HUMAN RESOURCES DEPARTMENT - Resonance Kotaresoweb.resonance.ac.in/policies/TravelPolicy.pdf · HUMAN RESOURCES DEPARTMENT ... 13 Tour programme form - TA-01 17 14 Travelling Expenses

REVISED TOUR POLICY -2011

HUMAN RESOURCES DEPARTMENT

File No. HRD/TAP- /11 Dated: 4th October 2011

OFFICE ORDER

Management is pleased to circulate the Revised Travel Policy giving various entitlements for

employees of Resonance Eduventures Pvt Limited for travel on official purposes. This policy will

be effective from 1st October 2011 till further order. All Heads of Departments and Study Centers

should circulate it for information of their employees. The Finance and Accounts Department

must ensure that all payments to the touring persons are made strictly in accordance with this

Policy unless there is special approval / permission from the Managing Director of the Company.

(J.K. GOYAL)ASSISTANT GENERAL MANAGER (HR)

Encl:Travel Policy.

Copy to :

- PA to MD– CFO– Vice Precidents– All HoDs (Academic & Non-Academic)– All Study Centers.

HRD 1 of 23 REVISED TOUR POLICY


POLICY CONTROL PAGE

TITLETitle : Policy Governing Travel on official purposes

Version : 2

Reference No. : HR/P/TA-1/09

SUPERSEDES

Supersedes : Version - 1

Adopted : October 2010

ORIGINATOROriginated By : Human Recourses Department

Designation : Assistant General Manager (Admin & HR)

COMMITTEE APPROVAL

Referred for

Committee Approval by: Human Resources Department

Date of Referral : 1st October 2011.

Approved By : (AGM (HR) Vice President (Operations &

Business Development) CFO (Designate) and MD)

Approval Date : 3rd October 2011.

MANAGING DIRECTOR's APPROVAL

Referred for Approval to MD By: Human Resources Department

Date of Referral : 01.10.2011

Approval Date : 03.10.2011

CIRCULATION

Date of Issue : 04.10.2011

Circulated by : AGM (HR)

Issued to Circulation List :

REVIEW

Review date :

Responsibility of : Human Resource Department

Designation : Assistant General Manager (Admin & HR)



HR/P/TA-2/11

Sl No.

Contents Page No.

1 Preamble 3

2 Definitions 3

3 Classification 4

4 Entitlements 5

5 Reimbursement standards 7-9

6 Classification of employees – Appendix – A 10

7 Categorization of cities/towns - Appendix – B 11

8 Entitlement – Mode of travel for different level- Appendix - C 12

9 Entitlement – Local journey at HQ and at place of visit – Appendix - D 13

10 Daily Local Conveyance Allowance - Appendix – E 14

11 Permissible accommodation in various cities - Appendix – F 15

12 Permissible Daily Allowance (DA) - Appendix – G 16

13 Tour programme form - TA-01 17

14 Travelling Expenses Bill - TA-02 18

15 Local Travel expenses - TA-03 19

16 Details of Actual expenses - TA-04 20



HR/P/TA-2/11

REVISED TRAVEL POLICY

Policy and Rules governing official travel and transfer effective from 1 st October 2011.

1. PREAMBLE

1.1 The Rules and Regulations contained in this Travel Policy shall apply to all official tours and transfers.

1.2 These rules shall apply to all employees of the Institution including those under contract or agreement or on deputation, to the extent, not otherwise specified in the contract or agreement or terms of deputation, and further include full time stipend trainees other than apprentices and all employees on daily rated/consolidated monthly salary/wages.

1.3 All official travels and transfers shall be properly authorized, reported and reimbursed. Under no circumstances, expenses for personal travel, shall be charged to or be temporarily funded by the Institute unless otherwise noted in the Policy. It is the traveler’s responsibility to report his or her actual travel expenses in a responsible and ethical manner in accordance with the regulations set forth in the Policy.

1.4 The Institution reserves the right to modify, cancel and/or amend all or any of these rules or any of supplementary rules issued in connection with these rules without previous notice of its intention to do so as well as the right to give effect thereto from the date of issue or retrospectively and such amendments/ supplementary rules shall form part of these rules.

1.5 In case of doubt or any dispute in regard to the interpretation of these Rules or supplementaries or amendments issued thereto, the decision of the Managing Director (M.D.) shall be final.

2. DEFINITIONS

For the purpose of this Policy, following definitions shall apply:

2.1 Institution − Resonance Eduventures Pvt; Ltd., J-2, Jawahar Nagar Main Road, Kota - 324005.

2.2 Competent Authority − the Managing Director or any authority to whom the power is delegated by the Managing Director.

2.3 Tour – All movements/ journey undertaken with the permission of the competent authority from the place of work (Hqs) to any other place for performing work for and on behalf of Resonance Eduventures Pvt Ltd; for short duration. It includes movement at the HQs (from place of work to other places e.g. (J-2 to Collectorate, Kota Jn, Post Office etc etc and back), for official work.

2.4 Official work – Any assignment connected with activities of any Department of the Resonance as a whole.

2.5 Transfers – Movement of any employee from his/her present place of posting (city/town) to another city/town where his/her [place of work (HQ) has been changed by an order of the competent authority of the Institution in the interest of the Organisation.



HR/P/TA-2/11

2.6 Day − A calendar day beginning and ending at midnight. This is for general reckoning only. For the purpose of calculating Daily Allowances (D.A.) day is to be calculated for a period of 24 Hrs from the scheduled/actual time of departure from the Head Quarters in respect of any particular tour/transfer, and back.

2.7 Head Quarters (H.Qs) – The normal place of work of an employee except the place of work

as on tour.

2.8 Family − An employee's spouse (one), legitimate children and step children wholly dependent on the employee up to the age of 21 years, adopted child/children in the case of an employee who has no child and the adoption is legal and the child/children are up to 21 years of age and residing with and are wholly dependent on the employee.

2.9 Employee − Any person appointed to any service or post in connection with the affairs of the Institution.

2.9 Pay − The amount drawn monthly by an employee as basic pay in the grade applicable to the post held by him or her and include Special Pay, Deputation pay, Personal Pay, pay and any other emoluments which may be termed as “pay”, by the Institution for this purpose.

2.10 Traveling Allowance − Fare, transportation charges, daily allowance and other expenses incurred by the employee in connection with the Institution's work which are admissible as per these rules and are not intended to be a source of profit.

2.11 Controlling Officer − The Officer to whom powers have been delegated by the Management/ Managing Director to countersign the Traveling Allowance (TA) claims of the employee.

2.12 Daily Allowance − An allowance for each day of absence from Head Quarters (H.Qs) on duty at a place beyond a radius of 25 kms and falling outside its Municipal limits. It is intended to cover the daily expenses on lodging, boarding and other miscellaneous expenses in consequence of such absence. It is not drawn except when an employee is on official tour.

2.13 Daily Allowance within municipal limits of Metro cities beyond a radious 50 Kms may be paid depending upon the circumstances of the case with the permission of the Managing Director or the competent authority authorised by the Managing Director..

2.14 Stage carriage − a bus or other public conveyance plying on hire.

3. CLASSIFICATION

3.1 Employees − for the purpose of Traveling Allowance (TA), employees of the Institution are classified in the following Grades (Appendix 'A' ).

3.2 Cities/Towns − For the purpose of Tours Allowance (TA), the places – Cities/ Towns etc; have been classified on the basis of :

i) Cost of living, and

ii) Population (census 2001) with average 2.5 to 3% growth per annum.

Iii) Approved by Government of India, Department of Public Enterprises O.M. No.2(21)/E.II.(B)/2004 dated 18th November 2004 as at Appendix 'B'



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4. ENTITLEMENTS

4.1 Different level of employees are entitled for following modes of transport (travel) while on official tourr or on transfer, or on joining duty on first appointment (if specifically permitted), from their place of work (Head Quarter) to the place of visit/ posting: - (Appendix 'C' )

4.2 Local journey while on official tour at the place of visit − From residence to Bus Stand/ Railways station/ Airport at Head Quarter, and from Bus Stand/ Railway Station/ Airport to the place of stay, and to different places of visit and back to the place of stay at the place of visit, and back up to residence of the employee at his Head Quarter (HQ).- (Appendix 'D' ).

HR/P/TA-1/09

4.3 Upper Limit for Daily Local Conveyance Allowances (DLCA) in the Touring City. - ( Appendix 'E' ).

4.4 Accommodation at the place of visit − Permissible Accommodation in Various Cities during outstation travel: - (Appendix ' F' )

4.5 Daily Allowance (D.A.) : - (Appendix ' G' ).

4.6 Other Expenses

a) Other expenses are reimbursable at actuals on production of bills, provided the same are legitimate, essential, reasonable and directly connected with the official business of the Institution, such as phone calls, telegrams, fax, e-mails, SMS, typing, Zerox etc.

b) Airport Tax, Passport and Visa charges in connection with foreign travel.

c) Charges of excess baggage relating to the Institutional luggage

d) Toll tax and parking charges for vehicles while on official job.

e) Laundry charges at actuals on production of bill in case the absence from Head Quarter (HQ) is for five days or more, only for level I to level III employees.

f) Exchange of currency, automatic teller fee, tips charges etc; on production of bills at actuals.

4.6.1 General

a) When two or more employees travel and incur expenses together, only one of them, preferably the senior most, shall pay and claim the same. For this, he should mention name/(s) of his co-travelers in his reimbursement claim.

b) Generally official tour shall not coincide with leave or personal work except in emergent cases and with prior approval of the Competent Authority.

c) Agency charges, if any, for booking and cancellation of official journey tickets will be reimbursed on production of proper receipts.. Similarly, cancellation amount charged by the Railways in case of cancellation of official journey ticket for official reasons shall also be reimbursed on production of proper receipts.



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d) Details of all expenses incurred on official tour should be submitted to the Accounts Department in the prescribed Traveling Allowance (TA -01) Bill form within seven days of the return from tour to Head Quarter (HQ).

e) If the Traveling Allowance (TA) Bill is not submitted within seven days, of the return from tour, the full amount advanced for this purpose will be recovered from the salary of the concerned employee .

f) For all official tours, prior approval from the Controlling Officer/Competent Authority should be taken on the prescribed Tour Programme form. (TA-01)

g) On approval of the Tour Programme/ Transfer order, by the Competent Authority an employee may draw advance towards anticipated expenditure as under:

i) Anticipated expenditure on fare - Full amountii) Anticipated Hotel charges & Daily Allowance (DA) - Full amountiii ) Anticipated expenditure on transportation on personal effects - 3/4th amount

4.6.2 Travel on Transfer/ first joining the duty

a) On specific written permission of the Competent Authority, an employee, on joining duty on first appointment, will be entitled to travel by the same mode and class of transport as admissible to the level of his category of employees in this Institution under these rules,

b) All transfers must be in the interest of the Institutional work under the orders of the competent authority.

c) The employee and the members of his/her family shall be entitled to travel by the same mode and class of accommodation as if he is on tour.

d) The employee shall draw Daily allowance (DA) at twice the ordinary rate applicable for the period spent in transit from present Head Quarter (HQ) to the new Head Quarter (HQ) for self only.

e) The employee may be allowed Daily Allowance and Hotel charges for self only as per his entitlement under this Tour Policy up to the period of first fifteen days at his new place of posting on transfer depending on the circumstances of the case, on the approval of Competent Authority.

f) Transportation of household goods, two and four wheelers will be reimbursed as under, subject to production of bills/receipts

Items Entitlement

Household items, two or four wheelers

By road transport carrier or goods train at actuals

Packing , loading and unloading

Limited to one month's basic pay of the employee or at actuals, whichever is lower.

Transit Insurance, Octroi At actuals



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g) An employee on transfer from one station to another shall be eligible for six days joining time for preparation and settlement including any holidays except Sunday plus one day each for journey of 400 kms or fraction thereof..

4.6.3 Journey at Headquarters (local journey)

a) Use of Institution's vehicle – An employee may make use of Institution's conveyance, subject to availability, from his regular place of duty to any place required to be visited, for official purposes

b) Use of own car/ scooter /motor cycle – An employee can perform local journey by his own car/ motor cycle/scooter etc.,for official purposes and may claim mileage allowance at the following rates, after the claim is duly certified and countersigned by his Controlling Officer:

Mode of conveyance Admissible rates

Motor Car Rs.8/- per k.m. (applicable for employees of level I, II and III

Scooter/ Motor cycle/ Moped Rs.5/- per k.m. (applicable for employees of all levels)

NOTE:-Registration number of vehicle used for official purpose should be mentioned in the reimbursement form and the claim form be countersigned by the his Controlling Officer.

5. Reimbursement Standards

5.1 It is the policy of the Institute that all official travel shall be properly authorized, reported, and reimbursed in accordance with this Policy Document. Under no circumstances, shall, expenses for personal travel be charged to, or be temporarily funded by the Institute, unless otherwise noted in this Policy Document.

5.2 When an Institution's employee travels under the sponsorship of a non-Institutional entity, travel expenses, including advances, pre-payments or billings, shall not be charged to an Institution account or billed to the Institute;

5.3 Institution's employees traveling for official purpose, shall observe normally accepted standards of propriety in the type and manner of expenses they incur. In addition, it is the traveler's responsibility to report his or her actual travel expenses in a responsible and ethical manner, in accordance with the regulations set forth in this Policy.

5.4 Approval of Travel Expense Voucher(TEV) − The Travel Expense Voucher must be approved for payment by the Head of traveler's department or by a person to whom the Managing Director has delegated such authority or by someone to whom such authority has been officially redelegated by the Managing Director. This authority, duly signed by the Managing Director of the Institution, must be made available to the F&A Department.

The Travel Expense Voucher(TEV) should not be approved by any junior employee to the traveller. Employees delegated with the authority to approve travelling programme, shall not approve their own tour programme. It will be approved by the Authority to whom he reports administratively. In addition, travelers may not approve the travel of a near relative e. g. spouse or equivalent, child, parent, etc.



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5.5 Reporting Tour Expenses

A Tour Expense Voucher (TEV - TA-02) shall be used, to account for all travel advances and expenses incurred in connection with official tour.

5.6 Reporting period

The Tour Expense Voucher must be submitted to the Institute’s Accounts Department within seven days of the end of a trip unless there is recurrent travel, in which case vouchers may be aggregated and submitted monthly. When a trip lasts for more than 90 days, the traveller must submit a quarterly report of expenditure to the Institute’s Account Department.

5.7 Completion of a Travel Expense Voucher

The total amount of all expenses and advances pertaining to a particular trip must beaccounted for when submitting a Travel Expense Voucher except for trips that require quarterly reporting.

All expenses for a trip should be reported on one Travel Expense Voucher. Supplementary vouchers may be submitted, if necessary, but must be clearly marked "Supplementary" and must identify the main voucher submitted in connection with the travel.

5.8 Substantiation of Expenses

a) Complete details of actual expenses while on tour should be clearly mentioned in the Traveler's Actual Expenses Bill form (TAEB, TA-04)

b) When any personal leave is taken while on official travel , the number of days personal leave must be specified on the TAEB form and Daily Allowance should not be claimed for that period unless any specific official task is completed with permission of Competent Authority.

5.9 Documentation Requirements

a) Receipts

The original receipts of the following must be submitted with the Traveler's Actual Expenses Bill form (TAEB, TA-03) :

i) Receipts for all Bus/ Train/ Airline expenses.

ii) Receipts for all lodging expenses incurred for domestic travel, except where Daily Allowance (DA) is authorized for lodging expenses (i.e. long-term travel, use of non-commercial facilities etc.).

Iii) Since hotel receipts may include charges that are not reimbursable, the traveler shall not be reimbursed for lodging expenses unless the receipt presented by the traveler contains itemized charges for the room, e.g., taxes, telephone, etc.

- Receipts for all rental car expenses. - Receipts for exceptional meal expenses at actual.

- Receipts for local transportation costing as per standard or more.



HR/P/TA-2/11

- Receipts for each miscellaneous expense as actual.

- Receipts for all private vehicle parking expenses.

- Receipts for all extraordinary items, such as repair of ccidental car damage, supported by appropriate justification.

- Receipts for gifts provided to a Guest host costing as actual.

- An agenda, itemized receipt, or other supporting documentation for all official registration fees.

- Any reimbursable item not specified above as actual

b) Loss of original Receipts

When original receipts are required but cannot be produced or have been lost and all measures to obtain duplicate receipts have been exhausted, an under taking should be provided explaining why such receipts are not being submitted with the Traveller's Actual Expense Bill. The statement must include a certification that the amount shown in the Bill is the actual amount paid and that the traveller has not and will not seek reimbursement from any othersource.

c) Certification of Travel Expense

The traveler must sign the Traveler's Actual Expense Bill (TAEB) certifying that the amount claimed is a true statement of the expenses incurred by him on officialbusiness and that all required original receipts have been submitted.

Submission of the Traveler's Actual Expense Bill under a traveler’s authorization will be considered certification “that the traveler has incurred the expenses being claimed. in accordance with Travel Rules on authorized signature.”

d) Return of excess advance amounts

If the amount of an advance exceeds the amount reimbursable, it should be returned along with the submission of Travel Expense Voucher.



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APPENDIX - A

CLASSIFICATION OF EMPLOYEES (GRADES) (For The Purpose of Official Travel)

Sr No Level ACADEMICS (IIT-JEE Division)

ACADEMICS (PCCP DIVISION)

NON-ACADEMICS(ALL DIVISIONS)

1 I Chairman, Managing Director & Executive Director

- -

2 II Directors (all grades) - Directors (all grades), Chief Executive Officer(CEO)

3 III Professors (all grades) Assistant General Manager (all grades)

Presidents (all grades),Vice Presidents (all grades)General Managers (all grades)

4 IV Lecturers (all grades) Head of Programme (HOP),Senior Lecturer

Functional Heads (FHs),Chief Manager,Sr Manager, Manager

5 V Sr Academic Associates,Academic Associates

Lecturers, Deputy Lecturers,Associate Lecturers,Assistant Lecturers

Dy Manager, Associate Manager,Assistant Manager

6 VI Sr Teaching Assistants,Teaching Assistant

Sr Academic Associates,Academic Associates,Sr Teaching Assistant,Teaching Assistants

Executives (all grades)

7 VII - - Office Associates,Office Assistants and Drivers (all grades

8 VIII - - Attendants, Guards and other Front line staff(all grades)



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APPENDIX - B

CATEGORIZATIONS OF CITIES/ TOWNS

Sr No

Category of city/towns

Names of Cities and Towns

1 A-1 Top 10 Metropolitan/high cost cities of the country such as Delhi-NCR, Mumbai-Thane, Kolkata-Howrah, Chennai, Bangalore, Hyderabad-Secunderabad, Ahmedabad, Pune, Surat, Chandigarh (Annexure I)

2 A All State/Union Territory Capitals− Cities (other than A+ category )having population above20 lacs

(Annexure I)

3 B-1 − Cities (other than A+,A and State/U.T. Capital categories)having population between 10 to 20 lacs

(Annexure I)

4 B-2 - Cities (other than A+,A, B+ and State capitals category)having population between 5 to 10 lacs . (Annexure I)

5 C -Cities/Towns (other than A+,A,B+,B and State capitals category) having population less than 5 lacs (Annexure II)



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APPENDIX – C

ENTITLEMENT HIGHEST LIMIT FOR MODE OF TRAVEL FOR DIFFERENT LEVELS

Sr No

Level By Road By Rail By Air

1 I

Own Car (AC)Hired Taxi (AC)Any other Mode of AC-Sleeper

First Class AC- Sleeper Any Class (Business/Economy)

2 II


First Class AC- Sleeper Business Class (with prior approval of MD)Economy Class

3 III


Second Class AC- Sleeper

Economy Class

4 IVHired/Shared Taxi (AC)AC-Sleeper in Public Transport (Bus)

Third Class AC- Sleeper

Not Permissible May be permitted only in exceptional and/ or emergency cases with prior permission of reporting authority.

5 VHired/Shared Taxi (AC)AC-Sleeper in Public Transport (Bus)

AC- Chair CarSecond Class Sleeper(Non-AC)

Not Permissible May be permitted only in exceptional and/ or emergency cases with prior permission of reporting authority.

6 VIHired/Shared Taxi (AC)AC-Sleeper in Public Transport (Bus)

Second Class Sleeper (Non -AC)

Not Permissible

7 VIINormal Public Transport Sitting/ Express Bus)

Second Class Sleeper (Non- AC) with prior permissionSecond Class-General

Not Permissible

8 VIIINormal Public Transport Sitting/ Express Bus)

Second Class-General Not Permissible

NOTE:- a) For travel, shortest route but faster mode of transport should be adopted as far as possible.

b) Employees should travel in their entitled or lower class only, but in emergent cases higher class of travel may be availed of with permission explaining the reasons for doing so.

c) Every employee has to submit a ticket for traveling in the entitled class or above. d) Bills for all actual expenses should be enclosed with TA Bill claim.



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APPENDIX D

ENTITLEMENT LIMIT- LOCAL JOURNEY (HQ) AND AT PLACE OF VISIT

Sr No Level By Road By Train

1. I• Own Car (AC)• Hired Taxi (AC)• Public/ Other Transport Mode (AC)

• First Class / AC

2. II• Own Car (AC)• Hired Taxi (AC)• Public/ Other Transport Mode (AC)


3. III• Own Car (AC)• Hired Taxi (AC)• Public/ Other Transport Mode (AC)


4. IV• Hired Taxi (AC)• Auto Rickshaw • Public/ Other Transport Mode (AC)

• First Class/ Non-AC

5. V• Auto Rickshaw • Public/ Other Transport Mode

(Express/Non-AC)• Second Class

6. VI• Auto Rickshaw • Public/ Other Transport Mode

(Express/Non-AC)• Second Class

7. VII• Manual Rickshaw • Public/ Other Transport Mode

(General)• Second Class

8. VIII • Public/ Other Transport Mode (General)

• Second Class

NOTE:- a) Every employee has to submit a bill for hiring taxi giving its registration number, amount and other details.b) For traveling by auto also, its registration number and amount has to be mentioned in the TA Bill



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APPENDIX - E

HIGHEST LIMIT FOR DAILY LOCAL CONVEYANCE ALLOWANCES (DLCA)

Sl No

LevelCity of

A+ Category City of

A Category City of

B+ Category City of

B Category City of

C Category

1 INo upper limit- at Actual

No upper limit- at Actual



No upper limit- at Actuals

2 II Rs.3,000.00 Rs.2,250.00 Rs.1,800.00 Rs.1,500.00 Rs.1,200.00

3 III Rs.2,250.00 Rs.1,800.00 Rs.1,500.00 Rs.1,200.00 Rs.900.00

4 IV Rs.1,200.00 Rs.900.00 Rs.750.00 Rs.600.00 Rs.450.00

5 V Rs.450.00 Rs.450.00 Rs.400.00 Rs.400.00 Rs.300.00

6 VI Rs.400.00 Rs.400.00 Rs.300.00 Rs.300.00 Rs.250.00

7 VII Rs.300.00 Rs.300.00 Rs.250.00 Rs.250.00 Rs.150.00

8 VIII Rs.250.00 Rs.250.00 Rs.150.00 Rs.150.00 Rs.100.00

Note: The amount of DLCA to be reimbursed will be at actuals limited to ceiling fixed above, whichever is less.



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APPENDIX - F

PERMISSIBLE ACCOMMODATION ALLOWANCE

PERMISSIBLE ACCOMMODATION IN VARIOUS CITIES DURING OUTSTATION TOURS(on per day basis – in Indian Rs. including all taxes)

Sl No

Level

City of

A+ - Category

City of

A - Category

City of B+ - category

City of

B - Category

City of

C - Category

1 I At Actuals At Actuals At Actuals At Actuals At Actuals

2 II Rs.6,000.00 Rs.4,500.00 Rs.3,750.00 Rs.3,000.00 Rs.2,250.00

3 III Rs.4,500.00 Rs.3,750.00 Rs.3,000.00 Rs.2,250.00 Rs.1,800.00

4 IV Rs.3,750.00 Rs.3,000.00 Rs.2,250.00 Rs.1,800.00 Rs.1,500.00

5 V Rs.2,250.00 Rs.1,800.00 Rs.1,500.00 Rs.1,200.00 Rs.900.00

6 VI Rs.1,800.00 Rs.1,500.00 Rs.1,200.00 Rs.900.00 Rs.750.00

7 VII Rs.1,500.00 Rs.1,200.00 Rs.900.00 Rs.750.00 Rs.600.00

8 VIII Rs.1,200.00 Rs.900.00 Rs.750.00 Rs.600.00 Rs.450.00

NOTE: For stay in hotel, bills have to be attached with the TA Bill



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APPENDIX - G

DAILY ALLOWANCE (DA)

PERMISSIBLE DAILY ALLOWANCE (DA) DURING OUTSTATION TOURS

NOTE:- a) Daily Allowance covers the boarding expenses including Breakfast, lunch, afternoon tea and

dinner etc. No separate incidental charges will be payable other than DA applicable for the place.

b) Full Daily Allowance will be payable for tour at a distance of 100 kms and absence of 12 hours and more from the HQ.

c) For tour of less than 100 kms and absence of 12 hours from the HQ only half DA will be paid

d) No DA will be payable for journey within the Municipal limits of the HQ.

e) When an employee, while on tour, is treated as Guest of any Company etc; the Daily Allowance will be payable as under:

i) When only free boarding is provided - ½ DA

ii) When both boarding & lodging are provided free - ¼ DA


Sr# Level City ofA+ Category

City ofA Category

City of B+ Category

City of B Category

City of C Category

1. I At Actuals At Actuals At Actuals At Actuals At Actuals

2. II Rs.1,500.00 Rs.1,350.00 Rs.1,200.00 Rs.1,050.00 Rs.900.00

3. III Rs.1,350.00 Rs.1,200.00 Rs.1,050.00 Rs.900.00 Rs.750.00

4. IV Rs.1,200.00 Rs.1,050.00 Rs.900.00 Rs.750.00 Rs.600.00

5. V Rs.1,050.00 Rs.900.00 Rs.750.00 Rs.600.00 Rs.450.00

6. VI Rs.900.00 Rs.750.00 Rs.600.00 Rs.450.00 Rs.375.00

7. VII Rs.750.00 Rs.600.00 Rs.450.00 Rs.375.00 Rs.300.00

8. VIII Rs.600.00 Rs.450.00 Rs.375.00 Rs.300.00 Rs.225.00


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( TA-01)

TOUR PROGRAMME FORM

1. Name of the employee_________________ 2. Employee Code No.__________

3. Designation _________________________. 4. Department_________________

5. Places to be visited__________________________________________________________

6. Purpose of visit_____________________________________________________________

7. Details of proposed journey:___________________________________________________

Departure from Mode of travel Rail/Road/Air Arrival at

Station Date Time (Hrs) Station Date Time (Hrs)

1 2 3 4 5 6 7

8. Amount of T.A. Advance required: Rs.__________

9. Amount of previous T.A. Advance, if any, outstanding Rs.__________

Signature of the employee proceeding on tour.

Above tour program is approved/not-approved

CONTROLLING OFFICER.



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(TA- 02)

TRAVELLING EXPENSES BILL

1. Name of the employee_________________ 2. Employee Code No.___________

3. Designation _________________________. 4. Department_______________

5. Places to visited______________________ 6. Approving Authority___________

7. Purpose of visit______________________

PARTICULARS OF JOURNEY & HALT

Fare paid

Distance travelled by road

Number of days for which D.A. Is

admissible

Local travel

expenses(TA-03)

Actual expenses(TA-04)

Total Remarks DEPARTURE

FROM

MODEOF

TRAVELARRIVAL AT

At higherrate

At lowerrate

Station Date TimeRail/

Road/Air

Station

Date Time

1 2 3 4 5 6 7 8 9 10 11 12 13 14

Rail/Air/Sea fare (Col.8) Rs.___________Road mileage (Col 9,10) Rs.___________Daily Allowance for______days @ Rs.______ (Col 11) Rs.__________Local Travel expenses (Form No. F&A,TA-03)Actual expenses, if any, (Form No. F&A,TA-04) (Col 12) Rs.____________Total expenditure (Col 13) Rs.____________

(-) Less advance and any other deductions Rs.____________

Net claim Rs.____________

SIGNATURE OF THE TRAVELLING EMPLOYEE SIGNATURE OF HOD

______________________________________________________________________________________

FOR USE IN ACCOUNTS DEPARTMENT

Passed for Rs._____________________ Chargeable to head of A/c_______________

Please Pay cash/cheque

DEALING ASSISTANT PASSING OFFICEER



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(TA-03)

DETAILS OF LOCAL TRAVEL EXPENSES

1. Name of the employee_________________ 2. Employee Code No.___________

3. Designation _________________________. 4. Department__________________

5. Details of expenses incurred during the tour period. _____________________________

Dates Places visitedMode of

conveyancePurpose in brief

Amount spent

Remarks

From To Distance

1 2 3 4 5 6 7

Total

Certified that the actual expenses claimed above have been actually incurred by me during my tour.

SIGNATURE OF TRAVELLING EMPLOYEE SIGNATURE OF HoD

NOTE: a) In case some Institutional goods are carried, its description and approximate weightmay please be mentioned.

b) Telegram/Trunk Call/Fax/e-mail/SMS/ Phonogram expenses bills be enclosed.



HR/P/TA-2/11

(TA-04)

DETAILS OF ACTUAL EXPENSES

1. Name of the employee_________________ 2. Employee Code No.____________

3. Designation _________________________. 4. Departmen t__________________

5. Place of visit ________________________ 6. Purpose of visit._______________

DatePurpose Amount spent

Remarks, if any

1 2 34

Total amount Rs.

SIGNATURE OF THE EMPLOYEE SIGNATURE OF (HoD)

NOTE:- a) Specific purpose to be given in Col.5. The word “official” only may not be sufficient except in the case of trips of confidential nature. Specific reason should be mentioned.

b) This claim should be submitted in duplicate. Duplicate copy may be a truly attested copy and need not be initialed by the Controlling Officer.



HR/P/TA-2/11

PROCEDURE AND PRACTICAL EXAMPLE AS TO HOW THE TOUR PROGRAMME IS TO BE APPROVED, EXPENSES CLAIMED, PASSED FOR PAYMENT AND PAYMENT, IF ANY, TO BE MADE. .

1. As and when any eventuality arises for a job to be done outside the HQ of the employee aTour Programme has to be prepared in form TA-01.

2. The filled in Tour Programme has to be submitted for approval through proper channel to the HoD/approving authority.

3. After approval of the Tour Programme, it has to be submitted to the F& A Department for tour advance, if any, reqiored.

4. Accounts Department will pay the tour advance required as per the anticipated expenses according to the entitlement of the employee proceeding on tour.

5. The employee shall proceed on tour as per the programme and obtain receipts of all expenses incurred by him on behalf of the Institution.

6. The traveller (employee) will submit complete bill for the expenses incurred by him in the Travelling Expenses Bill form (F&A, TA-02), duly signed by his HoD to the F&A Department alongwith the amount, if any, remained unspent out of the tour advance, if any, taken by him.

7. F&A Department will check the expenses as per entitlement of the employee as per TA Policy pass the bill and adjust the amount passed as per Policy against the Tour Advance paid to the employee. If any amount remains to be paid to the employee, it should be paid within three days of submission of the Bill.

8. PRACTICAL EXAMPLE

a) If an employee of level II of Academic Department is asked to proceed on tour to Jaipur then, following steps will be taken in sequence:

b) Prepare tour programme in form F&A- TA-01, fill in all columns, sign and get it signed by his HoD (M.D.) and submit to F&A for advance, if required.

c) F&A Department will pay the tour advance as per his entitlement according to the TA Policy. (suppose Rs.10,000/- paid as advance)

d) Employee will proceed on tour, complete the task assigned and come back.

e) After return to HQ, he will prepare the Bill for travel expenses incurred by him in form F&A – TA-02 as per columns provided therein.

f) Amount spent on local travel from residence to Bus/Railway station/Airport at HQ, Bus/ Railway station/ Airport to place of stay (Hotel etc), hotel to place of visits and back to hotel, hotel to Bus/ Railway station/ Airport at the place/places of visit, Bus/ Railwaystation/ Airport to residence at HQ of the employee have to be claimed as per actuals, limited to his entitlement. Receipts of all local travel expenses particularly for Car Taxi. Total of such local travel expenses is to be included in form No.TA-02 at the column provided



g) Actual expenses,if any, incurred are to be shown in form No. F&A; TA-04 and the total of such expenses will be shown in form No. TA-02 in column No.13.

h) Form No.TA-3 and 4 along with bills of local travel and actual expenses are to be enclosed with the form No. TA-2 and submitted to F&A Department within one week after return from tour.

i) F&A Department will pass the bill as per entitlement of the employee in accordance with the provisions contained in the TA Policy and make payment accordingly to the individual.

__End__


HUMAN RESOURCES DEPARTMENT - Resonance Kotaresoweb.resonance.ac.in/policies/TravelPolicy.pdf · HUMAN RESOURCES DEPARTMENT ... 13 Tour programme form - TA-01 17 14 Travelling Expenses

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HUMAN RESOURCES DEPARTMENT - Resonance Kotaresoweb.resonance.ac.in/policies/TravelPolicy.pdf · HUMAN RESOURCES DEPARTMENT ... 13 Tour programme form - TA-01 17 14 Travelling Expenses