Travelling Allowance Rules

TRAVELLING ALLOWANCE RULES

1.0 Short title

These Rules shall be called 'POWERGRID Travelling Allowance Rules'.

2.0 Applicability

These rules shall be applicable to all employees of the Company including:

1) Lien holders;

2) Deputationists on Foreign Service terms, unless their terms of deputation

provide otherwise;

3) Apprentices/Trainees engaged under Company's own training schemes;

These rules shall not be applicable to:

i) Apprentices engaged under the Apprentices Act, 1961; and

ii) Muster-Roll, Daily-Rated, Casual, Badli or Substitute employees save and

except to the extent specifically mentioned in these rules.

2.1 These rules shall also be applicable to:

i) Persons appointed on contract, unless otherwise specified in the terms of

their contracts;

ii) Candidates called for appearing in a test/interview conducted by the

Company; and

iii) Any other person or class of persons to whom these rules are so extended
by specific order(s) of the Chairman and Managing Director.

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Travelling Allowance Rules

CHAPTER - I

3.0 Scope
3.1 The provisions of this Chapter shall be applicable to journeys performed by the
employees to places beyond a radius of 30 kms from the Headquarters or outside
municipal limits of the Headquarters, whichever is more for purpose specified
hereinafter.

4.0 Definitions
In these Rules, unless the context otherwise requires:

4.1 "Company/Corporation" means the Power Grid Corporation of India Ltd.

including the Regions/substations under its management.

4.2 "Controlling Officer" means the officer empowered to approve and/or

countersign the Travelling Allowance claims (including advance) in respect of
employees working under him, in accordance with the powers delegated from
time to time for specified purposes under these Rules.

4.3 "Day" means a calendar day beginning and ending at mid-night. This is for
general reckoning only.

4.4 "Family" means an employee's spouse residing with the employee and legitimate
children (including step children and legally adopted children) parents,
unmarried sisters and minor brothers, provided that the concerned member is
residing with and wholly dependent upon him.

4.4.1 However, till such time the Company's special facility of housing/house rent
allowance for retention of family at a place other than the place of posting of the
employees is in existence, the condition of 'residing with the employee' will not be
essential for such employees as are allowed to retain their family under the
provisions of such special facility.

4.4.2 Only one wife is included in the term 'family' for the purpose of these Rules.

4.4.3 Legitimate children do not include adopted children except those legally
adopted.

4.4.4 Step children include the children of the spouse from a previous marriage, where
the same was dissolved due to legal divorce or death of the other party to such
marriage.

4.4.5 “Minor” means a person below 21 years of age.

4.4.6 The criterion for judging the dependency Rs. 3000/- p.m or otherwise of a family
member of an employee will be the monthly income of the concerned family
member. A family member will be deemed to be dependent upon the employee
if his/her income from all sources is not more than Rs. 3000/- p.m. In case of

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Travelling Allowance Rules

parents, the income of both father and mother jointly will be taken into account
for this purposes.

4.4.7 Where both husband and wife are employed in the Company, the dependent
parents of either of the spouses may be treated, at their option, as parents for the
purpose of these Rules.

4.5 "Headquarters" means the normal place of duty of an employee. In case of an

employee deputed for training in India or abroad, the Headquarters will mean
the place of duty from where he proceeded on training unless the same is
changed in respect of an employee sent on long-term training or assignment by
a specific order of the Head of Region.

4.5.1 In respect of an apprentice/trainee, the Headquarters shall mean the place of

training at which he is posted for undergoing long duration (more than 30 days)
apprenticeship/training.

4.6 "Head of Region" means the concerned Functional Director/ Executive

Director/Chief General Manager or any other Executive to whom the power is
delegated by Chairman and Managing Director for the purpose of these Rules.

4.7 "Management" means the Board of Directors and if authorised by the Board, the
Chairman and Managing Director of the Company for the purpose of these Rules.

4.8 "Official Tour" means absence on duty of an employee from his Headquarters.

4.9 "Pay" means basic pay together with personal pay, special pay, deputation (duty)
allowance, dearness pay and officiating pay, if any.

4.9.1 In case of a re-employed pensioner, pension and pension equivalent of

retirement benefits will also be considered as pay, provided and to the extent,
the same has been taken into consideration for fixation of his basic pay. In such a
case, if the sum of his pay plus pension exceeds the pay of the post, if it is on a
fixed rate of pay or the maximum pay of the post, if it is on a time scale of pay,
such excess shall be ignored.

4.9.2 For muster roll, daily rated, casual, badli or substitute employees, pay means the
amount arrived at by multiplying their daily rate of wage by 26 (twenty six) or 30
(thirty), as the case may be, depending upon the manner of calculation of their
daily wage-rates.

4.10 [‘Principal Cities’ definition deleted vide Circular No. 554/2023 dated 06.01.2023]

4.11 "Shortest Route" means the route which is shortest in terms of distance.

4.11.1 The route by which the destination can be reached most speedily by rail/air as
per entitlement, even if longer, will be deemed to be the shortest route for the
purpose of these Rules. In respect of a road journey, it means the route which is
shortest in point of time by entitled mode of travel.

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Travelling Allowance Rules

4.11.2 Keeping in view the locations of various destinations, availability of various means
of transport and other relevant factors, the Chairman and Managing Director
may declare from time to time specific routes which, though not shortest, will
deem to be shortest routes for the purposes of all or any of the journeys mentioned
in these Rules.

4.12 "Transfer" means the movement of an employee from one Headquarters station
at which he is posted to another station to which his former Headquarters have
been changed or where he is ordered to take up the post.

4.12.1 Notwithstanding the above definition of transfer, the movements of an

apprentice/a trainee, engaged under the Company's own training scheme,
during the period of training as well as that for joining his duties at the place of
posting in consequence of final appraisal and placement etc. shall be not be
treated as transfer.

5.0 Entitlement of Travelling Allowance on official tours within India

An employee on official tour will be entitled to Travelling Allowance which is
intended to cover expenditure incurred in connection with journeys performed
for the Company's work, as provided hereinafter.

5.1 Reimbursement of journey fares

5.1.1 The reimbursement of fares for journeys performed between the Headquarters
station and tour station by the employees of various Levels/Pay ranges by
different means of transport shall be as per the following entitlement, subject to
actuals:

5.1.2 Nature of Entitlement

(i) Journey by Air

Sl.No: Level/ Pay Range (Rs.) Class of Travel

A Employees
1. Those in the Level of E9 Executive Class
and above1
2. Those in the Level of E6 to Economy Class
E8
3. Those in the level of E2 to Economy Class while on Business
E52 tours or training.
For all other purpose including
sports, culture events, etc. they shall
be allowed to travel by their normal
entitlement of I- class/ AC-II tier by
train.

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2
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3Air travel facility(economy class) shall also be extended to other employees in

following conditions:

• Trainees in executive category, on official tours and trainings, including reporting

for initial joining.
• 4All participants in the next-innings program, alongwith their spouse.

• Workmen union members of POWERGRID National Bipartite Committee, for

attending the committee meetings.
• Representatives of Supervisors Association, called for meetings with Corporate
level management.
• Association members/Representative employees, called for attending meetings
with National Commissions/Parliamentary Committees for SC/ST/OBC/
Minorities/PwD or meetings with Corporate level management

(ii) Journey by Rail

Sl.No: Level / Pay Range (Rs.) Class of Travel

A. Employees
1. Those in the Level of E8 (Sr. ACC I Class
GM/CGM) and above
2. Those in the Level of E6 – E8(GM) AC II Tier
3. Those in the Level of E2-E5 I Class/ AC II Tier
4. All Supervisor I Class/ AC II Tier
Workmen: W7 & above 5(joined
on or after 01.01.1997)
Workmen: drawing pay not less
than Rs. 37,160/-(joined prior to
01.01.1997)
5. Workmen: W6 to W1 (joined on or AC III Tier/ Sleeper Class
after 01.01.1997)
Workmen: drawing pay below Rs.
37,160/-(joined prior to
01.01.1997)
6. 6W0 Ordinary Sleeper Class
B Trainees
1. Executive Trainees I Class/ AC II Tier
2. Assistant Engineer Trainees I Class/AC II Tier
3. Supervisor/ Diploma Trainee and II Class
Artisan Trainee/ ITI
C DAILY RATED / MUSTER ROLL ETC II Class
EMPLOYEES

3
Cir No. 551/2022 dated 15.12.2022
4
Cir No. 608/2024 dated 18.04.2024
5
Approval dated 09.12.2022
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Travelling Allowance Rules

(iii) Journey by Road

Sl.No: Level / Pay Range (Rs.) Class of Travel

A. Employees
1. E6 and above Actual Taxi Fare
2. E4-E5 7Actual Taxi Fare limited to

Rs.6.10/ Kms
3. E3 Fare of a single seat in taxi
availed limited to Rs.2.30
/kms or actual bus fare.
4. E2; Fare of a single seat in taxi
All Supervisors; availed limited to Rs.1.10/
Workmen: W7 and above (joined Kms or actual bus fare.
on or after 01.01.1997)
Workmen: drawing pay not less
than Rs. 37,160/- (joined prior to
01.01.1997)
Workmen other than those Actual Bus Fare
mentioned at Sl.No:4 above.
B Trainees
1. Executive Trainees Fare of a single seat in taxi
availed limited to Rs.1.10/
Km or actual bus fare.
2. Assistant Engineer Trainees Fare of a single seat in taxi
availed limited to Rs.1.10/
Km or actual bus fare.
3. Supervisor/ Diploma Trainee and Actual Bus Fare
Artisan Trainee/ ITI
C DAILY RATED / MUSTER ROLL ETC Actual Bus Fare
EMPLOYEES

5.1.3 For places which are not connected by rail but which are connected with the
railway system by steamer, if the steamer service is not owned by the railways or
for journeys otherwise by sea, the reimbursement of fares for such portion of the
journey as is undertaken by steamer or otherwise by sea, in respect of employees
of various Levels/ Pay ranges shall be as per the following scale:

S.No Level/Pay Range Entitled class of travel

1 2 3
(A) EMPLOYEES
1. Those in the level of E6 and above Highest class
2. Those in the level of E3, E4 & E5 Higher class, if there are only
two classes on the vessel.
Middle or second class, if

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there are more than two

classes
3. E2; Lower class, if three are two
All Supervisors; classes only on the vessel.
Workmen: W7 & above (joined on (Middle or second class, if
or after 01.01.1997) there are three classes. Third
Workmen: drawing pay not less class, if there are four
than Rs. 37,160/- (joined prior to classes.
01.01.1997)
4. Workmen: W6 & below. (joined on Lowest Class
or after 01.01.1997)
Workmen: drawing pay below Rs.
37,160/- (joined prior to 01.01.1997)
(B) TRAINEES
5. Executive Trainees/Assistant Lower class, if there are two
Engineer Trainees classes only on the vessel.
Middle class if there are
three classes. Third class, if
there are four classes.
6. Supervisors/Diploma Trainee and Lowest Class
Artisan Trainee
(C) DAILY RATED/MUSTER ROLL ETC. EMPLOYEES
7. All pay ranges. Lowest Class

5.1.4 Where journeys are performed by road between places connected by rail, the
reimbursement as per sub-rule 5.1.2 (iii) will be restricted to rail fare as per
entitlement, subject to actual.

5.1.5 For journeys performed by road between places not connected by rail and where
road travel is customary, the reimbursement will be allowed in full as admissible
under table (iii) of sub rule 5.1.2.

5.1.6 Notwithstanding the provision contained in sub-rule 5.1.4, keeping in view the
locations of various destinations, availability of various means of transport and
other relevant factors, the Chairman and Managing Director may notify
places/stations connected by rail, in respect of which reimbursement of actual
fare may be permitted as for road journey under table (iii) of sub-rule 5.1.2 in full
for all or specified categories of employees.

5.1.7 When journey is performed by an employees in his own car/scooter/motor cycle,

reimbursement will be allowed 8@ Rs. 6.10/Km for travel by car if entitled for full
taxi; otherwise Rs.2.30/Km for travel by scooter/motor cycle, subject to restrictions
as contained in sub-rule 5.1.4 unless there is any contrary notification under sub-
rule 5.1.6.

5.1.8 The reimbursement of fare will normally be admissible by the shortest route on
through ticket basis. In exceptional cases, the concerned Head of Region may

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Travelling Allowance Rules

relax this provision in really deserving cases purely on merits but not as a general
rule.

5.1.9 Charges for sleeper accommodation, superfast train surcharge, reservation,

telegram charges by railways for booking of tickets as well as telegram charges
levied by airlines for reserving accommodation and with the approval of the
Head of Department, charges for cancellation of tickets for journeys not
undertaken due to official reasons will also be reimbursable. In addition, agency
charges paid to travel agents for booking of tickets subject to the monetary limit
as may prescribed from time to time by the Chairman and Managing Director for
each journey are also reimbursable on production of vouchers. Service charges
towards purchase of ticket under “Tatkal” service will also be reimbursed on
production of proof of payment.

5.1.10 In exceptional cases cancellation charges may be reimbursed, at the discretion

of the Controlling Officer where the journey is not undertaken by an employee
due to natural calamities or any mishap in his family.

5.1.11 Non-availability of reservation by train is not an acceptable reason for not

performing the journey connected with official work. Also, in case of non-
availability of accommodation in the entitled class and/or modes, an employee
should travel in a lower class/by a lower mode.

5.2 Reimbursement of conveyance charges

An employee will also be entitled to reimbursement of actual conveyance
charges for journeys between railway station/bus-stand/airport and
residence/place of stay either at Headquarters or tour stations and other than
official journeys performed by road at tour stations/through means of
conveyance other than Company's transport. The reimbursement shall be
regulated in accordance with the following sub-clauses:

5.2.1 For journeys to and fro railway station/bus-stand/airport, at Headquarters and tour
stations, the reimbursement will be as per the scale laid down in the table under
sub-rule 17.2.2 of Chapter II of these Rules. Notwithstanding the above provision
the employees at the levels of E3 to S1 and Executive Trainees may be reimbursed
actual taxi charges wherever three wheelers do not ply.

5.2.2 9For journeys performed by road at tour stations, the reimbursement will be
regulated as per the scale laid down in the table under sub-rule 17.2.2, subject to
the provisions of sub-rules 17.2.3, 17.2.4 and 17.2.5 of Chapter II. The
reimbursement will be limited to a maximum of Rs.2000/- at any one station, at
any one time for a continuous halt not exceeding seven days. The limit of Rs.
2000/- can be relaxed in exceptional cases by the concerned Head of
Department not below the rank of GM up to Rs. 2500/- For halts exceeding seven

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Travelling Allowance Rules

days, the limit may be raised proportionately. These limits are for journeys other
than those covered in sub-rule 5.2.1.

5.2.3 It is clarified that in case of journeys between places situated in the urban
agglomerate of 'X' class cities such as Greater Mumbai, Greater Kolkata and like
stations, journeys between places connected by rail should be undertaken by rail
only and if the journeys are performed by road between such places, the
reimbursement will be restricted to rail fare as per entitlement. However, Self-
Controlling Officers may undertake the journeys between such places by road in
exceptional circumstances at their discretion and the reimbursement will be
allowed accordingly.

5.2.4 Employees proceeding on official tour for work in the suburbs of 'X' class cities of
contiguous industrial complex should normally stay in such places where the
official work-proper is to be done. In case they choose to stay in the 'X' class city-
proper, the journeys between the place of stay and the suburbs/contiguous
industrial complex if connected by rail should be undertaken by rail, and in case
the journey is performed by road between such places, the reimbursement will be
restricted to rail fare as per entitlement. However, Self-Controlling Officers may
undertake the journey between such places by road in exceptional
circumstances at their discretion and the reimbursement will be allowed
accordingly.

5.2.5 In respect of the top officials of the Company who are entitled to staff car facility
for official duties at their Headquarters/Stations as per their terms of appointment
or otherwise, the restrictions laid down in sub-rules 5.2.2, 5.2.3 & 5.2.4 will not apply
and they will be reimbursed the actual cost of conveyance charges incurred by
them at tour stations, if not provided with staff car facility at such stations.

5.2.6 No conveyance charge for purchase, cancellation or exchange of railway ticket

either at Headquarters or tour stations will be reimbursed.

5.3 Daily Allowance

5.3.1 An employee on official tour will be entitled to daily allowance intended to cover
expenses incurred for food and incidentals in the course of travelling and for
boarding and lodging at places other than Headquarters, as provided here-in-
after:

5.3.2 For the purpose of accommodation charges and Daily Allowance (DA) under
these rules, various locations shall be classified into the following categories:

Category I X class cities

Category II Y class cities & State/ UT capitals (except X class)
Category III Z class locations except State/ UT capitals
(Note: The X, Y & Z classification is same as applicable for HRA.)

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Travelling Allowance Rules

(i) Accommodation Charges

Sl. Category of Employees Accommodation Charges subject to

No: maximum of (Rate/ Day (Rs.))
Cat I Cat II Cat III
1 CMD & Functional
Boarding & Lodging as per actuals
Directors
2 E9 16800 13200 10550
3 E8 11750 9200 7350
4 E6-E7 6700 5250 4200
5 E4-E5 5000 3950 3150
6 E2-E3 3750 2950 2350
W8/S1 and above but
7 2500 2000 1600
below E2
8 W4 to W7 2000 1600 1280
9 W3 and below 1500 1200 960
10 Trainees (Executive) 2500 2000 1600
11 Trainees (Non-Executive) 1500 1200 960
• 10All workmen representatives in PNBC shall be allowed hotel accommodation

charges & DA, as applicable to employees in E2 level, exclusively for attending

the PNBC meetings. Entitlements in all other cases shall remain unchanged.

(ii) Rates of DA

Daily Allowance will be admissible at following rate:

(a) Board Level Executives:

S.No Allowance for food & incidentals (Rs.

Per day)
Cat I & II Cat III
1. Stay in Hotel
(i) Where Lodging and Board Actual+ 700 * Actual + 550 *
charges are claimed at
actual.
(ii) Where lodging only is 1100 (DA) 900 (DA)
claimed at actual.
2. Stay in POWERGRID / PSUs/ Government- Transit Camp/ Guest
House.
(i) Where Lodging only is 1100 900
claimed at actual.

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(ii) Where Lodging and ¼ of Composite ¼ of Composite DA

Boarding are provided DA
free of cost.
(iii) Where Boarding only is ¼ of DA ¼ of DA
provided free of cost.
3. Composite DA Rs.1400 Rs.1100
*Incidentals

(b) For other employees:

Composite DA in lieu of
DA for food and incidentals accommodation
S. charges & DA
Level
No. Cat I & II Cat III Cat I & II Cat III
locations locations locations locations
(Rs./ day) (Rs./day) (Rs./ day) (Rs./day)
(i) (ii) (iii) (iv) (v) (vi)
1 E9 1320 80% of the 1650 80% of the
amount amount
2 E8 1200 1500
mentioned mentioned
3 E6-E7 1080 in column 1350 in column
4 E4-E5 960 (iii) 1200 (v)

5 E3 840 1050
6 E2 720 900
W8/ S1 &
7 480 600
above
8 W4 to W7 390 500
9 W3 & below 330 420
Trainees
10 440 560
(Executive)
Trainees
11 (Non- 300 380
Executive)

5.3.3 Actual accommodation charges limited to the amounts as shown in table 5.3.2
(i) for stay in any hotel, Company's guest house or any other guest house will be
reimbursed subject to production of receipts. The limits of accommodation
charges may be relaxed in exceptional cases on merits with the approval of the
Chairman & Managing Director.

5.3.4 The ceiling rates of accommodation charges indicated in sub-rule 5.3.2 are
exclusive of service and other similar charges/taxes related to accommodation
charges. Such charges where levied and paid will also be reimbursable to the
extent of an amount which would have been payable on the maximum amount

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Travelling Allowance Rules

of entitled accommodation charges, subject to actuals. Luxury taxes levied by

Hotels on the declared/published tariff shall be paid as per actuals. 11

5.3.5 For food and other incidental expenses, an employee will be paid DA, as per rates
mentioned in 5.3.2 (ii) (b) Column (iii) in case of stay at Cat-I & II, and 5.3.2 (ii) (b)
Column (iv) in case of stay at Cat III locations, respectively.

5.3.6 An employee who does not produce receipt of accommodation charges will be
paid composite daily allowance at the rates indicated in 5.3.2 (ii) (b) Column (v)
and (vi) for stay at Cat I & II and Cat III locations, respectively.

Provided that an employee who stays in a public sector undertaking's guest house
shall be entitled to boarding expenses as laid down in column (iii) & (iv) of sub-rule
5.3.2 (ii) (b) as the case may be in addition to accommodation charges as per
actuals subject to the limits indicated in 5.3.2 (i) as applicable.

When the family members of an employee accompany him while he is on tour

and the accommodation is hired for lodging of the employee as well as his family
members, the actual accommodation charges may be reimbursed to him in full,
without making any proportionate reduction, subject to the ceiling limits in force
from time to time. However, it would be obligatory on the part of employee
concerned to submit the hotel bill(s) clearly indicating the name(s) of the
person(s) who have shared the accommodation with him.

Family members for the above purpose would mean an employee's spouse
residing with him and legitimate children (including step children and legally
adopted children) residing with and wholly dependent upon him.

5.3.7 An employee, who having proceeded on official tour returns to his Headquarters
within a period of 24 hours from the time of his departure from his place of
work/residence, will be entitled to daily allowance, at the rate applicable to the
place of visit, on the following scales:

PERIOD OF ABSENCE (Hours) ADMISSIBLE ALLOWANCE

Less than 12 Half
12 - 24 Full

Provided that where the accommodation booking is for a full day,

accommodation charges in full will be admissible.

Notwithstanding the above, in case the absence from Headquarters involves

overnight halt, full Daily Allowance shall be admissible at the rate applicable to
the place of visit.

5.3.8 In case an employee proceeds on official tour and the period of absence from
Headquarters is for more than 24 hours from the time of his departure from his
place of work/residence, he shall be entitled to daily allowance for his day of

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departure from Headquarters, day of arrival at the Headquarters and for each
day in between as detailed hereunder:

i) DA for the day of departure - full DA if time of departure is 12:00 noon or before
and half DA if time of departure is after 12:00 noon, at the rate applicable to the
place where the employee spent the first night (24:00 mid-night hrs.)

ii) DA for the day of arrival - full DA if time of arrival is 12:00 noon or thereafter and
half DA if time of arrival is before 12:00 noon, at the rate applicable to the place
where the employee spent the preceding night (24:00 mid-night hours).

iii) DA for the intervening period - one full DA for each night (24:00 mid-night hours)
spent on tour beginning from second night till the last night of the tour period, the
rate of DA for each such night being the rate applicable to the place where the
night (24:00 mid night hrs.) was spent. This procedure is to be adopted for the
limited purpose of calculation of DA payable, either composite DA or allowance
for food incidentals in case of stay in Guest House, Hotel etc. The accommodation
charges for stay in Guest House, Hotel etc. during the period of tour shall be
reimbursable in full subject to the daily limits as laid down from time to time. The
accommodation charges in full will be admissible even for part of a day, where
the accommodation booking is for a full day.

For the above purpose, any night (24:00 mid-night hrs.) spent on journey shall be
deemed to have been spent at a Cat III location.

5.3.9 The allowance will be admissible for the period of absence from Headquarters
starting from the time of departure from place of work or residence, as the case
may be and ending at the time of arrival at residence/work place.

5.3.10 For prolonged halts, full daily allowance may be drawn for a period of 30
days/and for a further period of 60 days, half daily allowance will be admissible.
These limits relate to stay at any one station only. The concerned Head of Region
may relax these conditions in special circumstances for an additional period upto
90 days with half daily allowance as in column (iv) or (vi) of sub-rule 5.3.2(ii)(b), as
the case may be, irrespective of the place of stay. Notwithstanding the above
provision, actual accommodation charges as per sub-rule 5.3.3 will be
reimbursed, when composite daily allowance is not claimed.

5.3.11 Wherever calculation for daily allowance admissible for journey period are
required to be necessarily made, the same is to be regulated on the basis of
actual journey time involved starting from the time of departure from place of
work/residence, as the case may be, and ending at the time of arrival at
residence/work place after suitable rounding off in case of period less than 24
hours as under:

PERIOD OF ABSENCE (HOURS) ADMISSIBLE ALLOWANCE

Less than 12 Half
12 – less than 24 Full

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Travelling Allowance Rules

Notwithstanding the provision mentioned above, the daily allowance admissible

for the journey period under sub-rules 5.3.15 and 10.1.4 (a) (iii) shall be calculated
by subtracting the number of days for which daily allowance is admissible for
halts on tour (i.e. 24.00 mid-night hrs. spent on such halts) from the total number
of days for which the daily allowance is payable in respect of the entire tour
duration.

5.3.12 12Daily Allowance in different cases:

Scenario DA (for food Composite DA (in lieu

Boarding Lodging & of accommodation
incidentals) charges and DA)
Provided free Provided free of cost Not ¼ payable
of cost to to employee* payable
employee
Not provided Provided free of cost Full Payable Not payable
to employee*
* including by way of reimbursement.

5.3.13 The daily allowance will be admissible for journey periods, all halts on tour and
holidays occurring during the period of halt subject to the provision in sub-rule
5.3.15 but the same will not be admissible for the period of leave of any kind
availed while on tour. If an employee breaks journey enroute due to personal
reasons, he shall not be paid the daily allowance for such period of halt.

5.3.14 Employees are expected to stay in the Company's Guest House and Guest Houses
of other Public Sector Undertakings and of the Government. The accommodation
charge as provided in sub-rule 5.3.2 for staying in hotels will be admissible only
when the employees fail to get accommodation in the guest house of the
Company. In such situation, the employees will have to certify that he could not
get accommodation in the Company’s guest house.

5.3.15 An employee who is in receipt of House Rent Allowance or is provided with

Company's leased accommodation, for keeping his family at a station other than
his Headquarters, will be entitled, when on tour to such station to draw only 1/4th
of the Composite Daily Allowance as in table (ii) of sub-rule 5.3.2, as applicable,
in addition to the allowance admissible for the period spent on journeys between
Headquarters station and tour station.

5.3.16 As provided in sub-rule 4.5.1 the places at which long duration (more than 30
days) training arrangements are made for the trainees, shall be deemed to be
their headquarters. Accordingly no TA/DA etc. shall be admissible to the trainees
for their stay at such places. However, when the trainees are required to be sent
from their Headquarters for short durations to other places for work visits, practical
demonstration etc. as part and parcel of their training, they will be entitled to
TA/DA etc. as per rules. For this purpose any period of stay up to 30 days at a

12
Cir No. 630/2024 dated 23.09.2024

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Travelling Allowance Rules

particular outstation shall be treated as "Short Duration" visits. In case the stay
exceeds 30 days at any one outstation, the Headquarters of the trainees would
be deemed to have been changed from previous place to the new place of
training.

5.3.17 When the trainees move from one Headquarters to another, the TA/DA etc. for
the journey period will be admissible to them, and they will be entitled to bare
journey time only, but no preparation time.

5.3.18 When the trainees are recalled from outstations to Delhi at fag end of their training
for final appraisal and placement etc., and if the period of stay at Delhi during
the period of training is not more than 30 days, the same will be treated as on tour
and accordingly TA/DA etc. will be admissible to them.

5.3.19 Consequent upon the decision regarding final placement, if some of the trainees
are posted at Corporate Centre, the period of stay up to the date of issue of the
placement order will still be treated as on tour and accordingly TA/DA etc. will be
payable.

5.3.20 Consequent upon the decision regarding final placement, such of the trainees as
are posted to the Regions/places away from Delhi will be entitled to TA/DA etc.
for journey period and they will be entitled to bare journey time only, but no
preparation time.

5.3.21 If a trainee is sent on official tour other than training, TA/DA etc. shall be admissible
to him as per his entitlement. Recourse to this provision can be taken only in very
exceptional cases with specific approval of concerned Head of Region.

5.4 Miscellaneous charges incidental to official tour

5.4.1 The following tour incidental expenses, if actually incurred, will also be reimbursed
on production of receipts:

i) The excess baggage charges for carrying the official records;

ii) The expenses on account of official telephone calls (local and STD) and
telegram/phonogram if specifically sanctioned by the Controlling Officer;

iii) Insurance charges in respect of journeys by air at the rate of Rs. 10/- per air travel.
Annual Insurance Policy may be taken with the approval of the concerned Head
of Region for such executives who are likely to travel frequently by air. For
reimbursement of the claims of Insurance Charges the details of policy number,
date, place of issue should be indicated in the TA claims;

iv) Any other expenses, not covered hereinbefore, incidental to and incurred during
the course of tour at the discretion of the concerned Head of Region.

5.5 In exceptional cases, on merits, the concerned Head of Region may permit
employees to travel by a class/mode higher than their entitlement.

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Travelling Allowance Rules

5.6 The rate of reimbursement for road journey as indicated in sub-rules 5.1.2 and 5.1.7
and the Daily Allowance rates as indicated in sub-rule 5.3.2 may be reviewed
once in two years by the Chairman and managing Director, who shall have the
powers to increase/decrease the rates subject to the maximum variation of 20%
of the prevailing rates on one such occasion, keeping in view the
increase/decrease in prices of petroleum products, boarding and lodging
charges and other relevant factors.

6.0 Entitlement outside India

6.1 The entitlement of Travelling Allowance, Daily Allowance etc. in connection with
official tours outside India will be regulated in accordance with the provisions
contained hereinafter except for the portion of the journey, including halts, if any,
within India up to the point of embarkation/disembarkation in India, which will be
regulated in accordance with the provisions contained in rule 5.0.

6.2 Travelling Allowance

6.2.1 Chairman & Managing Director and Functional Directors/Executive Directors may
travel by air in Executive Class. Other employees will be entitled to economy class
air fare only.

6.2.2 Statutory levies as paid in connection with tour will also be reimbursable.

6.2.3 The payment of Travelling Allowance for official tours abroad will be subject to
the instructions/guidelines of the Government of India as adopted by the Board
from time to time.

6.3 Daily Allowance and other Travelling Entitlements

6.3.1 The payment of Daily Allowance for tour abroad will be made on the basis of
actual time spent outside India including journey time by shortest route.

6.3.2 The Daily Allowance and other travelling entitlements in respect of the employees
deputed abroad will be as per the scale of release of foreign exchange
prescribed by the Reserve Bank of India from time to time for employee of Public
Sector Undertakings. Based on RBI norms, internal guidelines will be issued with the
approval of Chairman & Managing Director from time to time.

6.3.3 Where the stay abroad is extended for official reasons with the approval of an
authority competent to approve the foreign tour beyond the period for which
foreign exchange was released, the employee will be paid additional Daily
Allowance in foreign exchange for such extended period of halt provided it is
released on time by the Reserve Bank of India, failing which the Company will pay
an equivalent amount in Indian currency.

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Travelling Allowance Rules

6.3.4 Where the duration of stay abroad is curtailed/reduced, the employee shall
refund the Daily Allowance in foreign exchange for the number of days so
curtailed/reduced.

6.4 Miscellaneous
6.4.1 In respect of employees provided with free lodging and boarding facilities
abroad, the out-of-pocket expenses will be regulated as per the scales prescribed
by Reserve Bank of India from time to time.

6.4.2 Foreign exchange which is normally released at the airport at the time of
embarkation will not be treated as part of travelling expenses reimbursable by the
Company.

6.4.3 The employees of the Company who are deputed abroad for training under
Colombo Plan, UNDP Programme, Bilateral Agreements like PRG, EDF etc. will be
paid a non-refundable kit allowance of Rs. 1500 (Rupees one thousand & five
hundred) only towards preparatory pre-departure expenditure subject to
fulfillment of the following conditions:

i) The continuous duration of training abroad should be more than 30 days; and

ii) The employee concerned has not received such an allowance in the last three
years.

6.5 Inter-city travel during foreign tours13 :

At times during Foreign tours, inter travel city is involved due to exigencies of
official work. This may entail executives to travel across cities either by plane,
train or road mode. In order to stream line the procedure when intercity travels
are involved during foreign tour, following is clarified:-

(a) Where foreign tour involves inter-city travel, the concerned executive shall obtain
prior approval of travel plan from Competent Authority.

(b) When the inter-city travel involves air journey, then the same is required to be
booked by official travel agent i.e M/s Balmer Lawrie. In case the journeys are
performed either by train or on road, the executive can purchase the tickets by
their own credit/ debit card and same shall be reimbursed in Indian Rupees on
submission of TA claim supported by actual bills/ documentary evidence.

(c) In case during foreign tour there is an unanticipated inter-city travel, then the
executive concerned shall obtain approval from Competent Authority through
email. The cost of tickets for journeys performed and purchased from their own
credit /debit card shall be reimbursed to the concerned executives in Indian

13
Cir No. 457/2019 dated 03.09.2019

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Travelling Allowance Rules

Rupees on submission of TA claim supported by actual bills/ documentary

evidence.

7.0 Entitlement during leave availed while on official tour

7.1 Under exceptional circumstances, leave (irrespective of its nature) can be
allowed to an employee on tour either before, after or during the tour by the
Controlling Officer. However, no Daily Allowance or other charges will be
admissible during such period of leave. Where an employee makes a de-tour for
his own convenience and with the prior approval of the Head of Department, the
entitlement of TA/DA etc. may be determined in each case on merits by the
concerned Head of Department subject to the condition that the same in no
case shall exceed the amount that would have been admissible had the journey
been performed by shortest route between the tour-station and Headquarters,
limited to actuals.

8.0 Entitlement on transfer

8.1 In case of transfer of an employee in the Company's interest, the entitlements shall
be regulated as per the provisions contained hereinafter.

8.2 A transfer at the request of an employee will not be treated as a transfer in

Company's interest unless the authority sanctioning the transfer, for special
reasons which should be recorded, otherwise directs.

8.3 Journey Fare

8.3.1 An employee and members of his family will be entitled to travel by the same
mode and class of travel as on tour with reference to his level/pay range at the
new station of posting and will be entitled to single fare for self and each member
of his family as chargeable under the rule of the concerned carrier.

8.3.2 The fare will normally be admissible from the old station of posting to the new
station of posting. However, if the family of an employee travels to a station other
than his new place of posting, or travels from a station other than his old station
of posting, the fare to be allowed for such journey performed by the family shall
be the amount admissible for the distance between the new place of posting
and the old station of posting or the actual fare paid, whichever is less.

8.3.3 An employee’s family member who follows him within six months from the date of
the transfer or precedes him by not more than one month will be deemed to have
accompanied him.

8.3.4 If the family of an employee does not accompany and the employee undertakes
a journey prior/subsequent to his transfer for shifting his family, the employee will
have the option to claim TA for self either for the journey undertaken at the time
of actual transfer or journey undertaken at the time of shifting his family, subject

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Travelling Allowance Rules

to the condition that the prior/subsequent journey is performed within one month
or six months respectively of the transfer.

Provided that in case of transfer to a project site, the aforesaid limitation of six
months will not apply in case of an employee who is compelled to keep his family
away from the place of positing because of non-availability of family
accommodation at the project site.

8.3.5 The above time limits of 1 month or 6 months, as applicable, may be extended by
the concerned Head of Department, in consultation with concerned Human
Resources Department, in individual cases attendant with special circumstances
such as education of children or illness of family members.

8.3.6 Subject to above, the provisions as contained in rule 5.1 will apply mutatis-
mutandis to such journeys.

8.4 Conveyance Charges

8.4.1 For journeys between Airport/Railway Station/Bus Stand and residence at the
previous Headquarters as well as at the new Headquarters, the conveyance
charges will be reimbursed in accordance with the provision contained in Rule 5.2
of these Rules.

8.5 Daily Allowance

8.5.1 For journey period, an employee will be entitled to Daily Allowance for self and
each adult member of his family at full-rate and for member between the age of
3-12 years at half rates as incidentals in accordance with sub-rule 5.3.11 subject
to a minimum of one Daily Allowance for each adult member and half daily
allowance to a child in the age group of 3 to less than 12 years.

Provided that if an employee performs journey in his own Car/Scooter, DA will be

paid as admissible for journey by Rail for the shortest route and duration.

8.6 Baggage Allowance

8.6.1 An employee will also be entitled to reimbursements of actual expenses of the
following kind subject to the limits as specified herein under:
i) Cost of transportation of his/her baggage by any mode upto the following ceiling
limits14, restricted to actuals:

15LEVEL Reimbursement ceiling*

E5 & above. Amount equivalent to 122 tonne by goods train or
Rs. 35,000/- whichever is more.
Executives upto E4. Amount equivalent to 61 tonne by goods train or Rs.
25,000/- whichever is more.

14
Cir No. 277/2017 dated 27.04.2017
15
Cir No.575/2023 dated 01.09.2023

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Travelling Allowance Rules

15LEVEL Reimbursement ceiling*

All non-executives. Amount equivalent to 40 tonne by goods train or Rs.
22,000/- whichever is more.
Note: The admissible amount will be calculated as per freight rates of Indian
Railways on per tonne basis, based on the actual distance travelled.

The above ceiling includes charges towards loading, unloading, packaging, etc.

* In addition to the above, octroi duty, entry taxes, terminal taxes, GST and
insurance charges, etc. shall be paid as per actuals, subject to production of
receipts.

ii) Employees drawing monthly reimbursement of conveyance expenditure shall be

reimbursed the cost towards transportation of such conveyance in addition to
baggage, as mentioned below:

For transporting 04-wheelers through carrier/ truck/ rail:

Level Reimbursement ceiling*
(excl. taxes)
E5 & above. Rs. 25/- per km.
Executives upto E4 Rs. 20/- per km.
All Supervisors & eligible Workmen (i.e. W7 & Rs. 18/- per km.
above)
Reimbursement shall be made on production of receipts of actual expenditure.
The above rates include hire charges, insurance charges, loading/ unloading
charges, packaging, etc.

*Applicable taxes shall be paid as per actuals subject to production of receipts.

An employee may transport his conveyance on its own power by road. In such
cases, the reimbursement shall be restricted to the entitlement as applicable in
case of journey performed by own vehicle on tours, through the shortest route +
actual toll tax(es).

(iii) <Deleted>

(iv) <Moved up to Clause 8.6.1(i) & (ii)>

8.6.2 <Deleted>

8.6.3 <Deleted>

8.6.4 <Deleted>

8.7 Transfer Grant

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Travelling Allowance Rules

8.7.1 An employee will be entitled to transfer grant equal to one month of his
wage/salary (Pay + Dearness Allowance) subject to a maximum of Rs. 10,000/- on
fulfillment of the following conditions:

i) The transfer is for a period of not less than one year;

ii) The transfer involves change of station of posting and residence;

iii) The transfer involves actual breaking and setting up of establishment;

iv) Company's accommodation in possession of the employee at the old station of

his posting is vacated; and

v) The employee is neither in receipt of HRA nor has been provided Company's
leased accommodation, for keeping his family at a station other than the new
place of posting.

8.8 Package Charges<Deleted>

8.8.1 <Deleted>

8.8.2 <Deleted>

8.9 An employee who has availed facilities as in Rule 8.0 as baggage allowance,
transfer grant, package charges etc. and leaves the services of the company
16(shall not include separation on account of superannuation or premature

retirement or death or termination in terms of service of contract.) within one

year of joining at the new place of posting shall be liable to refund the entire
amount paid to him under these Rules.

8.10 Transfer Pay Advance

8.10.1 An employee on transfer for a period of not less than one year may be allowed,
in addition to the advance towards TA, DA etc., an interest free advance not
exceeding two months' pay which will be recovered in twelve equal monthly
instalments. The recovery will start from the month following the month of joining
the post at the new headquarters or the month following the month in which
advance is paid, whichever is earlier.

(i) The eligible employee under transfer may apply to transfer pay advance through
‘loan’ module in the Employee Self Service Scheme (ESS) portal. (While issuing
transfer orders, concerned HR personnel shall update the eligibility for respective
employees for transfer pay advance info-type 9008 in SAP.)17

16
Cir No. 342/2015 dated 14.08.2015
17
Cir No. 479/2020 dated 29.06.2020

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Travelling Allowance Rules

(ii) The request shall be directed to the concerned Finance personnel for release of
advance.

(iii) No hard copy of the request shall be required.

8.11 Joining Time

8.11.1 An employee under transfer will be allowed joining time comprising of preparation
time and journey time, at the following rates:

a) Preparation time of 7 (seven) days including Sunday and Holidays and

b) Journey time of one day for each 800 kms or part thereof in case of rail journey,
one day for each 300 kms or part thereof in case of road journey where travel by
rail is not customary and actual time in case of air journey, subject to a minimum
of one day in either case, in case of positing within India. For posting abroad,
actual journey time by the commonly used shortest route will be admissible.
Besides any enforced stay/halt will also be admissible at the discretion of the Head
of Department. Provided, however, travel by road not exceeding 30 kms to and
from the railway station/airport at the beginning or at the end of journey will not
count for joining time.

8.11.2 Journey time is to be calculated by the shortest route. In exceptional cases, it may
be relaxed by the concerned Head of Region depending upon the merits of each
case up to a maximum period of two days.

8.11.3 If an employee receives the transfer order while availing leave at a place other
than his headquarters, he will be entitled to joining time as admissible for transfer
from his headquarters, unless the authority sanctioning the transfer, for special
reasons, which should be recorded, allows joining time, as admissible, for transfer
from his leave station.

8.11.4 Where due to exigencies of Company's work, an employee cannot be granted

joining time in full, he may be allowed to carry forward the un-availed portion of
the same, this period should be treated as Special Casual Leave and must be
availed within the same calendar year or six months of joining at the new station,
whichever is later.

In case the employee on transfer has been permitted to retain family at the
previous place of posting, he may be allowed to carry forward the un-availed
portion of joining time upto one month beyond the expiry of permitted period.

8.11.5 Notwithstanding anything mentioned above, employees will not be entitled to

any preparation time in the following cases:

i) Local transfers whether those are inter-unit or intra-unit;

ii) If the transfer is at the request of any employee; and

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Travelling Allowance Rules

iii) Temporary transfer for period not exceeding three months. In these cases,
employees will be entitled to bare journey time under these rules.

8.11.6 If an employee overstays the joining time admissible to him under these rules, the
period of overstay will be treated as extra ordinary leave. However, the
concerned Head of Region may grant him leave of the kind due in such cases on
the merits of individual cases.

8.11.7 An employee on transfer, during the period of joining time, will be entitled to pay
and allowances which he would have received had he continued in his old post
or pay and allowances which he will receive on assuming charges of the new
post, whichever is more. This is irrespective of the fact whether he joins a new post
either at the same or a new station on relinquishing charges of his old post.

8.12 Transfer at the request of an employee

8.12.1 18Incase of transfer of an employee at their own request, the benefits admissible
on transfer will be as follows:

(a) If employee has completed less than 03 years at existing place of posting:
Journey Fare, Conveyance Charges, Daily Allowance, Transfer Pay Advance,
Baggage Allowance and Journey Time.

(b) If employee has completed 03 years at existing place of posting 19or completed
02 years at a Category I Difficult location, as defined in the Transfer Policy for
Executives: Transfer Grant, Settling in Allowance and Preparation Time in addition
to the benefits at (a) above.

8.12.2 An employee who has been transferred to another place of posting at his own
request, has availed the facilities as in Rule 8.0, leaves the services of the company
within 6 months of joining at the new place of posting, shall be liable to refund the
entire amount paid to him under these Rules.

8.13 If both husband and wife, employed in the company and working at the same
headquarters, are transferred within six months to the same new headquarters,
only one of them shall be entitled to the benefits of Baggage Allowance, Transfer
Grant, Settling -in Allowance and Transfer Pay Advance. If the transfer of one of
the spouses takes place after six months of the other, the entitlements on transfer
will be regulated in accordance with rule 8.1 or 8.11 depending upon whether
the transfer is at the instance of the Company or at the employee's own request.

8.14 Where a transfer initially made for a period of one year or more is subsequently
reduced to a period of less than one year, the transfer benefits allowed under the
foregoing provisions will not be changed to the dis-advantage of the employee.
In such a case when the employee is transferred again either to his old

18
Cir No. 571/2023 dated 27.07.2023
19
Cir No. 632/2024 dated 11.10.2024

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Travelling Allowance Rules

Headquarters or a new Headquarters, his entitlement to transfer benefits will be

regulated in accordance with the foregoing provisions subject to the condition
that no Transfer Pay Advance shall be admissible to him.

8.15 Where the transfer of an employee initially made for a period of less than one year
is subsequently extended to a period of one year or more, he will be entitled to
Transfer Grant, but no Transfer Pay Advance, in addition to the transfer benefits, if
not already availed of by him.

8.16 20“Settling-in-Allowance”:An employee will be entitled to “Settling-in-Allowance”

to the extent of one month salary (Basic Pay + DA) on fulfilment of following
conditions and subject to rule 8.9:

(i) The transfer is for a period of not less than one year.

(ii) The transfer involves change of residence of the employee, whether alone or with
family members.

(iii) The allowance will not be admissible if transfer of an employee is at own request
and he has put in less than 03 years of service at the existing place of posting.

8.17 Utmost care shall be taken to avoid presence of employee at RHQ by deciding
his final place of posting well in advance. However, in order to expedite the
posting on transfer and also avoid hardship to employees, it has been decided
that in exceptional cases the transferred employee, if required to stay at RHQ
pending finalisation of his posting, may be treated as on tour for a maximum of
upto 5 days and paid TA/DA at the rate admissible while on tour, with the specific
approval of the Regional head.

9.0 Entitlement for joining duty on fresh appointment

9.1 Subject to the provisions contained in rule 9.2 below, a person selected for
appointment in the services of Company including the appointment on
deputation terms will be entitled, for self and members of his family, to the
following benefits with reference to the grade and pay offered in the company
for his joining duties on fresh appointment :-

Categor Entitlement for

y of Journey Fare Conveyanc Daily Baggage
Candida e Charges Allowance Allowance
tes
joining
Duty
Candid Admissible as in Admissible Admissible Admissible as in
ates rule 5.1 subject as in rule 5.2 as in sub- rule 8.6 except
residing to the rule 5.3.11 8.6.1 (ii) subject
in India condition that to maximum of

20
Cir No.233/2008 dated 30.07.2008

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Travelling Allowance Rules

Categor Entitlement for

y of Journey Fare Conveyanc Daily Baggage
Candida e Charges Allowance Allowance
tes
joining
Duty
reimbursement full four wheeler
of air fare will wagon or two
be allowed to containers
those joining in wherever
the levels of E-8 available
and above
only
Candid Air fare by Not Not Not admissible
ates economy admissible admissible
residing tourist class
outside upto the Airport
India of
disembarkation
in India and
Journey fare
from the Airport
to the place of
duty for self
and members
of the family as
in rule 5.1
subject to the
condition
mentioned
above.

9.2 An employee who has availed the facility as in rule 9.1 leaves the services of the
Company within one or three years respectively of his joining POWERGRID, shall
be liable to refund the entire amount paid to him under these rules.

9.3 The entitlement of Travelling Allowance and Joining Time in respect of a new
appointee, who is required to report at Corporate Centre for briefing etc. or is
temporarily posted for a period of less than six months at Corporate Centre,
before he is finally posted to any of the Projects/Substations/Offices of the
Company at an out-station, will be regulated as hereunder:-

9.3.1 Travelling Allowance

a) If family already brought to Journey Fare, Conveyance Charges,
Corporate Center /Delhi Daily Allowance and Baggage
Allowance as in rule 9.1 from the last
duty station/ residence to Corporate

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Travelling Allowance Rules

Centre/Delhi and from the latter to

the place of regular posting.
b) If family stay at the last Journey Fare, Conveyance
station or at some other Charges Daily Allowance as in rule
place where HRA for 9.1 from such place to the place
retention of family is being of regular posting
drawn by him

9.3.2 Joining Time

Only bare journey time from Corporate Centre to the place of regular posting
shall be allowed. In case the employee has to undertake subsequent journey for
the purpose of shifting his family from Corporate Centre to the
project/transmission site on allotment of family accommodation, he will be
allowed actual travel time plus two days preparation time inclusive of Sunday and
Holidays.

9.4 A new appointee, who is required to report at Corporate Centre for briefing etc.,
or is temporarily posted for a period of six months or more at Corporate Centre,
before he is finally posted to any of the Projects/Substations/Offices of the
Company at an out-station, will be entitled to normal Transfer Travelling
Allowance benefits including Joining Time.

9.5 Unless otherwise mentioned in the terms of deputation, a person selected for
appointment on deputation in the services of the Company will be entitled, for
self and members of his family, to the benefits in accordance with rule 9.1 for his
joining duties in the Company. On reversion to his parent department, he will be
entitled to similar benefits with reference to his rank and pay at the time reversion.

9.6 The entitlement of Travelling Allowance and Joining Time in respect of a

deputationist who is required to report at Corporate Centre for briefing etc. or is
temporarily posted for a period of less than six months at Corporate Centre,
before he is finally posted to any of the Projects/Substations/Offices of the
Company at an out-station, will be regulated as mentioned in rule 9.3 with the
exception that he shall be allowed only one joining time as if he had joined
directly from the last duty station while in parent department to the place of
regular posting in the Company via Corporate Centre.

9.7 The entitlement of Transfer Travelling Allowance benefits including joining time in
respect of a deputationist, who is required to report at Corporate Centre for
briefing etc. or is temporarily posted for a period of six months or more at
Corporate Centre, before he is finally posted to any of the
Projects/Substations/Offices of the Company at an out-station, will be regulated
as mentioned in rule 9.4.

9.8 If the family of a new appointee/deputationist does not accompany and he has
to undertake a subsequent journey for shifting his family, he will have the option
to claim TA for self either for the first journey or subsequent journey undertaken
subject to the condition that the subsequent journey is performed within six

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Travelling Allowance Rules

months of his joining. Provided that aforesaid limitation of six months will not apply
in case of a new appointee/deputationist who is compelled to keep his family
away from the place of posting because of non-availability of family
accommodation at such place or due to his temporary posting at Corporate
Centre for a few months before he is finally posted to one of the
Projects/Substations/Offices of the Company, where it is specifically so mentioned
in the offer of appointment/deputation.

9.8.1 The above time limit of six months may be extended by the concerned Head of
Region, in consultation with concerned Human Resources Department, in
individual cases under special circumstances such as of education of children or
illness of family members.

10.0 Entitlement for long duration assignments

10.1 In case of long duration assignments, the entitlements of the employees deputed
to outstations in connection with Company's work will be regulated in terms of the
following provisions.

10.1.1 In case of duration up to 90 (ninety) days, the entitlement will be as on official tour
vide rule 5.0.

10.1.2 In case of duration extending beyond 90 (ninety) days and up to 180 (one
hundred and eighty) days and if the movement is treated as on tour in terms of
sub-rule 5.3.1, the entitlement will be regulated as such, subject to the condition
that the Daily Allowance will be paid at half the rate of the amount admissible
under column (iv) or (vi) as the case may be, of sub rule 5.3.2 (ii) irrespective of
the place of stay.

Notwithstanding the above provision, actual accommodation charges limited to

the amount as per col. (v) of sub rule 5.3.2 (i) will be reimbursed, when composite
daily allowance is not claimed.

10.1.3 In case of duration beyond 180 (One hundred and eighty) days, the Headquarters
of the employee will be deemed to have been changed from his old
station/place of work to the new station/place of work and no Daily Allowance
shall be admissible at the outstation. However, he will have the option either (a)
to retain his establishment at the old station/place of work or (b) to transfer his
establishment to the new station/place of work.

10.1.4 Depending upon the option exercised by the employee he will be entitled to the
following:

a) In case of option under (a) above:

i) House Rent Allowance as would have been admissible to him at his old
station/place of work. In case an employee was provided with leased
accommodation or accommodation at the Company's township, the facility will
continue to be extended to him for the duration of his posting at the outstation;

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Travelling Allowance Rules

ii) Reasonably furnished bachelor accommodation free of rent at the outstation;

and

iii) For tour(s) undertaken to the old station/place of work, the Daily Allowance
admissible will be at the rate of 1/4th of the amount as in col. (v) or (vi) of sub-rule
5.3.2 (ii) as applicable in addition to that for the period spent on journeys.

b) In case of option under (b) above:

i) Benefits as per entitlement on transfer as admissible under rule 8.0;

ii) House Rent Allowance or leased accommodation as applicable and as

admissible from time to time at the new station/place of work; and

iii) House Rent Allowance or leased accommodation or accommodation at the

Company's township provided at the old station/place of work shall cease to be
admissible from the date of effect of option exercised.

10.1.5 In case where the assignment initially, made for a period of more than 180 (one
hundred and eighty) days is subsequently reduced to a period of 180 (one
hundred and eighty) days or less, an employee shall not be entitled to any TA/DA
etc. for such reduced period of stay, but at the same time the transfer benefits
originally allowed, if any to him will not be changed to his disadvantage. If an
assignment made initially for a period not exceeding 180 (One hundred and
eighty) days is later extended beyond this period, the Daily Allowance already
drawn upto the date of issue of orders extending the assignment will not be
adjusted from the transfer benefits claim.

10.2 21Entitlement on temporary assignments

Where an employee is required to move from his place of posting to another
station to take up an assignment for a period not exceeding two years and is
required to come back to his original place of posting on completion of the
assignment following provision shall be applicable:

i) The employee shall not be transferred, but shall be deputed to handle the
designated assignment temporarily for the specific period of duration of
assignment.

ii) Employee shall be allowed the benefit of Company’s Accommodation/Leased

Accommodation/HRA at the existing Headquarter of posting for retention of his
family members.
And, employee will be provided with bachelor accommodation at the station of
assignment.

iii) In addition to above, the employee shall be entitled to the following:

21
IOM 181 dated 31.07.2003

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Travelling Allowance Rules

a) For the duration employee remains at the station of temporary assignment, half
of DA (for food and incidentals) at the rate applicable at such station will be
payable.

b) 22The following shall be applicable to employees deputed on temporary

assignment under said clause:

1. Journey fare for visiting headquarters/place of retention of family:

Employees posted on temporary assignments shall be allowed reimbursement of
journey fare to visit their headquarters/place of retention of family (within India),
on sanctioned leave, once after every 6 months period upon joining the
temporary assignment, provided that the employee has not availed continuous
leave of one week or more (including intervening holidays) for outstation visits
within the last 06 months. In addition to the journey fare, the employees shall also
be eligible for reimbursement of conveyance charges (to and fro the
airport/train/bus station at headquarter/place of retention of family and place of
assignment). Reimbursement towards the journey fare and conveyance charges
shall be made as per the employee’s entitlement under TA Rules.

2. Service Record
The period of temporary assignment shall be reflected in the service records of
the employee alongwith the duration and place of such assignment in
employee’s biodata.

3. Proceeding on official tours from place of assignments

While proceeding on official tours from the place of assignment, the entitlements
on such tour shall be governed under normal TA rules.

4. 23Reimbursement of conveyance expenditure:

Employees on temporary assignment shall continue to get monthly
reimbursement of conveyance expenditure as applicable at their headquarter
during the entire period of temporary assignment, whether or not they transport
their vehicle to the place of assignment.

Employees who had not been availing monthly reimbursement of conveyance

expenditure at their headquarter prior to temporary posting may claim
reimbursement for local conveyance charges as per Clause 5.2 of TA Rules.

Employees who choose to transport their own vehicle from their headquarter to
the place of assignment, shall also be eligible for reimbursement of cost towards
such to and fro transportation of vehicle, as per their entitlement under these
Rules.

5. Excess Baggage expenses.

22
Cir No. 489/2020 dated 23.11.2020
23
Cir No.518/2021 dated 23.12.2021

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Travelling Allowance Rules

Employees shall be eligible for reimbursement of excess baggage expenses

towards carrying additional baggage upto 30 kgs, one time each on joining and
relieving from the temporary assignment, subject to production of bills/receipts.

The above provision regarding reimbursement of excess baggage expenses shall

be applicable to employees deputed on assignments under 10.1 of TA Rules.

6. Admissibility of Location based Compensatory Allowance, Special Additional

Leave, etc.
Location based Compensatory Allowance, Special Additional Leave, monthly
reimbursement for conveyance expenditure and reimbursement for Uniform
admissible to such employees shall continue to be governed as per rates
applicable at the employee’s headquarter rather than the place of temporary
assignment.

7. Providing Bachelor Accommodation

Whenever Company townships are available at/nearby the station of
assignment, arrangement for a reasonably furnished bachelor accommodation
may be made in such establishments for employees on temporary assignments.
In case of non-availability of Company accommodation, necessary
arrangements shall be made through hiring/leasing of reasonably furnished
bachelor accommodation with approval of the Head of Region. Such
accommodation shall be provided to the employees the employees free of cost.

11.0 Entitlement in case of retirement/death

11.1 A retiring employee will be entitled to the benefits except Transfer Pay Advance
under rule 8.10.1 and cost of transportation of his conveyance under sub-rule 8.6.1
(ii) as admissible to a serving employee of his status/pay range on transfer under
rule 8.0 for himself and members of his family for proceeding to home town or any
place in India where he intends to settle after retirement.

Provided, however, the cost of transportation of his conveyance will also be

reimbursed if the maintenance of the same was in Company's interest prior to his
retirement.

24Further,
transfer benefits consisting of baggage allowance, 1/3rd of transfer
grant under TA rules shall also be allowed to retiring employee/ family of the
deceased employees in situation of settling down in last station of posting and
which involves change of residence i.e from company quarters, lease
accommodation (other than self-lease) or rented accommodation

11.2 In case of death of an employee while in service, his family will be entitled to the
same benefits mutatis-mutandis as stated in rule 11.1

24
Cir No. 413/2018 dated 26.07.2018

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Travelling Allowance Rules

11.3 The amount with regard to the above benefits is, however, required to be drawn
within six months from the date of retirement/death, as the case may be, of an
employee.

11.4 25Retired employees who are called as witnesses or accused in departmental

enquires, or are summoned by courts as witnesses or accused in relation to
Company’s work shall be extended the benefit under TA Rules, as applicable to
serving employees and subject to conditions specified in TA Rules. The entitlement
in such cases shall be same as the entitlement of serving employees of equivalent
level w.r.t the last position held by the employee before superannuation. The
journey fare shall be allowed between the retired employee’s place of residence
to the place where such inquiry is being held.

12.0 Admissibility of Travelling Allowance for other journeys

12.1 The admissibility of Journey Fare, Conveyance Charges and Daily Allowance for
journeys performed by the employees for the following purpose shall be regulated
as under:

Sl.No Purpose of Journey Admissible of Remarks

Journey Conveyan Daily
Fare(Ref. ce Allowanc
Rule 5.1) Charges e (Ref.
(Ref. Rule Ref. (Rule
5.2 5.2)
1 2 3 4 5 6
I To appear in Admissibl Admissible Admissibl -
interview/ e e
Departmental
examination
or selection test
conducted by the
Company.
II To participate in -do- -do- -do- -
sports/ cultural
events
representing the
Company.
III To attend training -do- -do- -do- -
programme,
seminar or
conference for
which the
employee is
sponsored by the
Company

25
Cir No. 618/2024 dated 31.05.2024

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Travelling Allowance Rules

Sl.No Purpose of Journey Admissible of Remarks

Journey Conveyan Daily
Fare(Ref. ce Allowanc
Rule 5.1) Charges e (Ref.
(Ref. Rule Ref. (Rule
5.2 5.2)
1 2 3 4 5 6
IV To receive -do- -do- -do- -
National Awards or
Awards by the
Company
V For obligatory -do- -do- -do- -
Medical
Examination
VI To appear in Court -do- -do- -do- Subject
or department to note
enquiry as jury, below
assessor or witness,
only for
Company’s work
or where
Company’s
interest is involved
VII Recall from leave -do- -do- -do- -do-
before expiry of
leave
VIII To proceed on -do -do- -do- -do-
tour from leave
station
IX For medical -do- Between Not -do-
treatment of railway admissibl
employee for his station/bus e
family members stand/
who are entitled to airport and
free medical residence
facilities at
headquart
ers as well
as at
outstation
including
journey to
consulting
(room)hos
pital and
back once
only.

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Travelling Allowance Rules

Sl.No Purpose of Journey Admissible of Remarks

Journey Conveyan Daily
Fare(Ref. ce Allowanc
Rule 5.1) Charges e (Ref.
(Ref. Rule Ref. (Rule
5.2 5.2)
1 2 3 4 5 6
X To attend training, Admissible Between Not Subject
Seminar or railway admissibl to note
Conference for station/bus e below
which the stand/
employee is not airport and
sponsored by the residence
Company at
headquart
ers as well
as at
outstation
XI Outside Admissibl Not Not -do-
candidates e as per admissible admissi
belonging to entitleme ble
SC/ST/PwD called nt of
for written company
examination tests employe
for the post of e at Sr.
Company Trainees No. 5 of
Sub rule
5.1.2(ii),
Sr. No. 4
of Sub
Rule
5.1.2(iii)
and Sr.
No. 3 of
Sub Rule
5.1.3
Notes:

Sl. No: VI
a. Amount, if any, received from the court for attendance or boarding and lodging
etc. is required to be refunded to the Company.
b. If departmental or vigilance enquiry is held at an outstation at the request of an
employee, no travelling allowance shall be admissible to him.

Sl. No: VII & VIII

a. Subject to specific approval of the concerned Head of the Region.

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Travelling Allowance Rules

b. From the place of leave station within India. In case of leave station being outside
India, the travelling allowance will be admissible from the rail head/ port of
disembarkation within India nearest to the country visited.

Sl. No: IX
a. Only on the advice of Company’s Authorised Medical Officer.
b. In addition, TA for one escort will also be admissible if so recommended by
Company’s Authorised Medical Officer. TA for two escorts in case dependent
infants/ children (i.e 12 years of age) of the employee concerned are referred to
outside hospital by Authorised Medical Officer for medical treatment subject to
specific recommendations of Authorised Medical Officer to the effect that
considering the age, ailments etc. of the child concerned, presence of two escort
is essential.

Sl. No: X
At the discretion of the concerned Head of Region provided the employee’s
participation is considered useful to the Company by him.

12.2 Where prosecution of an employee arises out of acts committed or purported to

be committed in the bonafide execution of duties and the employee is
consequently required to appear in the Court as an accused, reimbursement of
Journey Fare and Daily Allowance at composite rate, as admissible on tour may
be allowed to him for the journey performed between his place of posting and
the place where Court proceedings are being held.

For employees posted in Powers to be exercised by

i) Regional Hqs/TL Estts ED of the Reg. Hq. concerned
ii) Corporate Centre GM of the Deptt. Concerned

13.0 Advance
(* not applicable to executives who have been issued travel cards) 26
13.1 An employee proceeding on official tours and other journeys as stated in rule 12.0
may be granted an advance to meet the expenses towards Travelling Allowance
as per his entitlement to the tune of 100% of the anticipated fares for journey (s)
and 90% of anticipated amount towards Daily Allowance and Conveyance
Charges for a duration not exceeding 30 days at one time. The request for
advance should be made on the prescribed form, duly countersigned by the
Controlling Officer.

13.2 An employee proceeding on transfer may be granted an advance to meet the

expenses on transfer to the extent of 100% of the anticipated fares for journey of
the employee and his family members, Transfer Grant and Transfer-Pay-Advance
and 90% of the amount towards Daily Allowance, Conveyance Charges and
Baggage Allowance. The request for advance should be made through ESS.

26
Cir No. 467/2019 dated 18.12.2019

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Travelling Allowance Rules

27(Note: While issuing transfer orders, concerned HR personnel shall update the
eligibility of respective employees for transfer pay advance in info-type 9008 in
SAP)

13.3 In case of advances covered under rules 13.1 & 13.2, the advance towards
Journey Fare, Conveyance Charges and Daily Allowance may be drawn within
a period not exceeding 30 (thirty) and 60 (sixty) days respectively before the
proposed date of the journey but shall have to be refunded forthwith if the
employee is not able to produce documentary evidence to show that the
amount of advance has been utilised for the purchase of tickets within 15 days of
the drawal of the advance. For advances covered under Rule 13.2, the advance
towards Transfer Grant, Transfer-Pay-Advance and Baggage Allowance may be
drawn within a period not exceeding 10 (ten) days before the proposed date of
journey.

13.4 An account of advance under this rule shall be rendered by the employee
immediately after the completion of the journey and in no case later than 30
(thirty) days from the date of completion of return journey, wherever applicable.

13.5 An employee shall not be granted an advance towards Travelling Allowance

under these rules, if he has failed to render the account of advance (s) earlier
drawn by him, except with the approval of Head of Region in each case.

13.6 In case of failure to produce the documentary evidence/account of advances

as required under rule 13.3/13.4, the advance sanctioned shall be recovered from
the employee's salary and/or otherwise.

14.0 Claims for Travelling Allowance

14.1 Claims for reimbursement of Travelling Allowance in all cases will be entertained
only on completion of the return journey, wherever applicable.

14.2 28Claims for reimbursement of Travelling Allowance shall be preferred in ESS and
there is no need to send the TA Claims in physical form (hard copies) to Finance.
While submitting the claims in ESS, employee shall also be required to upload the
scanned copies of Bills/Receipts as tabulated below:

Type of tour Revised/modified

(a) Regular 1. Air/Rail/Taxi/Bus Tickets/Receipts(as the case may
(within India) be)
2. Boarding Pass (in case of air travel)29
3. Guest House/Hotel Bills(if any)

27
Cir No.479/2020 dated 29.06.2020
28
Cir No. 453/2019 dated 29.07.2019 & Cir No. 455/2019 dated 23.08.2019
29
Cir. No. 497/2021 dated 11.02.2021

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Travelling Allowance Rules

4. Taxi Bills for journeys to and from railway

station/bus stand/airport, at HQ and at tour
stations (in terms of clause 5.2.1), if the bills are to
be claimed at actual.
5. Training order (in case of training)
(b) On transfer 1. Air/Rail/Taxi/Bus Tickets/ Receipts(as the case may
be)
2. Boarding Pass (in case of air travel)22
3. Baggage/ Insurance/ Transportation of
conveyance/Driver charges/Toll tax/Re-
registration of vehicle receipts
4. Quarter vacation report from previous place of
posting.

The claim shall be routed to the Finance establishment after being forwarded by
the Competent Authority, as per the DoP. The dealing finance officer shall
scrutinize the documents and make necessary deductions, if any, before finally
approving the claim for release of payment.

In cases of condoning of delay in submission of TA claims or an employee

travelling by a class/ mode higher than his/ her entitlement, the approval of
competent authority is also required to be checked off in the box made
available in ESS for this purpose. In such cases, the workflow in ESS will essentially
be routed through the concerned competent authority, not below the rank of
E9.

The bills (in original) claimed during the F.Y. shall be retained/kept by employee
till 30th September of the next F.Y. for verification on random basis by the Internal
Audit team. Apart from this verification, Statutory/govt. auditors/ other such
agency may call any bill for verification.

In case the employee is unable to produce the proof/bills within a period of 7

working days (excluding absence on account of leave/tour etc.), an amount
equal to twice the TA amount paid against the bills not produced shall be
recovered from the ensuing salary, after informing the HOD of the concerned
employee, without any further notice. In case, false claim is submitted, the
Company reserves the right to deduct/adjust the penalty amount (twice the
amount paid against the false claim) from any dues payable to employees and
the employee shall be liable for any disciplinary action as deemed fit.

14.3 All claims for journey undertaken under these rules should be preferred within the
time limit of 30 (thirty) days as prescribed in rule 13.4, duly countersigned by the
Controlling Officer.

14.4 Claims for reimbursement of Travelling Allowance not preferred within three
months from the date of completion of return journey, wherever applicable, will
not be entertained normally except with the special approval of Head of Region,
when he is satisfied that non-submission of the claim on the part of an employee
was due to reasons beyond his control. No claim submitted after the expiry of the

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Travelling Allowance Rules

period of six months from the date of return journey, wherever applicable, will be
entertained and the same shall stand forfeited.

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Travelling Allowance Rules

CHAPTER-II

15.0 Scope
15.1 The provisions of this chapter shall apply to local journeys performed by the
employees in connection with the Company's work as provided hereinafter, but
shall not apply to local journey performed by Company's Trainees in connection
with their training at their Headquarters.

16.0 Definitions
16.1 In this chapter, unless the context otherwise requires;

16.2 "Local Journey" means any journey performed by an employee in connection

with Company's work within a radius of 30 kms from the Headquarters or within
Municipal Limits of the Headquarters, whichever is more.

16.3 "Local Travelling Expenditure" means the expenses incurred by an employee on

local journeys and includes Conveyance Charges and expenditure on lunch,
snacks, tea etc.

16.4 The other terms used in this chapter will have the same meaning as assigned to
them under rule 4.0 of Chapter-I.

17.0 Entitlement
17.1 An employee will be entitled to the reimbursement of Local Travelling Expenditure
as per scales laid down below.

17.2 Conveyance Charges

17.2.1 The reimbursement of Conveyance Charges for journeys performed by the
employees of various pay scales/pay ranges by different means of transport shall
be by the shortest route and as per the following entitlement, subject to actual.

17.2.2 Nature of Entitlement

(i) By Rail
S.No: Level/Pay Range Class of travel
(1) (2) (3)
(A) Employees :
1. Those in the Level of E7 and ACC I Class
above
2. Those in the Level of E6 AC II Tier.
3. Executives: upto E5; I Class/AC II Tier
All Supervisors;
Workmen: W7 & above (joined
on or after 01.01.1997)

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Travelling Allowance Rules

S.No: Level/Pay Range Class of travel

(1) (2) (3)
Workmen: drawing pay not less
than Rs. 37,160/- (joined prior to
01.01.1997)
4. Workmen: W6 & below 30(joined AC –III Tier
on or after 01.01.1997).
Workmen: drawing pay below Rs.
37,160/- (joined prior to
01.01.1997)
B) Trainees
5. Executive Trainee/ Asst. Eng. I Class/ II Class AC sleeper
Trainee
6. Supervisor/ Diploma Trainee II Class
C) Daily rated/ Muster Roll etc
employee
7. All Pay ranges II Class

(ii) 31By Road

S.No: Level/ Pay Range (Rs.) Entitled Mode & Class of Travel
(Rs.)
(a) Employees
1 Those in the pay scale E4 and Actual Taxi Fare
above
2 Executives: upto E3; Actual charges by three-wheeler
All Supervisors; or fare of a single seat in taxi
Workmen: W7 & above (joined on where availed limited to Rs.3.60/
or after 01.01.1997) km in the later case.
Workmen: drawing pay not less
than Rs. 37,160/- (joined prior to
01.01.1997)
3. Workmen: W6 & below (joined on Actual bus fare where no bus
or after 01.01.1997). plies, actual charges by other
Workmen: drawing pay below Rs. means like tonga, rickshaw etc.
37,160/- (joined prior to restricted to Rs.3.60/ Km.
01.01.1997)
(b) Trainees
4. Executive Actual Charges by three wheeler
or fare of a single seat in taxi,
where availed limited to Rs.3.60/
Km in the later case.
5. Non- Executives Actual Bus fare, where no bus
plies actual charges by other
means like tongas, rickshaw etc
restricted to Rs.3.60/ Km.

30
Approval dated 09.12.2022
31
Cir No. 315/2014 dated 19.02.2014

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Travelling Allowance Rules

(c) Daily Rated/ Muster Roll

5. All Pay Ranges Actual Bus fare, where no bus
plies actual charges by other
means like tongas, rickshaw etc
restricted to Rs.3.60/ Km.

17.2.3 For journeys to place within Municipal Limits of the Headquarters, an employee
may choose either of the mode of travel namely rail or road depending upon his
convenience; but for journeys to places outside such Municipal Limits which are
connected by rail, the same should be undertaken by rail only and if the journeys
are performed by road between such places, the reimbursement will be restricted
to rail fare as per entitlement, even though the place of visit falls within a radius of
30 kms from the Headquarters. However, Self Controlling Officers may undertake
the journey between such places by road in exceptional circumstances at their
discretion and the reimbursement will be allowed accordingly.

17.2.4 Charges for waiting/halting of taxi/three wheeler, where unavoidable, will also be
reimbursable at the discretion of concerned Head of Department.

17.2.5 32When journey is performed by an employee in his own car/scooter/motor cycle,

reimbursement will be allowed @ Rs.10.00/Km for travel by car, if entitled for full taxi;
otherwise Rs.3.77/Km for travel by scooter/motor cycle, subject to the restrictions
as contained in sub-rule 17.2.3.

Provided, however, an employee who is in receipt of monthly reimbursement of

conveyance expenditure or any other assistance/reimbursement under the rules
of the Company, will be entitled for reimbursement of Conveyance Charges only
when the distance covered in such official journeys is in excess of the prescribed
mileage over a specified period, as per the rates indicated above.

17.2.6 When the journey, performed within municipal limits, commences from and/or
terminates at the residence of an employees, he will be reimbursed actual
conveyance charges or the charges which would have been payable from the
office/place of work to the place visited, under sub-rule 17.2.2, whichever is lower.
In case of journeys to outside municipal limits, actual Conveyance Charges as
admissible under sub-rule 17.2.2 will be reimbursed.

Provided, however, if an employee is deputed to a place other than the

office/place of work on holiday, and the journey commences from and ends at
the residence of the employee, he will be allowed Conveyance Charges from his
residence to the place where deputed and back as admissible under sub-rule
17.2.2.

17.2.7 If an employee is required to attend to his duties on any holiday, he would be

reimbursed, with the approval of the concerned Head of Department,
Conveyance Charges from his residence to the office/place of work and back as

32
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Travelling Allowance Rules

admissible under sub-rule 17.2.2, provided he is not in receipt of

assistance/compensation of any nature whatsoever for working on such holidays
and/or coming to and going back from the office/place of work.

17.2.8 If an employee is detained for official work beyond 9 p.m. he would be reimbursed,
with the approval of the concerned Head of Department, Conveyance Charges
from the office/place of work to residence as admissible under sub-rule 17.2.2
provided he is not in receipt of assistance/compensation of any nature whatsoever
for working beyond normal duty hours and/or for coming to and going back from
the office/place of work.

17.2.9. The concerned Head of Department may permit travel by mode higher than the
entitlement of an employee as specified in sub-rule 17.2.2 in the following
exceptional cases:

i) In case of journey commencing from the office/place of work; outward journey

only, when an employee is required to perform the same on an urgent basis;

ii) In case where an employee is directed to perform the official work on urgent basis
on his way from residence to office/place of work, for the portion of journey from
the place of visit to office/place of work; and

iii) When the journeys are performed during odd hours and the public
transport/entitled mode of transport is not available during such hours.

17.2.10 The concerned Head of Region shall have the powers to permit an employee to
travel by a mode higher than his entitlement in other special circumstances on
merits of individual cases.

17.3 Reimbursement of expenditure on lunch, snacks, tea etc.

17.3.1 33An employee who performs local journey in connection with the Company's work
to places beyond a radius of 8 kms. from his office/place of work will be entitled to
reimbursement of expenditure on account of lunch, snacks, tea etc. at the rates
specified hereunder, provided such absence is for more than 5 hours on a day.

LEVEL/PAY RANGE(RS.) RATE OF

REIMBURSEMENT(RS.)
All employees including trainees and daily rated/ 20
muster roll employees

17.3.2 An employee who performs local journey shall return to the Headquarters on the
same day immediately after work is over. However, in exceptional cases if the
employee is required to stay overnight, due to lack of availability of transport or
the nature of work being such that it could not be completed on the same day,

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he will be paid Daily Allowance in accordance with the relevant provisions

contained in rule 5.3, subject to the approval of the concerned Head of Region.

17.4 The rate of reimbursement for road journey as indicated in sub-rules 17.2.2 and
17.2.5 and on account of lunch, snacks and tea etc. as indicated in sub-rule
17.3.1 may be reviewed once in two years by the Chairman & Managing Director,
who shall have the powers to increase/decrease the rates subject to the
maximum variation or 20% of the prevailing rates on one such occasion, keeping
in view the increase/decrease in prices of petroleum products, eatables and
other relevant factors.

17.5 Advance
17.5.1 No advance shall be admissible to meet the likely expenditure in connection with
the local journey.

17.6 Claim
17.6.1 For all the journeys performed in a week, a single claim for reimbursement should
be preferred.

17.6.2 34Employees have to submit all claims through ESS. The claims shall be routed to the
Concerned Finance department after being forwarded by the Competent
Authority, not below the rank of E7. The dealing finance officer shall scrutinize the
documents and make necessary deductions, if any, before finally forwarding the
claim for release of payment. All Claims shall be made within a period not
exceeding 02 months from the date of completion of journey.

In case of delay in submission of claim, the concerned Head of Region/ Project/

HoD at CC, may relax the prescribed time limit (02 months) at his/ her discretion,
but not beyond 03 months from the date of completion of journey.

In case of such relaxation, the approval of Competent Authority is also required

to be ticked (√) in the check-box made available in ESS for this purpose.

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CHAPTER - III

18.0 Scope
18.1 The extent of application of the provisions contained in Chapters I and II in
relation to Muster-roll, Daily-Rated, Casual, or Substitute employee shall be as
follows:

18.1.1 Muster-roll, Daily-Rated, Casual, Badli or Substitute employees shall not be sent
on official tours covered under rule 5.0, except under special and unavoidable
circumstances and with the approval of concerned Head of Region in each
individual cases.

18.1.2 When the employees referred to in rule 18.1 are sent on tour as above, the
provision contained in Rule 5.0 and 7.0 will apply mutatis-mutandis.

18.1.3 If an employee covered in rule 18.1, the selected for appointment/deployed to

a post at another Sub-station of the Corporation at outstation, he will be entitled
to Journey Fare, Conveyance Charges, Daily Allowance and bare Journey Time
for joining his post at the new station in accordance with the provisions contained
in rule 8.0. No Baggage Allowance, Transfer Grant, Transfer Pay Advance and
preparation time shall be admissible to him.

18.1.4 The provisions of rule 12.1 (ii), 13.0, 14.0 of Chapter I and entire chapter II shall
also be applicable to employees covered under rule 18.1.

18.1.5 The Chairman and Managing Director will have the powers to extend the
application of other provisions of those rules to the employees covered in rule
18.1.

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Travelling Allowance Rules

CHAPTER – IV

RULES RELATING TO DA DURING FOREIGN TOUR

19.0 35Release of foreign exchange on business travel abroad

19.1 Consequent to the revision of per the ceiling of Daily Allowance (DA) for business
visits abroad w.e.f. 16th August, 1994 by RBI vide their circular dated 6th August,
1994, a three tier rate of DA were introduced in November, 1994. The revised
approved rates for business visits upto a duration of 30 days are as follows:
Sl.No: LEVEL Rate (US $ PER DAY)
i) Above ED level 500
ii) For CGMs & ED 350
iii) For Sr. GM & below 300

For period exceeding 30 days, 75% of the above rates shall be applicable.

19.2 The period of deputation for release of DA will be restricted to actual duration of
the approved visit (excluding journey time but including intervening holidays).
However, stopovers etc. in case of visits to more than one country during the
foreign deputation shall be duly considered based on the information
available/furnished while obtaining approval of the Competent Authority.

20.0 Release of exchange for deputation for International

Conferences/Seminars/Workshops
20.1 The release of DA for attending international conferences/ seminars/ workshops is
to be regulated on the same rates as indicated at para 19.1 above.

21.0 Release of foreign exchange for specialised training/study tours

Release of foreign exchange shall be regulated as under:
S.No Period Rate (US $ Per Day)
i) For first 15 days 300
ii) For next 15 days 250
iii) For balance period of training 200
duration subject to RBI approval

22.0 Release of foreign exchange during business tours/training where

boarding/lodging is fully borne by the sponsor/agency abroad

Incidentals @ US $ 50 per day for a maximum period of 45 days in case of Business

visits/Conferences/Seminars and for a maximum period of 30 days in case of
Specialised Training/Study Tour.

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23.0 Release of foreign exchange when either lodging or boarding is borne by the
sponsor/agency abroad.

23.1 DA rates for visits when Lodging is borne by Foreign Sponsor

60% of the consolidated entitlement depending upon the nature of visit, viz.
Business/Conference/Seminars/Specialised Training/Study Tour

23.2 DA Rates for visits when Boarding is borne by Foreign Sponsor.

The consolidated DA rate as applicable depending upon the nature of visit to be
reduced by the amount of DA for food as notified by Government of India,
Ministry of External Affairs for various countries from time to time.

23.3 The permitted period for various deputation shall be governed as per the ceilings
prescribed by RBI guidelines issued from time to time.

24.0 Release of foreign exchange for visit to Nepal/Bhutan

The DA rates for visits to Nepal/Bhutan as assignment other than consultancy
assignment shall be regulated as follows:
Level DA Per Day Transport Hotel
CMD & US $ 50 Actual As per
Director entitlement
in India
ED&CGMs US$ 40 Actual -do-
Below Sr. US$ 30 Limited to US $10 -do-
GM per day

All payments shall be released in Indian Rupees.

25.0 Procedure for rendering account on return from tour abroad

25.1 The employees will get DA in terms of Para 19, 20, 21, 22, 23 & 24 above.

25.2 The component of Daily Allowance (for food) would be in accordance with the
Ministry of External Affairs Order, issued from time to time, for various countries.

25.3 Expenses on Hotel Accommodation incurred by the employee abroad will have
to be supported by bill/receipt. However, in case the employee does not submit
a hotel receipt, he may be allowed 20% of the admissible rate of consolidated
DA on the basis of certificate submitted by the employee.

25.4 The account of the other expenses like Local Conveyance, Communication and
other contingent expenditure will be rendered and settled on the basis of
expenditure incurred by the employee based on certification by the employee
concerned subject to following limits:

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Travelling Allowance Rules

i) Local Conveyance Not to exceed 35% of the consolidated

TA/DA as per Entitlement
ii) Communication Not to exceed 10% of the consolidated
Expenditure TA/DA as per entitlement
(Telephone, Fax etc.)
iii) Other contingent Not to exceed 10% of the consolidated
expenditure TA/DA as per entitlement

25.5 On return the employee concerned would submit a consolidated TA bill

accounting for various expenses including Daily Allowance as admissible under
para 19 to 24 above. Any surplus calculation of expenditure incurred would be
refunded to Company.

25.6 The Officers visiting abroad on consultancy assignment shall be governed by

specific rates as separately approved for each Project/Contract by the
Competent Authority.

26.0 36As an alternative to the consolidated DA provision, in case of foreign tours of

CMD and Functional Directors, the charges towards accommodation, local
conveyance and communication/ miscellaneous expenses, etc. shall be
reimbursed as per actuals, on production of receipts. In case the
receipts/vouchers of the expenditure incurred are not available, the same can
be claimed with due certification of such expenses up to a limit of US $50 per day
each for local conveyance and communication/ miscellaneous expenses. The
DA in such situations of reimbursement shall be in accordance with MEA order
issued from time to time for various countries as per the extant rules.

Further, in case of official business delegation where an executive of lower rank

accompanies and such executive does not get accommodation where the
delegation leader is staying, they shall be allowed room rent of the lowest
category room available in the hotel where the delegation leader is staying. In
such cases, a deduction of 25% of consolidated DA would be made.

27.0 All cases of foreign deputation including those to Nepal/Bhutan shall be

approved by CMD.

28.0 The release of foreign exchange shall be made by Corporate Finance in all cases
of foreign deputation after approval of Competent Authority. This travel
formalities shall be made by Corporate HR Group.

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Travelling Allowance Rules

CHAPTER-V

28.0 General
28.1 Unless otherwise specified, relaxations any nature as provided under these rules
can be approved by the next higher authority only, in respect of Self Controlling
Officers.

28.2. All claims for Travelling Allowance/Local Travelling Expenditure under these rules
are to be preferred with respect to the material facts as regards pay/rank existing
at the time when the journeys were undertaken.

28.3 In no circumstances, arrear payment/recovery will be made/effected due to

increase/decrease in pay for any reason whatsoever subsequent to the
submission of claims.

28.4 The Chairman & Managing Director shall be empowered to make changes in
procedure and amendments to these rules or any relaxation which is of minor
nature.

28.5 In case of any doubt in regard to interpretation of any of the provisions of these
rules, the matter will be referred to the Chairman and Managing Director whose
decision shall be final.

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Travelling Allowance Rules

Appendix
37Approving Authority for official tours

a) In case of Region/ Project:

SNo. Subject Matter Authority Extent of powers/ remarks

I. Sanctioning of tours within Region/ Project
(i) In case of Non- DGM Full powers in respect of employees working
Executives under them.
(ii) In case of Executives Sr. GM (i) Full powers in respect of employees working
under them but excluding approving of own
tour.

(ii) Head of Region/ Project shall be self-

approving authority in respect of their own
tour.
II. Sanctioning of tours outside Region/ Project
(i) In case of Non- Ch. GM (i) Full powers in respect of employees working
Executives under them but excluding approving of own
tour.
(ii) In case of Executives Head of (i) Full Powers.
Region/ (ii) in respect of self, tour approving authority
Project shall be their controlling officer.
III. To authorise Head of Full Powers.
employees under Region/
him to avail facilities Project
higher than
entitlement
provided under TA
Rules.
* 38HoPs/ HoFs, not below the rank of GM, shall be the Competent Authority for approving official
tours within Regions/ Projects in case of employees working in HR/ Finance, respectively, under
them in RHQ/ Project HQ.

b) In case of Corporate Centre:

S.N Subject Matter Authority Extent of powers/ remarks
o
I. Sanctioning of tours
(i) In case of Non- Sr. GM Full powers in respect of employees working
Executives under them.
(ii) In case of Executives Sr. GM (i) Full powers in respect of executives (upto
E6) working under (Quarterly report of all
tours to be provided to concerned ED
and Head of Internal Audit).
ED

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Travelling Allowance Rules

(ii) Full Powers in respect of executives (E7 &

above) working under them.
(iii) In respect of self, tour approving authority
shall be their reporting officer.

S. Subject Matter Authority Extent of powers/ remarks

No.
III. To authorise ED Full Powers.
employees under
him to avail facilities
higher than
entitlement
provided under TA
Rules.

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