ENERGO ENGINEERING PROJECTS LIMITED

REGD. OFFICE: A-57/4 OKHLA INDUSTRIAL AREA, PHASE II,

NEW DELHI - 110 020
EMPLOYEE TOUR & TRAVEL POLICY
Objective:
i. To lay down the level-wise entitlements of various expenses incurred by the employees while
traveling for official work.
ii. The Travelling Allowance/reimbursements should not be considered as a source of revenue by
the employees and they should restrict their expenses within the framework of these rules. At the
same time company does not wish the employees to be put to any loss. In case expenditure
exceeds the provisions of these rules, same shall be ordinarily rejected, unless specific prior
approval is obtained from the Management.
iii. The interpretation and decisions of the Management will be final in each case with regard to these
rules.
Eligibility:
Applicable to all the employees of the Company and/or its group/associate companies.
Sanctioning Authority:
For any journey/tour for official purposes, any employee shall obtain prior permission of the
respective authority as specified under:
Journey Performed By

Sanctioning Authority

Chairman/Managing Director/Directors

Not Applicable

CEO/SVP/VP/AVP/GM

Managing Director /Director

DGM/ AGM/Sr. Manager/ Manager

Managing Director /Director/HOD

Dy. Manager/Asstt. Manager/Sr. Engineer/

H.O.D
Engineer/Officer
Executive Asstt./Asstt./ Field Executives/Office Manager HR & Admin
Boys/ Others
In case prior approval can not be obtained due to unavoidable reasons, written intimation should be
sent to the HR Department and the same should be ratified by the concerned sanctioning authority
subsequently.

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Policy:

A. Conveyance
A.1 Local Travel:
A.1.1 Use of Personal Vehicle for official work
1.1 Employees may use their own vehicles for official purposes provided they have a valid driving
license and current comprehensive auto insurance cover.
1.2 When an employee uses his/her personal vehicle on approved basis, the company will
reimburse as specified under:
Two wheelers :

@ Rs. 2.50 per km*

Car:

@ Rs. 5.00 per km* (for 2 box car : Wagon R, Santro, Maruti 800,
Alto, Chevrolet spark, Indica, Swift etc)
@ Rs. 6.00 per km * (for 3 box cars : Esteem, Swift Dezire, SX4,
Honda City, Indigo, Logan etc)

* The above takes into account petrol/oil/toll & maintenance expenses.

1.3 Expenses incurred in traveling from employee's home to regular assigned work location will not
be reimbursed. However, if the employee goes directly from home to another work assignment
other than the regular work location and the distance to the work assignment is greater than the
distance to the regular work location, the employee can expense the difference.
1.4 In order to receive reimbursement for mileage, the employee must maintain a log book as per
the format specified by the company. The said format may be provided by the HR Dept. on
requisition.
1.5 The employee assumes the responsibility for all parking and traffic fines.
A.1.2 Mode of Travel:
Employees may use the following modes of travel as per their individual entitlements as
specified below:
Level

Mode of Travel

Chairman/Managing Director/Directors

Optional

CEO/SVP/VP/AVP/GM

Own car/Taxi

DGM/ AGM/Sr. Manager/ Manager

Own car/Metered Taxi (@max. Rs. 7

per Km)

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Dy. Manager/Asstt. Manager/Sr. Engineer/ Auto/Two Wheelers/Bus/Metro

Engineer/ Officer
(Taxi in case of exigency with prior
approval)
Executive Asstt./Asstt./ Field Executives/
Bus/Metro
Office Boys/ Others
A.1.2.1 Taxis should be hired on Point to Point basis. Engagement of taxis for full day should be
avoided, however, if the same is unavoidable, the following would be the ceiling amounts:
Level

Local conveyance
(in Rs.)
(up to 80 kms)

Chairman/Managing Director/Directors

Actuals

CEO/SVP/VP/AVP/GM

750 per day

DGM/ AGM/Sr. Manager/ Manager

Metered Taxi
(@max. Rs. 7 per
Km)
N.A

1750 per day + 150

night charges
Metered Taxi
(@max. Rs. 7 per
Km)
N.A

N.A

N.A

Dy. Manager/Asst. Manager/Sr. Engineer

/ Engineer/ Officer
Executive Asstt./Asstt./ Field Executives/
Office Boys/ Others

Local conveyance
(in Rs.)
(> 80 kms up to
250 kms)
Actuals

The above provisions shall also apply for Local conveyance during Domestic Travel i.e
movements in the city/Town/Intercity/Inter- town and from the Residence to Airport/Railway
station and back.
A.2 Domestic Travel:
A.2.1 Mode of Travel:
Employees may use the following modes of travel as per their individual entitlements as
specified below:
Level

Mode of Travel

Chairman/Managing Director/Directors

Optional

CEO/SVP/VP/AVP/GM

Air(Economy Class) /2nd A.C. Train

/Executive A.C Chair Car
2nd A.C Train / A.C Chair Car

DGM/ AGM/Sr. Manager/ Manager

Dy. Manager/ Asstt. Manager/ Sr. Engineer/
Engineer/ Officer
Executive Asstt./Asstt./ Field Executives/
Office Boys/ Others

3rd A.C Train / A.C Chair Car

2 Tier/Sleeper Class Train/NonA.C Chair Car

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A.2.2 Tour should normally be planned in advance and must be approved by the HOD.
A.2.3 The employee going on tour should submit the Tour Approval Form duly signed by the
HOD to the Manager (HR & Admin) at least 7 days in advance so that proper booking
arrangements could be done well before the date of travel.
A.2.4 In case of Air Travel, various cost effective options such as Super Saver, check Fare, No Frill
airlines to be used. Travel schedule should be planned in a cost effective manner.
A.2.3 Irrespective of the above, if alternative modes of travel i.e train/road are conveniently
available, are cost effective and overnight journey time is less than 12 hours, then employees
(irrespective of their grade) are expected to travel by the alternative mode.
A.2.4 All executives eligible to travel by Air should schedule, if possible, one day visit so as to return
to their original destination on the same day.
A.2.5 All functionaries (G.M and above) are required to communicate their travel itinerary to all
concerned functionaries in Energo at least one day in advance by e-mail mentioning their
contact details during the period of travel and the date of their return..
A.2.6 Cancellation of booked tickets shall not be permissible under normal circumstances. However,
in exceptional cases, cancellation of tickets shall be permitted subject to advance intimation of
minimum 2 days to Manager (HR & Admin) along with justified reasons in writing.
A.3 International Travel
Level
Chairman/Managing Director/Directors

Mode of Travel
Optional

CEO/SVP/VP/AVP/GM

Economy Class

DGM/ AGM/Sr. Manager/ Manager

Economy Class

Dy. Manager/Sr. Engineer/ Engineer/

Officer
Executive Asstt./Asstt./ Field Executives/
Office Boys/ Others

Economy Class
N. A

A.3.1 Employees traveling abroad shall arrange for their Passport themselves. The Company shall
not be responsible for the same.
A.3.2 Employees shall also arrange for completing Visa formalities on their own. In case the Visa is
to be arranged by the company, intimation for the same shall be made by the concerned
person to HR at least 20 (Twenty) days before the date of travel.

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A.3.3 Employees traveling abroad shall necessarily be required to stay as per the Lodging
arrangement done by the Company on single occupancy basis. In case of two or more
employees traveling together, lodging arrangement shall be done (on gender basis) strictly on
sharing basis. However, sharing of rooms would be done with officials of similar grade. No
employee shall be entitled to make lodging arrangement for himself/herself.
A.3.4 An employee shall be reimbursed actual expenses incurred while traveling as per the ceiling
given below subject to submission of bills:
Level
Chairman/Managing Director/Directors

Max. Ceiling
Actuals

GM & above

$70 per day

DGM & below

$50 per day

A.3.5 The above Allowance is the maximum amount payable towards all Boarding and other out of
pocket expenses including expenses of non-personal nature (e.g photocopy, internet usage,
telephone etc.) against submission of supporting bills.
A.3.6 The expenses incurred on local conveyance shall be reimbursed subject to submission of bills.
A.3.7 International Roaming facility shall be provided by the company as per official requirements
on case to case basis. In case of group visit, the same shall be provided to the senior most
employee only.

B. Lodging & Boarding

1. An employee may be reimbursed the actual expenses per day restricted to a single room
accommodation charges in hotels as per the ceiling given below:
Ceiling of Hotel Accommodation (@ Rs. per day):
Level of Employees

City-A

City-B

City -C

Chairman/Managing Director/
Directors

On actual
basis

On actual
basis

On actual
basis

CEO/SVP/VP/AVP/GM

3000

2500

1500

DGM/ AGM/Sr. Manager/ Manager

2000

1200

800

Dy. Manager/Asst. Manager/ Sr.

Engineer/ Engineer/ Officer
Executive Asstt./Asstt./ Field
Executives/ Office Boys/ Others

1200

800

600

600

500

400

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Ceiling of Daily allowance (@ Rs. per day):

Level of Employees

City-A

Chairman/Managing Director/ Directors

City-B

City-C

On actual
basis
1100

On actual
basis
650

On actual
basis
600

DGM/ AGM/Sr. Manager/ Manager

750

500

450

Dy. Manager/Asst. Manager/ Sr.

Engineer/ Engineer/ Officer
Executive Asstt./Asstt./ Field
Executives/ Office Boys/ Others

525

425

375

425

325

CEO/SVP/VP/AVP/GM

275

2.

The above Daily Allowance (DA) is the maximum amount payable towards Boarding
(inclusive of Breakfast, Lunch & Dinner) and all other expenses incurred while on tour, other
than Local Conveyance, against submission of supporting bills. However, an employee can
claim up to 40% of the above amount without submitting bills for the same.

3.

The employee shall book accommodation for himself/herself in a designated hotel as selected
by the company (if any) wherein a special discounted rate has been worked out by the
company.

4.

The above Daily Allowance shall be payable for period of stay only i.e. exclusive of the days
of journey.
Basis of Classification of Cities:
Category of City
City-A
City-B

City-C

Name of the City

Delhi, Mumbai, Chennai, Kolkatta, Banglore,
Hyderabad, Pune, Ahmedabad
Baroda, Bhubneshwar, Chandigarh, Cochin,
Coimbatore, Indore, Jaipur, Ludhiana,
Lucknow, Nagpur, Patna, Kanpur, Panaji,
Udaipur, Vishakhapatnam as well as all other
State Capital Cities and Union Territories will be
treated B Category cities.
Other Cities/ Places will be treated as C
Category cities.

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General Rules
1. In case any employee has to travel by a mode higher than the mode prescribed hereinbefore
due to special circumstances, prior permission of the concerned department head should be
obtained. However, this is subject to final approval from the management.
2. Expenses incurred while traveling
While traveling for official purpose, employees are advised to incur all the expenses themselves
and submit all the bills, receipts etc., in original, to Manager (HR & Admin) for claiming the
reimbursement.
3. Non-Reimbursable Expenses:
Employees should not claim the reimbursements for the following expenses:
a.
b.
c.
d.

Repair, maintenance of luggage or similar items

Loss of cash or other personal property due to negligence
Expenses incurred in unsanctioned trips
Other travel expenses considered as not necessary during the trip

4. Mode of Claiming:
An employee claiming travel expenses shall submit the bill(s) to the Manager (HR & Admin)
along with the Travel Reimbursement Form specified for the purpose.
5. Expense Reporting:
The following conditions apply for submission of expense reports:
5.1 Employee must submit expense reports within 1 (One) week upon returning to the office. In
case of failure to submit expense reports, the said amount shall be adjusted against the next
months salary.
5.2 Include the following items in, or attached to, the expense report when submitting it for
payment:
b. Copy of Travel Authorization Form signed by concerned sanctioning authority.
c. Original copies of receipts for meal, lodging, air or auto transportation, and any other
official expenses.
d. Explanation of any deviation from policy, unauthorized vendors, lodging or transportation,
and/or charges submitted "in lieu of" normal expenses.
e. Cheque made payable to the company, if repayment of travel advance is due.
6. Tour Advance:
6.1 Tour advances will normally be given only a day prior to the commencement of the tour.
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6.2 Employees can collect the tour advance amount from the Accounts department.
6.3 In any case if the amount is more than Rs.5,000/-, one-day prior notice to be given to
Accounts Department.
7. Personal visit clubbed with official visit
Employees shall be allowed to club personal visit with official visit. However, the following
rules shall apply in this regard:
7.1 The Company shall reimburse the actual return fare for official trip only. In case the fare for
destination of personal visit exceeds the fare for official trip, such extra fare shall be borne by
the employee himself. The Company shall not be liable for the same.
7.2 All expenses incurred by the employee on account of personal visit including expenses
incurred on travel, lodging, boarding, etc for himself/family member shall be borne by the
employee himself. The Company shall not be responsible for the same.
7.3 The employee must submit Leave application for extended personal visit in the prescribed
format to HR at least 1 (one) day before the date of travel. In case leave application is not
submitted in time, it will be considered as absence of the employee from official duty.
8. Travel Expenses Budget
To make a provision for the annual travel expenses in the Companys budget, the concerned
department/functional heads are required to prepare and submit a Quarterly Tours & Travel
Expenses Budget for their respective departments & get it approved at least 7 (seven) days in
advance of the beginning of each quarter.

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