Merbon Manufacturing Pvt Ltd
Policy No. : 005 Effective Date: ___ June 2024
Site : Mumbai & Pune, India
Version : 1.1
Subject : Travel Policy
1.0 Purpose
1.1 To outline the policy and guidelines for MERBON MANUFACTURING Industries Pvt Ltd’ official
travel.
2.0 Scope
2.1 All employees including trainees.
3.0 Reference
NA
4.0 Definitions
4.1 Official Travel is day to day traveling of the employee for the purpose of executing the task.
Note: Reporting to work and back to home is not considered as official travel.
• Local travel – Within the Limits of Municipal Corporation or 80 KM (to & fro).
Note: Anything above 80KM should be through public transport.
• Outstation travel- Out of the Base Location of employees inclusive of night stay.
4.2 Reimbursement is a payout after incurring expense by the employee.
Travel by own Conveyance
Vehicle Rs./KM
2-Wheeler 2/-
∙ per KM
(Executives/Trainees/Managers)
4-Wheeler
∙ 8/- per KM
(General Managers/HODs)
All employees who have to interact with customers/dealer/distributors/ on a day to day basis would be given an
official sim card for the purpose of performing their respective tasks.
Merbon Manufacturing Pvt Ltd
Outstation Travel
Designation Expense Maximum Reimbursement
Travel Sleeper class buss (Non- 1. Local Conveyance-Actual by bus.
(Out AC) / Sleeper class Train
Station) (Non-AC). 2. Two wheeler as per the specified Rate /-KM.
1. No reimbursement of food expenses where employees
have been provided food in group's canteen free of cost.
Rs. 300/- day against bill.
2. In case of travel without overnight stay, food expenses
Food
can be claimed
Rs. 150/- day without bill 3. Liquor and Cigarette bill will not be allowed.
Metros Rs. 1,200/- Per
Night.
Executives/Trai
nees
Rs. 100/- day if employee has made his own arrangement
Lodging
to stay at friend's/relative's place.
Other Rs. 800/- Per Night.
In case all expenses (Travel, Food, and Lodging) are
Incidental
Rs. 50/- day. supported with bills, incidental expenses can be claimed
Expenses
as specified for Rs. 50/- day.
Rs. 6,000/- month.
Any employee who are on deputation for a minimum
Deputatio
period of three weeks / maximum of 3 months only will
n
be eligible for a fixed monthly allowance i.e., deputation
Allowance
allowance in lieu of the food expenses.
Rs. 200/- per day.
1. Local Conveyance-Actual by Auto Rickshaw / Taxi.
Travel
Sleeper class buss (AC) /
(Outstatio
Train Three Tier AC
n)
2. Two wheeler/Car as per the specified Rate /-KM.
1. No reimbursement of food expenses where employees
Managers
have been provided food in group's canteen free of cost.
2. In case of travel without overnight stay, food expenses
Food Rs. 500/- day against bill.
can be claimed as per the specified rates.
3. Liquor and Cigarette bill will not be allowed.
Merbon Manufacturing Pvt Ltd
Rs. 250/- day without bill.
Metros Rs. 2,000/- Per
Night.
Rs. 100/- day if employee has made his own arrangement
Lodging
to stay at friend's/relative's place.
Other Rs. 1500/- Per
Night.
In case all expenses (Travel, Food, and Lodging) are
Incidental
Rs. 75/- day. supported with bills, incidental expenses can be claimed
Expense
as specified for Rs. 75/- day.
Rs. 9,000/- month.
Any employee who are on deputation for a minimum
Deputatio
period of three weeks / maximum of 3 months only will
n
be eligible for a fixed monthly allowance, i.e., deputation
Allowance
allowance in lieu of the food expenses.
Rs. 300/- day.
Car/ Taxi @ the prevailing
Travel
rate or by Air (economy
(Out Actual by Taxi or Own Car.
class) or 2 tier AC Train
station)
Fare.
1. No reimbursement of food expenses where employees
have been provided food in group's canteen free of cost.
Rs. 750/- day against bill.
2. In case of travel without overnight stay, food expenses
Food
can be claimed as per the specified rates.
Rs. 500/- day without bill. 3. Liquor and Cigarette bill will not be allowed.
General Metros Rs. 3,500/- Per
Managers/HODs Night.
Rs. 200/- day if employee has made his own arrangement
Lodging
to stay at friend's/relative's place.
Other Rs. 2,000/- Per
Night.
In case all expenses (Travel, Food, and Lodging) are
Incidental
Rs. 200/- day. supported with bills, incidental expenses can be claimed
Expense
as specified for Rs. 200/- day.
Rs. 12,000/- month.
Any employee who are on deputation for a minimum
Deputatio
period of three weeks / maximum of 3 months only will
n
be eligible for a fixed monthly allowance i.e., deputation
Allowance
allowance in lieu of the food expenses.
Rs. 400/- day.
Note: Policy is meant to meet the minimum requirement and not to be lavish. All privileges given to be used
carefully.
Merbon Manufacturing Pvt Ltd
Travel General Guideline:
● All employees are expected to plan their tour in such a manner that journeys as far as possible be
scheduled without causing loss of day's work.
● All employees utilizing Company guest house with food option are not eligible for any of the above lodging
/ food reimbursement.
● Every official travel should have proofs such as bill receipts, travel tickets, food bills, Hotel bills, etc.
● Please note that Travelling and associated allowances are not a source of Income but actual Business
expenses. All these expenses are auditable and the company shall take a very serious view if any false
presentation of expenses / bills or tickets, and such an employee may have to face disciplinary action leading to
termination of services from employment.
● For the Sales team, reimbursement of official travel expenses and daily allowance is settled in seven
days of submission of filled reimbursement form along with respective bills every 15 days. For ex: if an employee
submits reimbursement form by 15th of the month, his/her expenses shall be reimbursed by 22nd of the same
month.
● The respective Department Head has to approve all travel related expenses.
● Employees must apply for a Tour through email approval from the respective HOD must be sent to HR.
● Separation: The Company will finalize the settlement of accounts only when the employee clears the
outstanding advance. If the same is not done or if the settlement amount falls short of such a refund, the company
will deduct such amount from the dues payable to the employee.
● If Employee goes on a Joint tour, then the expenses will be claimed jointly and travel expenses will be
claimed by the person whose vehicle is used for traveling.
● In case arrangements have been made by the company then the same will not be claimed by the
employees.
Any discrepancy in the policy shall be handled by Management intervention and all decisions at the discretion
of management in case of any interpretation issue.
