATIVES AND COST SAVERS It is the responsibility of
all employees who travel and all managers who approve or authorize
travel to ensure they are fully aware of all travel alternative
options prior to booking travel arrangements. It is also the
responsibility of both traveler and approving manager to minimize
any and all costs possible, as these are Baxter expenses.
A. Travel Alternatives include TelePresence, High Definition
Video Conferencing, Audio
Conferencing and Collaborative Tools, based on regional
availability Visit the following key links for more detail:
1. General link
-http://corporate.inbaxter.com/it/htdocs/tools_and_resources/videoconferencing/index.html
2. High Definition Video conferencing Reliance based Video
conferencing
3. Audio/Web Conferencing -
http://corporate.inbaxter.com/it/htdocs/tools_and_resources/conferencing/index.html
4. Sametime -
http://corporate.inbaxter.com/it/htdocs/tools_and_resources/collaborative_tools/sametime/index.html
5. SharePoint -
https://worksites.connect.inbaxter.com/default.aspx
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B. PRE TRAVEL CHECKLIST - Travelers are REQUIRED to read and be
able to answer each question prior to booking any meeting or
trip:
1. What are the expected results that will be accomplished from
the business meeting/function?
2. Is there a solid agenda/work plan already put in place for
the business meeting or function?
3. Is traveling absolutely necessary to accomplish the business
objectives of the agenda or work plan?
4. Can TelePresence, HD Video or Audio conferencing be a viable
option for some or all of the participants instead of physical
travel?
5. Can the number of attendees of this meeting or trip be
further reduced without compromising the desired result?
6. Can multiple priorities be accomplished with the meeting or
trip OR can it be postponed to a
later date in order to accomplish multiple goals?
7. Has the meeting or trip been planned far enough in advance as
to take advantage of all advance booking savings. If not, can it be
rescheduled in order to do so?
8. Has the meeting or trip been scheduled at the most
cost-efficient and productive location, thus reducing total travel
costs and maximizing employee work time? Planning business meetings
at the most fun or exotic destinations is not acceptable.
9. For meetings in excess of 10 people, has corporate meeting
planning been notified and has
the meeting been registered? 10. Acknowledgement and
understanding of the Travel Policy and all its requirements such
as
using the Baxter preferred travel agency for ALL air, hotel and
car reservations are necessary for reimbursement?
C. Top Cost Savers When Traveling:
1. Book all Air booking through the Baxter preferred travel
agency 2. In case of Rail Bookings, the same is allowed to be
booked either directly by employee through
the Indian Railways website or through local travel agents. 3.
Ticketing airline and booking hotel reservations at least 14 days
in advance, to save as much
as 30-40% and help ensure availability. 4. Booking the lowest
available fare within the approved booking class. 5. When checking
into a hotel, ask if your rate is the lowest rate available for
that night (even
when using deeply discounted negotiated rates, hotels may free
up lower priced rooms based on availability).
6. Consider flying into alternate airports in close proximity to
your end destination can often save 20-60%.
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7. Call travel agency to help change flight arrangements while
in transit. Agency may be able to avoid penalty fees, and apply
corporate discounts to new arrangements.
8. Do not use hotel phones. Use Blackberrys, business cell
phones or calling cards.
9. Use iPass when connecting to Baxter IT network remotely; or
use hotel Wi-Fi if the same is being provided by the Hotel Free of
Charge.
SAFETY AND SECURITY Baxter has established some key processes to
help provide a safe and secure travel experience for all employees.
A. Supplier Agreements - As part of all supplier selection
processes, Baxter places priority on the
suppliers ability to provide safety, security and data privacy
for travelers. Using non-authorized suppliers can potentially
jeopardize traveler safety and Baxters ability to assist in
emergency situations. Always book air, lodging / hotel, and ground
transportation through Baxters preferred travel agencies within
your country of employment.
B. Extra Cautionary Countries Travel to one of the listed Extra
Cautionary countries must be
approved in advance before traveling. Travel agency will not
ticket trips to Extra Cautionary countries without written
approval. 1. Within the US: Obtain approval via email by John
Frese, V.P. Corporate Services &
Administration AND by the appropriate business/function
Operations Committee member in the US. Email or fax approval to
Travel Agency at time of booking.
2. Outside the US, approval by the appropriate business/function
Operations Committee member is required with a copy of such
approval sent to John Frese, VP Corporate Services. Email or fax
approval to Travel Agency at time of booking.
3. The list of extra cautionary countries can be found at:
http://corporate.inbaxter.com/services/security/htdocs/high_risk.html
TRAVEL AGENCY
A. Travel Reservations
In order to take advantage of all security, safety, service
enhancements and cost savings that
the Baxter travel program offers, the following policies apply.
Deviations from these policies
may result in a non-compliance audit and review.
All Airline travel reservations must be made through the
preferred travel agency WITHIN YOUR
COUNTRY OF EMPLOYMENT.
1. En route changes should also be made through the preferred
travel agency when practical. This often will save time from
waiting in long lines and may eliminate some add/change/void
charges.
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2. No Direct Bookings: bookings are not to be made directly with
suppliers, through the internet or through any other channel - even
if a lower fare can be found through these channels.
B. Lower Fare Found:
Preferred travel agency to be used for air bookings only and the
combination of low cost -
most feasible option is the preferred option suggested for
selection. The following points
should be considered before any selection:
1. Contact: If a lower fare/rate is found through an authorized
or non-authorized channel, contact the preferred travel agency
office in your country of employment for assistance.
2. Documentation: Provide the lower fare/rate needs to the
travel agency. 3. Caution: Non-authorized channels occasionally
advertise lower fares that are not truly
available, or may have hidden charges or restrictions that
actually cost Baxter more money.
C. ADVANCE PURCHASE: ALL Air travel reservations should be made
as far in advance as possible, but MUST BE TICKETED AT LEAST 14
DAYS IN ADVANCE of travel.
NOTE: While Baxter Policy requires all trips to be ticketed 14
days in advance of travel, it is
understood there may be emergency situations that dictate
ticketing less than 14 days in
advance. The reason(s) for these exceptions must be documented
in the travelers expense
report and any exceptions need to be approved by GM India in
case of International Travel
and Business/Function Unit Director in case of Domestic Travel.
Compliance to this policy will
be reviewed regularly for frequent or material abuses.
The 14 day advance booking norm does not apply to travel by
surface / ground / rail as there
is virtually very limited cost savings impact for advance
bookings and same is not feasible to
manage.
D. Travel Window: When travel date requirements are known,
provide preferred travel agency
with, or enter into the preferred on-line booking tool, the
largest window of travel times possible in which to search for
options. This will help secure the lowest fares.
E. Minimum Cost: When travel locations and dates are not fixed,
it is the travelers
responsibility to arrange travel at dates, times and places that
keep total travel costs to a minimum.
F. PERSONAL / LEISURE TRAVEL: The Preferred Travel Agency CANNOT
be used for personal / leisure travel, nor can Baxter business air
travel discounts be used for personal use.
G. CORPORATE CHARGE CARD: The corporate charge card (AMEX Card)
must be used for all business-related travel expenditures whenever
it is accepted. Alternatively Personal Credit Cards can be used if
Corporate Charge Card has not been opted by or is not available
with an employee or whenever/wherever Corporate Charge Card is not
accepted.
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A. Required for Reimbursement: In all countries or regions the
Baxters preferred Corporate Charge Card has been rolled out, it is
REQUIRED to be used in order to be reimbursed in the following
situations or whenever/wherever Corporate Charge Card is not
accepted :
When booking all airline, lodging / hotel transactions only.
All other travel expenses where the Baxter preferred Corporate
Charge Card is accepted and has been implemented in the country or
region.
B. Non-Reimbursable: Certain charge card related items are NOT
REIMBURSABLE by Baxter:
Personal Charges: Corporate Charge Cards are to be used for
travel and other business expenses only. Frequent or material abuse
of this policy will result in disciplinary action, up to and
including termination.
Late Fees: Late fees are assessed due to late payment. Employees
are liable for such charges.
Reward Programs: These expenses must be borne by the
employee.
Cash Advances: Advances on the Baxter preferred Corporate Charge
Card are NOT permitted, unless an exception is stated in the
Regional Travel Policy.
Additional Travel Insurance: Baxter preferred Company Corporate
Cards carry a negotiated amount of traveler insurance.
C. Responsibilities: The Corporate Charge Card is a charge card
(not a credit card), representing a total month-end balance due and
payable in its entirety, prior to issuance of the next
statement.
Understanding: It is advised that prior to applying for the
Corporate Charge Card, employees carefully read and understand the
responsibilities, terms, and conditions that apply to corporate
card members. An employee's credit might be adversely affected if
his or her preferred Corporate Charge Card is not properly used
and/or the account balance is not paid on a timely basis.
Payment: The employee, not Baxter, is ultimately responsible to
ensure the entire amount due is paid each month. Baxter is not
liable for unauthorized business transaction charges on the
card.
Filing: Employees are responsible for filing expense reports
within 60 days of their date of return and any expense submission
after 60 days requires Business/Function Unit Director and Finance
Director approval for all kind of travel expenses. Failure to file
timely expense reports may result in cancellation or suspension of
charging privileges, leading to disciplinary action up to and
including termination.
Any expense submission after 60 days of return requires business
/ function director and finance director approval for all kind of
travel expenses.
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AIR TRAVEL
All air travel reservations are REQUIRED to be made through the
Baxters preferred travel agency within their country of employment.
It is also the business travelers ultimate responsibility for
planning, requesting and selecting the most efficient and
economical travel arrangements to accomplish the goal of the trip
in accordance within Baxters travel policy. Policies and
non-reimbursable expenses vary, depending on whether flights are
Long Haul or Short Haul.
A. Short Haul Travel: (Applies for both International &
Domestic Air Travel)
1. Definition: All flights that are less than six (6) hours
flight including stop over time or that
otherwise do not fall into the definition of Long Haul
travel.
2. Standard of Travel: COACH (ECONOMY)
3. Requirements for Short Haul Travel: a. Coach (Economy) is the
required standard for all Short Haul Travel.
b. Travelers must book the LOWEST AVAILABLE FARE through the
agency or on-line
booking tool.
c. All Short Haul INTERNATIONAL travel REQUIRES Approval from
BUD (over e-mail),Director Finance, GM India (over e-mail) in 14
days in advance of ticketing for reimbursement per the Pre-Trip
Authorization Form. All short haul Domestic Air Travel requires
approval from supervisor (of Grade 2A or above).Any travel less
than 14 days in domestic travel requires approval from
Director.
d. When faced with the option of either a Direct flight or a
Connection, travelers are not required to accept the Connection
when it is the lower fare for Short Haul trips however they are
expected to make the best business decision which should consider
cost.
e. Non-refundable tickets are REQUIRED to be taken whenever
available and travel dates are certain. Even when final trip dates
may change, non-refundable tickets are required if savings is
greater than the change (penalty) fee.
f. Employee should request for 3 Logical Fare options and the
least cost flight option that serves the purpose of travel as well
as meets the requirements of time at which the employee has to be
available in the city of arrival and the selected option must be
specifically approved by a supervisor
4. Non- Reimbursable Short Haul Bookings:
a. First/Business Class travel bookings. b. Upgrades from
economy to premium economy or economy to Business Class or
First
Class are NOT reimbursable, however travelers may use their
earned miles to administer such upgrades.
c. Booking higher fare class in order to increase upgrade
opportunities.
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B. Long Haul Travel ( Relevant only for International Air
Travel)
Definition: a. All flights greater than 6 hours of flight
including stop over time
NOTE: All subsequent connections to approved Long Haul flights
without a hotel stay or business activity occurring in between are
considered part of the same Long Haul journey and incur same
STANDARDS.
EXCEPTIONS
For GM & Directors LONG HAUL TRAVEL SHALL BE ALL FLIGHTS
GREATER THAN 4
HOURS OF FLIGHT TIME INCLUDING STOP OVER time.
For Non Directors ILT ,Category 1A and Category 1B employees,
LONG HAUL TRAVEL
SHALL BE ALL FLIGHTS with 6 Hours or more OF FLIGHT TIME
INCLUDING STOP
OVER time.
Standard of Travel for Long Haul flights shall be BUSINESS
CLASS
Requirements of Long Haul Travel:
a. All Long Haul INTERNATIONAL travel REQUIRES Approval from BUD
(over e-mail),Director Finance, GM India (over e-mail) & VICE
PRESIDENT Finance APPROVAL ( through the system), 14 days in
advance of ticketing for reimbursement per the Pre-Trip
Authorization Form.
BUSINESS CLASS is the required standard for all LONG HAUL
travel, subject to availability and ALL BUSINESS CLASS TRAVEL
subject to prior approval of GM India and it will be allowed at the
GMs discretion basis business exigencies.
b. Lowest Available fare within Business Class must be booked,
regardless of upgradabilityWhen Business Class is not available,
Coach (Economy) becomes the Standard. FIRST CLASS WILL NOT BE
REIMBURSED.
Non-Reimbursable Purchases within Long Haul:
a. First Class purchases of any kind b. Booking higher fares
within business class in order to increase upgrade opportunities c.
Upgrades from Business Class to First Class are NOT reimbursable,
however
travelers may use their earned miles to administer such upgrades
d. An employee may not downgrade an airline ticket purchase order
to either recoup the
resulting savings / refund OR to purchase a second ticket for a
family member or friend. Other General Airline related
policies:
GUIDELINES FOR GIFTS As normal practice, on festive occasions
such as Diwali, Christmas & New Year gifts are given to
Customers & Government officials. However, such practice
besides adhering to the law must be in accordance with Baxters
policies as under:
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a. For Government Servants/ Non-Governmental customers: All
festival gifts shall not
exceed Rs.1000/- (preferably below Rs 500/-) in value per
recipient and shall be limited to
eatables items like Chocolates, Sweets, Fruits, Dry Fruits. For
the sake of clarity it is
clarified that eatables shall not mean alcohol and tobacco items
for the above purposes.
The above is limited to maximum two Gifts in a year per
recipient.
However, if any non-eatable item is intended to be given, the
nature of item intended to be given shall be routed through legal
to ensure compliance with regard to Baxter policy.
Name lists for all Gifts to be given should seek a preapproval
from BUD/ Manufacturing Director, FD and GM
b. For Doctors/ HCPs : All festival gifts shall not exceed
Rs.500/- in value per recipient and
shall be limited to eatables items like Chocolates, Sweets,
Fruits, Dry Fruits. For the sake
of clarity it is clarified that eatables shall not mean alcohol
and tobacco items for the above
purposes.
Name lists for all Gifts to be given should seek a preapproval
from BUD , FD and GM
c. For Business Associates : For personal occasions, gifts can
be allowed upto value of
Rs. 10000 per gift after taking prior approval from GM
India.
Note: The person claiming reimbursements for the gifts shall
ensure that necessary & applicable forms with details of the
recipients to whom the gifts were given together with the nature of
the gift shall be provided at the time of claiming reimbursement.
The invoices of the Gift should be from a reputed vendor. OTHER
GENERAL GUIDELINES:
i. All the group travels for any company sponsored programme
will be in economy class
ii. Frequent Flyer Miles: Travelers may retain frequent flyer
benefits, but must comply with all
aspects of this policy.
iii. Excess Baggage Fees: Travelers are allowed to check up to
one piece of charged luggage.
Any charges beyond one piece of charged luggage is considered
excessive and is NOT
Reimbursable. Exceptions will be approved on a case by case
basis.
iv. Unused Airline Tickets: Any unused airline tickets purchased
for Baxters use must be
returned to the Baxters preferred travel agency for
credit/posting and accounting.
v. Airline Discount Coupons: Any discount coupon or special cash
rebates, issued by the airlines
and included with the purchase of airline tickets for Baxter
business, are the property of the
Baxter and must be accounted for and attached to the expense
report.
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vi. Fee Activity Agency/Airline Transactions: Baxter is charged
a transaction fee for all tickets
generated through the preferred travel agency, whether using the
online booking tool or calling
the agency directly. All travelers should make concerted efforts
to minimize the number of
calls, transactions, changes, voids and cancellations, as each
of these may potentially add
cost to Baxter.
vii. Refunds: Any employee who finds it necessary to exchange a
Baxter-purchased airline ticket
resulting in a refund must ensure that the refund is properly
accounted for on the expense
report. In addition, a refund may not be obtained and used for
any personal purpose.
viii. Air Travel Insurance: Baxter provides appropriate air
travel insurance for employees who
travel on Baxter business, provided the air travel is booked and
ticketed through Baxters
preferred travel agency.
ix. Travel Advance: Tour advance for. For International travel
employees can have the tour
advance @ US 50 per day.
x. However, all expenses including Hotel and Miscellaneous
should be settled through Corporate
Charge Card or Personal Credit Cards can be used if Corporate
Charge Card has not been
opted by or is not available with an employee or
whenever/wherever Corporate Charge Card
is not accepted.
xi. ANY EXCEPTIONS WILL REQUIRE APPROVAL FROM GENERAL
MANAGER
EXPENSE REPORTING As a condition for reimbursement, all travel
and entertainment expenses must be reported using the web-based
Concur Expense system, where available. Where Concur is not
available, refer to your Regional Travel Policy or Local Travel
Expense Reporting policy.
A. Expense Report Completion: Expenses should be filed within 60
business days of employees travel return date and any expense
submission after 60 days requires business / function director and
finance director approval for all kind of travel expenses.
B. Itemized Meal Expenses: Expenses should be commensurate with
guidelines published
above and should be consistent with ordinary costs relative to
the location where the expense is incurred. Expenses outside these
guidelines must be documented and approved by employees
manager.
C. Tips: Tips are reimbursable provided they are normal and
reasonable. Standard tipping
guidelines may vary based on local customs. Refer to Regional
Travel Policy for further guidance.
D. Foreign Currency Conversion Expense: For cash (out of pocket)
items, foreign currency
conversion rates should be obtained from the local exchange
agency where you converted your currency. 1. The rate of exchange
will be shown on your receipt. 2. The service fee associated with
the exchange of your currency is a reimbursable
expense. In the event that you did not keep your exchange
receipt, please access Oanda, The Currency Site . This website
should be the only site used to obtain
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currency conversion rates if you no longer possess your receipt
from the local currency exchange agency.
RECEIPT REQUIREMENTS
ORIGINAL RECEIPTS are REQUIRED for any kind of claim.
ACCIDENT REPORTING
Accident Reporting: If you are involved in an accident while
driving your personal auto on company business, you should report
the accident directly to your personal auto insurance carrier and
to your supervisor. MISCELLANEOUS
Festive Celebrations / Town halls etc.: Such celebrations may
include having lunch in the facility
cafeteria, etc, which will be approved by Director HR and
Director Finance at the time of event. In
these cases, the following rules apply:
1. Company Sponsored Events: Where Baxter sponsored celebrations
exist, no other Baxter-
sponsored year end celebrations are reimbursed by the
Baxter.
Miscellaneous Ground Transportation Items Any cancellation
and/or forfeiture charges on travel tickets will be borne by
employee, if the same is not approved by his immediate supervisors.
Employees are advised to observe caution when the travel plans
change.
1. Tickets, Fines or other Penalties: All tickets, fines or
other penalties incurred while utilizing any ground transportation
option are NON-REIMBURSABLE by Baxter and are the sole
responsibility of the traveler.
2. Licensed: All travelers utilizing Rental Car or Personal Auto
options MUST HAVE VALID DRIVERS LICENSES.
3. Drugs and Alcohol: Any traveler convicted of driving under
the influence of drugs or alcohol is subject to IMMEDIATE
TERMINATION.
Car Rental requirements for International Travel: Travelers
should hire Local Air Conditioned Cars as a ground transportation
service, adequate to meet business needs on International Travel.
OTHER EXPENSES :
Allowed only with approval of BUD / Function Director
1. Mini-bar( Alcoholic drinks) charges within reason. 2. Laundry
or dry-cleaning services for trips 6 days or greater in duration.
3. Alcohol consumption with Baxter Employees and non-Baxter
employee.
Exception :- Directors and GM
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Section 1.Local Travel Policy SCOPE The scope of this section is
to lay down the guidelines for Reimbursement of expenses incurred
in relation to Field Working that involves Local travel by surface.
DEFINITIONS FOR THE PURPOSE OF THIS SECTION METRO LOCATIONS: Delhi
NCR (Delhi/Gurgaon/Faridabad/NOIDA), Mumbai, Kolkata, Chennai,
Bangalore, Pune Hyderabad, Chandigarh, Ahmedabad NON METRO
LOCATIONS: All locations not covered under the Metro locations
above
HEADQUARTER WORKING: Any field/market working which is done
within municipal limits of the allotted base City/town of work
EX HEADQUARTER WORKING: Any field/market working which is done
outside of the municipal limits of the allotted base City/town of
work wherein no night stay is involved as part of the field/market
working.
The Home Base/Unit is defined as the location of posting where
the employee carries out his day-to-day responsibilities.
If the base city/town allocated to any of the employee is any of
the following cities, then the linked cities will be treated as
part of the municipal limits of that base/home town city.
Delhi - Has Gurgaon,Faridabad,Noida,Ghaziabad & Sahibabd as
linked cities
Hyderabad - Has secunderabad as linked city
Mumbai has Navi Mumbai,Bellapur and Thane as linked city
Kolkata-Has Howrah as linked city( Howrah municipal limits)
REIMBURSEMENT OF EXPENSES FOR HEADQUARTER WORKING AND EX
HEADQUARTER WORKING
Category Cab type Reimbursement For HQ working
Reimbursement For Ex-HQ working (Max upto 100 Km one way from
HQ)
1 A Car. For Taxi use
Indigo, Esteem, Dzire, Ford fiesta
or equivalent
Actual taxi fare against receipt with details of travel or (Rs
6/km ` if using own car) and
food expenses (against receipt)
Actual taxi fare against receipt with details of travel, or (Rs
6/km ` if
using own car) and food expenses (against receipt)
1 B
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2 A Car. For Taxi use Indica, Swift,
Santro or equivalent
Actual taxi fare against receipt with details of travel or (Rs
6/km ` if using own car) and
food expenses upto a maximum Rs.250(against
receipt) per meal(per head)
Actual taxi fare against receipt with details of travel,or (Rs
6/km ` if
using own car) and food expenses upto a maximum of
Rs.250(against
receipt) per meal (per head)
2 B Car. For Taxi use Public Taxi
Rs.475/-* per diem ALL Inclusive for Metro locations.
400/-* per diem for ALL Inclusive Non-Metro locations
NO TRAVEL COST REIMBURSEMENT
SEPARATELY In case of function employee,they will be allowed
reimbursement of meals upto a maximum of Rs 200/-per meal /per head
and Actual taxi fare against receipt with details of travel or (Rs
6/km ` if using own car)
Rs.475/-* per diem for Metro locations
Rs. 400/-* per diem for Non-Metro locations
+ @Rs.6/- per kilometer as travel
expense if using own car else Rs 2.50 /kms(irrespective of
location
type) In case of function employee,they will be allowed
reimbursement of
meals upto a maximum of Rs 200/-per meal /per head and Actual
taxi fare against receipt with details of travel or (Rs 6/km ` if
using own
car)
2 C Car. For Taxi use Public Taxi
Rs.425/-* per diem ALL Inclusive for Metro locations Rs. 360/-*
per diem for ALL
Inclusive Non-Metro locations NO TRAVEL COST REIMBURSEMENT
SEPARATELY IN case of function employee,
they will be allowed reimbursement of meals upto
a maximum of Rs 150 per meal and Actual taxi fare
against receipt with details of travel or (Rs 6/km ` if
using
own car)
Rs.425/-* per diem for Metro locations
Rs. 360/-* per diem for Non-Metro locations
+ @Rs.6/- per kilometer as travel expense if using own car else
rs 2.50/kms(irrespective of location
type) IN case of function employee, they will be allowed
reimbursement of meals upto a maximum of Rs 150
per meal and Actual taxi fare against receipt with details of
travel
or (Rs 6/km ` if using own car)
3 A Same policy for Sales & Function
Rs.330/-* per diem for Metro location
Rs.280/-* per diem for Non-
Metro location
Rs.330/-* per diem for Metro location
Rs.280/-* per diem for Non-Metro location
+ @Rs.2.50p per kilometer as travel expense irrespective of
location
3 B Same policy for Sales & Function
Rs.300/-* per diem for Metro location
Rs.250/-* per diem for Non-
Metro location
Rs.300/-* per diem for Metro location
Rs.250/-* per diem for Non-Metro location
+ @Rs.2.50p per kilometer as travel expense irrespective of
location
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4 A Same policy for Sales & Function
Rs 220.00* per diem for Metro as well as non-Metro locations
Rs 220.00* per diem for Metro as well as non-Metro locations
+ @Rs.2.50p per kilometer as travel expense irrespective of
location
4 B Public transport
Bus/Local Trains, Auto
etc
Public transport Bus/Local Trains, Auto etc.
CAR HIRE GRID:
Employee
Categories
Permissible
Cab Type
Permissible Car Type
for Intra city Travel
Permissible Car Type for Inter
city/state Travel
1A A.C Taxi Indigo, Esteem, Dzire,
Ford fiesta or equivalent
Indigo, Esteem, Dzire, Ford fiesta or
equivalent 1B A.C Taxi
2A A.C Taxi Indica, Swift, Santro or
equivalent
Indica, Swift, Santro or equivalent
2B & 2 C Non A.C Taxi Public Taxi Indica or equivalent
a.*Per Diem is intended to take care of cost incurred towards
parking charges, toll tax and costs of meal while on duty. b.* No
actual receipts required for claiming per diem expenses and per Kms
travel expenses For claiming Local travel expense, employee
(KAM/ASM) should attach activity report based on SFE data.
Exceptions will be applicable to the new employees till 45 days of
his/her joining .All such exception should be approved by Sales
Manager. Support Function Employees should work with only one
KAM/TM/CCs during their market visit. Market visit with Multiple
employees in one day should be avoided. In addition to the above
reimbursements, the following will also be applicable:
KAMs/TMs/KAEs & Clinical Coordinators headquartered in Mumbai
will be eligible for reimbursement of 1st Class Rail Pass from the
railway station closest to their residence to the Office. The cost
of the same will be reimbursed on production of supporting
document(s). This is in addition to the limits mentioned above.
Clinical Coordinators on night patient visit (for attending APD
Patients only) (between 9:00pm to 5.30am) will be eligible for
actual taxi fare / Radio Cabs in Metro Cities and actual auto fares
in non metro cities. Such claims (with bills in case of radio taxi)
must be approved by the Area Sales Manager. No per diem charges and
travel expenses will be applicable for attending office for
administrative work in the headquarter town of the employee.
For Airport/Railway Station drops etc., the Location
Administration Departments shall make a tie-up with travel agencies
for hiring of taxies at economical rates. Usage of Radio
Taxis/Pre-Paid
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Taxis/Autos wherever possible will be encouraged. The expenses
incurred will be reimbursed on production of the bills/vouchers.
For business teams, Claims will be made as a standard claim for
reimbursement within a maximum time of 60 days from the end of
travel, which should be duly authorized by the reporting officer to
whom the employee reports. It shall be the responsibility of the
employee and the reporting officer to verify the correctness of the
claim. The reimbursement shall also be admissible in case the
employees attend office/come to the work on a weekly off
day/holiday as per the table above, provided they are not in
receipt of any compensation for extra working hours. However, the
reimbursement shall not be admissible in the event of the employee
attending office/factory on a day when he/she is on leave, unless
specifically called for work with the approval of the Business Unit
Director/Functional Director/Plant Manager concerned. Reimbursement
of local conveyance expenditure and allowance for incidental
expenses for trainings/seminars/ conferences/Meeting When employees
are deputed for trainings/seminars/conferences at the station of
posting and they use their own vehicle for commuting to and from
the venue of such trainings/seminars/conferences, they shall be
eligible for reimbursement of conveyance expenditure as per their
eligibility per kilometer as per the table below, however they
shall not be eligible for any per diem allowance or any other
reimbursement.
Employee Category Eligibility
ASM/CTL Rs 6.00 per Kms travel expense
Others Rs 2.50 per Kms travel expense
Reimbursement of lunch/dinner expenses during meetings with
customers/suppliers/vendors/service providers etc Meals (with
Non-Employees): Any meal with at least one (1) non-Baxter employee
(customers/suppliers/vendors/service providers etc in the course of
work (not entertaining)) will fall under this definition. These
meals will be reimbursed when reasonable business entertainment
expenses are incurred, providing the entertainment is consistent
with the Companys policies and procedures.
a. Business meals must be appropriate to the particular
circumstances and business purpose. b. Business meals must be
reasonable in nature, and may not be lavish or extravagant. c. Meal
should take place in an environment conducive to doing business,
where a substantial
and bona-fide business discussion is required to occur. All
attendees must be documented, as well as their profession, business
purpose for the meal and any other information as required by
employees local reporting requirements. Consumption of alcoholic
beverages during working lunches is not reimbursable for the
employees Categories 1 A and below. The expense can be claimed as
per the below mentioned grid. The expense claims should reflect the
status of the outside person concerned.
Category Meals Per head / meal
GM/ILT/ Category IA/ Category IB On Actual expenses
2A Rs. 300/- Per head / meal (excluding taxes)
2B and 2C Rs. 200/- Per head / meal (excluding taxes)
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*Any spend over and above the limits will require approval from
BUD/Function Director.
FOR ANY SPEND RELATED TO AN ENGAGEMENT/INTERACTION WITH AN HCP
PLEASE REFER TO THE INTERACTIONS POLICY FOR ANY SPEND RELATED TO AN
ENGAGEMENT/INTERACTION WITH A GOVERNMENT OFFICAL PLEASE SEEK ADVICE
FROM LEGAL DIRECTOR INTERPRETATION OF SFE AND ELIGIBILITY OF
ALLOWANCES
A. The following activities represent a Field Day when employee
will be eligible for Per
Diem Allowance.
1. When the employee goes to make a HCP call/ Distributor visit
2. When the employee participates in a CME/RTM/Nurses program
etc.
B. If the employee inputs any of the following as The following
activities represent a Non
Field Day
S. No. Type Description
1. Leave No reimbursement is to be allowed
2. Month Closing Only Per diem to be allowed
3. CFA Visit Only Travel expense allowed. No per diem.
4. Administrative Day No reimbursement is to be allowed
5. Meeting Only travel expense at km rate is allowed. (Team
Meeting in the office or outside office)
6. Training Only travel expense at km rate be allowed ( In
office or outside office)
7. Blank SFE Report No reimbursement is to be allowed
C. No requirement of attachment of STP with expense
statement.
INTERPRETATION & CLARIFICATIONS Any
interpretations/clarifications to this policy will be issued by HR
Director.
GROUND TRANSPORTATION
Travelers should use the most economical ground transportation
service, adequate to meet business needs. The traveler may choose
an alternate mode of transportation when driving conditions are
substantially different than the traveler is accustomed to, or
there is a perceived fear for personal safety even if car rental is
the most economical choice. Types of ground transportation to
consider:
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Section -2 Domestic/Out Station Travel Policy Applicable for
Overnight stay. APPLICABILITY This policy comes into force when an
employee travels outside of the municipal limits of the allotted
base City/town of work and wherein night stay is involved as part
of the travel. The Home Base/Unit is defined as the location of
posting where the employee carries out his day-to-day
responsibilities. Reimbursement Policy AIR TRAVEL Guidelines: Refer
the Guidelines for Air Travel in the General Guidelines Section of
this Policy.
AIR TRAVEL GRID
Category Travel Eligibility
1 A and 1 B Economy Class
2 A Economy Class
2 B,2C With the approval of Level 2A and above
3A, 3B, 4A and 4B With the approval of Business /Functional
Director
RAIL TRAVEL GRID:
Category Travel Eligibility
1 A and 1 B 1st AC/ AC 1st Chair Car
2 A 2nd AC/ AC Chair Car
2 B 2nd AC*/ACChair Car
2C, 3A, 3B, 4A and 4B 2nd AC*/3rd AC/ AC Chair Car
* Subject to be prior approved by Category 2A and above GROUND
TRANSPORTATION WHILE ON DOMESTIC TRAVEL
While on domestic travel/tour, the employee is entitled to use
local conveyance as per the following
limits:
Category Conveyance entitlement **
1 A & 1B AC Taxi (e.g.: Indigo, Esteem, Dzire, Ford
fiesta)or equivalent
2 A AC Taxi (e.g. Indica, Santro,Swift), Radio Taxi or
equivalent
2 B AC Taxi (e.g. Indica, Santro,Swift), Radio Taxi or
equivalent
2 C Non AC Taxi( Black & Yellow)/Indica/Ambassador or
equivalent
3 A, 3 B and 4 A, 4B Public Taxi (Black/Yellow Taxis) and/or
Public Transport
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(Autos, Local Trains, Buses)
Note:
Where a team is traveling, they should endeavor to use
common/shared conveyance
Employees using public taxi or public transport are reimbursed
on actuals without the
requirement of any bills. However for all other cases of cab
usage as per the entitlements
above, bills will need to eb submitted as part of the claim.
Where a Company Car is provided, no extra expenses will be
reimbursed. **Employees cannot use own conveyance and claim basis
that usage.
HOTELS AND LODGING
In general the following limits will govern the expenses on
Boarding and Lodging of an employee who
is on business tour. For lodging/hotel, auto rental or rail
travel options, direct service providers
websites or local travel agents can be used. Hotel Stay Expenses
(Room Rent Only* - in INR per diem)
Category
Class A*** Class B*** Class C City*** Daily
Allowance/ Per Diem #
1A & 1B Up to Rs.9,000/-
Up to Rs.6,000/
Up to Rs.4,000/
Up to Rs.1,000/-
2A Up to Rs.6,000/-
Up to Rs.4,000/-
Up to Rs.2,500/-
Up to Rs. 750/-
2B & 2C Up to Rs.4,000/-
Up to Rs.2,500/-
Up to Rs.2,000/-
Up to Rs. 500/-
3A& 3B Up to Rs.2,500/-
Up to Rs.2,000/-
Up to Rs.1800/-
Up to Rs.
350/-
4A &4B Up to Rs.2,000/-
Up to Rs.1,800/-
Up to Rs.1,500/-
Up to Rs. 250/-
*Excludes Taxes # Covers food and incidental expenses like
laundry, out of pocket, tips etc but excludes group meal expenses.
# Actual expense bill is required for claiming per diem expenses.
*** Class of cities is attached in Appendix 2
Note 1:
In case, the employee incurs expenditure beyond the limits of
the Daily Allowance prescribed, bills
for such expense will be produced for claiming the
reimbursement. The employee will have to
validate the claim and obtain a special approval from the
Business / Function Director concerned.
Wherever employees of category 2A and below, travel together/in
groups, accommodation in
hotels will be on shared-basis.
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Note 2: Employee falling in category 3A, 3B, 4A and 4B stays on
his own (e.g. stay with relatives or friends or own arrangement):
Three times the rate of the applicable Daily allowance will be
reimbursable as per limits prescribed for Class A city & two
times for Class B & C city. In such a case, employee cannot
claim any other expenses e.g. Local travel, Food etc. All Other
category employees will claim actual Expenses as per above
grid.
Meals (with other Baxter Employees)
Category Meals Per head / meal
IA/ IB On Actual expenses
2A Rs. 300/- Per head / meal
2B and 2C Rs. 200/- Per head / meal
Other Category Rs. 150 per head / meal
Group Dinners/Lunch for special Occasions etc are not covered
under this policy and will be approved by Director HR and Director
Finance at the time of event.
Note - No reimbursement will be admissible for expenses incurred
on Cigarettes for all
employees. For Alcoholic Beverages employees for Travel Category
2C to 1A requires
approval of BUD /Function Director.
Exception:- BUD/Function Directors &General Manager
LEAVE WHILE ON BUSINESS TOUR An employee, who wishes to avail
leave for personal reasons while on business tour, will seek a
prior approval from his immediate supervisor. The employee will
inform of the exact dates and the address of the location while on
leave. Such employee will not be eligible to claim reimbursement of
expenses for the period while on leave. However this will not apply
if an employee falls ill while on business tour. A medical
certificate detailing the ailment by a Competent Doctor will be
submitted by the employee along with the travel expense report.
Travel Advance No Travel advance given. In special circumstances,
where travel Advance is required approval needs to be taken from HR
Director and Business/Function Director. Please note that the
travel advance (If any) not settled within 4 weeks from the
completion of tour, may be recovered from salary/other
reimbursements due for payment. For all tickets booked by employee,
boarding pass (in case of air travel only) & proof of payment
is must while seeking reimbursement. In case of emergencies, when
the tickets are purchased by the employee, photocopy of the
ticket/details of the Ticket No./PNR No. should be
attached/indicated in the Travel Expense Statement. If, for any
reason, the proposed journey is postponed or cancelled, the
responsibility for cancellation and obtaining endorsements on the
tickets and getting the refund, rests with the concerned employee
and such cancelled endorsed tickets along with the refund received
should be returned immediately to the Company.
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No travel advance will be paid to the employee until the
previous advance, if any, has been cleared, Relaxation of any
entitlements will be by special prior approval of the Business /
Function Director concerned or in exceptional circumstances such as
accompanying foreign guests or dignitaries. EXCESS BAGGAGE Expenses
for excess baggage will not be reimbursed by the Company unless the
same is incurred in the course of Companys business for goods
carried at the express request for the company and fully supported
by receipts/vouchers, etc. Any other miscellaneous expenditure
shall be reimbursed only on production of supporting
receipts/vouchers and on specifying the nature of such expenses in
the Travel Expense Report. Any expense not supported by
receipts/vouchers etc. should have specific approval of the
Director concerned. INTERPRETATION & CLARIFICATIONS Any
interpretations/clarifications to this policy will be issued by HR
and Finance Director. BUSINESS EXPENSE APPROVALS Accountability /
Responsibility:
a. Travelers are ACCOUNTABLE for their actions while traveling.
b. Managers are RESPONSIBLE for authorizing, reviewing, questioning
and approving travel
and other business expenses incurred by their direct reports. c.
Enforcement: Managers are also expected to ENFORCE the above
guidelines within
reasonable tolerances based on location and nature of
travel.
Annexure 2 Classification of cities under 'A', 'B' and 'C'
categories
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City Group Classification
A All Metros & Pune,Lucknow, Hyderabad, Bangalore, NCR
(Delhi, Gurgaon, Noida &
Faridabad),Ahmedabad,Chandigarh,Srinagar
B All State & Union Territory Capitals & *Major Cities
mentioned below C All other locations not covered under A &
B
*List of major cities in B city Group (In addition to state
Capitals)
Agra Gwalior Kottayam Rishikesh
Aurangabad Gaya Kovalam Trichirapalli
Andaman Haridwar Kanpur Tanjore
Allahabad Indore Ludhiana Trirupati
Amritsar Jamshedpur Mysore Udaipur
Bikaner Jodhpur Mahabalipuram Varanasi
Baroda Jallandhar Madurai Vishkhapatnam
Cochin Kharuraho Nagpur
Coimbatore Kodaikanal Ooty
Darjeeling Kullu Manali Puri
Travel entitlement for NEPAL
City Group Classification
A Kathamandu C All other cities of Nepal
Section -3 INTERNATIONAL TRAVEL POLICY Baxter India - Business
Travel & Reimbursement Policy
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PURPOSE The purpose of this document is to state Baxters policy
on International travel for business purposes only. SCOPE AND
APPLICABILITY This Policy applies to all Baxter employees, and
company-wide, including all operating units of Baxter India, who
travel on behalf of Baxter.
AIR TRAVEL Refer General Guidelines section for Air Travel.
HOTELS AND LODGING When business travel requires overnight
stays, travelers should review Baxters 2009 Global Online Hotel
Directory at
http://www.cwthotel.com/BaxterGlobalPreferredHotelList/ to obtain
information on Baxters preferred hotels and negotiated rates.
Additionally, Baxters preferred travel agency and online booking
tools will direct booking tool will direct travelers to Baxter
preferred hotels and negotiated rates. Standard corporate rooms
will normally be used unless special contract arrangements permit
the use of other room-types at no extra charge. Eligibility of
hotels & Other Expenses will be reimbursed on Actuals on
producing the original bills for all Employees.
A. Definition:
1. Preferred Properties: Selected properties that meet Baxters
standards of safety, cleanliness, proximity to travel destinations,
service and amenities. These hotels have negotiated rates with
Baxter. While a specific property may be a part of a larger chain,
not all chain properties may be considered to have Baxter preferred
status or rates.
GROUND TRANSPORTATION: Travelers should hire Local Air
Conditioned Cars as a ground transportation service, adequate to
meet business needs on International Travel.
MEALS AND ENTERTAINMENT The Company will reimburse transient
business travelers for reasonable meals and entertainments costs
while traveling on Baxter business, that are properly approved and
/or that are incurred in a manner consistent with the policies and
procedures outlined in this document.
1. Meal Guidelines: The following are Meal Maximums per day, and
Tip Guidelines
THESE ARE NOT PER DIEMS.
a. Travelers are expected to adhere to the below meal maximums
i. Maximums ARE NOT PER DIEMS and should not be an amount
travelers
attempt to expense per day. ii. Maximums are guidelines per meal
to be used as overall benchmarks.
b. All transient travelers seeking reimbursement under this
policy should adhere to these
guidelines based in their local currency equivalents..
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c. All Managers approving travel are required to drive adherence
to these maximum guidelines
d. Any exception to be approved by Business / Functional
Director. e. Material abuses of these guidelines will be subject to
Audit, Review and Disciplinary
Action. Table II: Meal Spending Guidelines
Meal Amount Comments
Breakfast / Lunch (Combined)
$35 US Including Taxes and Tips
Dinner $40 US Including Taxes and Tips
Total $75 US Including Taxes and Tips
Tips: Typical range is 15-20%, however these percentages may
vary by region or country.
2. Meals (Self) -
a. Baxter will reimburse meals for employees who travel away
from home for one or more nights.
b. Meals are set at a maximum of $75 daily, which includes tax
and gratuities, as noted above.
c. When meals are provided as part of a seminar, convention or
meeting, employee should reduce estimated meal expenditure by that
meal maximum amount.
d. Review Regional Travel Policies for local exceptions 3. Meals
(with other Baxter Employees): Meal(s) must be with Baxter only
attendees to
fall into this category. These meals should remain within the
$75 per day guideline per person, and will be reimbursed for
business related meals only in the below circumstances
a. When at least one Baxter employee is from out of town. b.
When, for confidentiality reasons, business must be conducted off
Baxter
premises. c. It is a pre-approved recognition event.
Subordinates should not incur expenses on behalf of their
superior. This applies in any instance where the superior (or a
direct report of the superior) will be the approver of the expense
report or disbursement.
.
IT AND TELECOMMUNICATIONS Employees traveling on Baxter business
are permitted a reasonable number of personal telephone calls.
Long Distance Calling - The following protocol should be used
when making long distance calls while traveling
1. Calling from Company Facilities: When calling from a Company
facility, employees should use Baxter land lines (house phones) as
the first option.
2. Baxter Blackberry Devices: If you have been issued a Baxter
Blackberry device, this should be your primary option when calling
locally or domestically, unless you are at a Baxter facility, where
the house phones should be used.
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3. Baxter Mobile Phone Devices: If you have been issued a
company mobile phone, this
should be your primary options when calling locally or
domestically, unless you are at a Baxter facility, where the house
phones should be used
4. Non Blackberry / Mobile Phone Callers: If you have not been
issued a Blackberry or Baxter mobile phone, you are required to use
the mobile connection.
5. Hotel Phones: When calling from a hotel, employees should use
their blackberry/company phone/own mobile phone. Hotel phones
should be the last option, as they incur significantly higher rates
than other methods.
6. Mobile Phone Use While Driving: Use of a mobile phone while
driving is not recommended in any situation, and in many locations,
it is illegal to do so. Employees are expected to abide by all
local laws and regulations related to cell phone usage. Employees
are also encouraged to refrain from using their phone while driving
even where it is legal.
a. Employees are strongly encouraged to pull off to the side of
the road and safely
stop the vehicle before placing or accepting a call. b. If
acceptance of a call is unavoidable and pulling over is not an
option, employees
are expected to keep the call short.
RECEIPT REQUIREMENTS
ORIGINAL RECEIPTS are REQUIRED GOVERNANCE AND CHANGE
MECHANISM
The following are the key groups and processes that govern the
India Travel and Reimbursement Policy:
A. India Travel Policy: This India Travel Policy is not meant to
be all inclusive of all situations, exceptions or responsibilities.
It is a foundation travelers are asked to apply to other situations
and circumstances that they may encounter.
1. All traveler decisions and actions are expected to be
consistent with the culture, spirit and
intents of this India Travel Policy.
B. Ownership and Responsibility: The HR function owns and holds
responsibility for the India Travel and Reimbursement Policies.
This includes: 1. Providing Communication: Soliciting input and
feedback, as well as pushing information
and data regarding current policy
2. Leadership of Travel Policy Advisory Team: Team is made up of
HR, and Finance.
3. Benchmarking: Comparing policy versus industry, competitors
and Baxter business objectives.
4. Strategy Setting: Providing strategic input and
recommendations on future enhancements to the India Business Travel
Policy.
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5. Maintaining Policy Integrity: Ensuring all India Travel
Policy documents are maintained, accurately linked and updated, and
dispersed to through the appropriate channels.
C. Change Authorization: Changes to the India Travel Policy
require both the Signature Authorization of the General
Manager-India and Director HR-India.
D. Policy Review: India Travel Policy will be reviewed at least
annually for changes, updates
and modifications.
1. Upon revision, a revised version of the Policy will notify
all employees of the new revision via e mail.
E. Enforcement: The HR group owns the policy itself and all data
feeds to businesses, functions and geographies.
F. Non-Compliance / Exceptions Process: 1. HR & Finance
Group: will review all MATERIAL AND FREQUENT EXCEPTIONS, 2.
Disciplinary Action: may be taken with frequent or material
abusers, up to and
including termination of employment.
Policy written by
Sd/-
Subhash C Sarkar HR Manager-Commercial Policy Reviewed By Policy
Approved by Sd/- Priyank Parakh Sandeep Devgon National Manager-HR
Director -Finance
Policy approved by Sd/- Sd/- Ongmu Gombu Anish Bafna
Director-HR-India General Manager-India
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CORPORATE TRAVEL POLICY Baxter India Business Travel &
Reimbursement Policy
Functional Area: Human Resource India
Issue Date :April 2013
Document No.: BIPL/TP/NILT/2013
Policy written By Subhash C Sarkar Policy Checked by Priyank
Parakh
Effective Date:1/4/2013
Version: 1
Policy approved by :- Ongmu Gombu( Director HR) Anish Bafna(
General Manager)
Next Scheduled Review Date: 1/4/2014
Addendum to the above mentioned policy CAR HIRE GRID:
Employee
Categories
Permissible
Cab Type
Permissible Car Type
for Intra city Travel
Permissible Car Type for Inter
city/state Travel
2B & 2 C A.C Taxi Indica or equivalent Indica or
equivalent
Applicable for support function employees in Local travel and
all above category employees in domestic outstation travel. HOTELS
AND LODGING
In general the following limits will govern the expenses on
Boarding and Lodging of an employee who
is on business tour. For lodging/hotel, auto rental or rail
travel options, direct service providers
websites or local travel agents can be used. Hotel Stay Expenses
(Room Rent Only* - in INR per diem)
Category
Class A*** Class B*** Class C City*** Daily
Allowance/ Per Diem #
1A & 1B Up to Rs.9,000/-
Up to Rs.6,000/
Up to Rs.4,000/
Up to Rs.1,000/-
2A Up to Rs.6,000/-
Up to Rs.4,000/-
Up to Rs.2,500/-
Up to Rs. 750/-
2B & 2C Up to Rs.4,000/-
Up to Rs.2,500/-
Up to Rs.2,000/-
Up to Rs. 500/-
3A& 3B Up to Rs.2,500/-
Up to Rs.2,000/-
Up to Rs.1800/-
Up to Rs.
350/-
4A &4B Up to Rs.2,000/-
Up to Rs.1,800/-
Up to Rs.1,500/-
Up to Rs. 250/-
*Excludes Taxes # Covers food and incidental expenses like
laundry, out of pocket, tips etc but excludes group meal expenses.
# Actual expense bill is required for claiming per diem expenses
for all category except 3A,3B,4A & 4B . # 15 % of Daily
allowance (per diem) can be claimed as miscellaneous expenses
against self-attested bills for employee category 2A,2B, 2C , 1A
& 1B. # No bills required for claiming per diem allowances for
employee category 3A,3B,4A & 4B ,
-
2
2
For Team Meeting
a. In case of team meeting outside office premises per head
expense is allowed up to Rs 700/- per head plus taxes including
conference hall charges and food .
b. In case of team meeting in the office ,outstation meal
charges with employee will be applicable.
Long Haul Travel
ALL Air long haul Air travel reservations should be made as far
in advance as possible,
but MUST BE TICKETED AT LEAST 21 DAYS IN ADVANCE of travel.
All other terms and condition of the policy remains unchanged.
Regards Ongmu Gombu Anish Bafna Director HR-India General
Manager-India
-
India Travel Policy
Annexure for IDC
With effect from 1st May 2014, the India Travel Policy for
Baxter India will be applicable to all permanent employees of
Baxter IT Integrated Delivery Center(IDC) who travel on official
purpose. Please check with HR for your Travel Category.
Travel Category*
Corresponding Business Titles in IDC
ILT Director
1A Sr. Manager / Sr. Consultant
1B Manager / Consultant
2A Associate Manager / Sr. Specialist
2B Assistant Manager / Sr. Specialist
2C Specialist
3A Sr. Software Engineer
3B Software Engineer
3B Analyst
INDIA TRAVEL POLICY Final 13th May 13 NILTTravel policy_annexure
for IDC