Employees on domestic travel for official duty including tour, transfer / deputation will be entitled, as follows:

• Air travel to shorter distances (within 6 – 8 hours journey or within 500 KMs) shall be avoided and wherever possible, the employee should try and undertake the journey through either luxury bus or train. However, if the cost of air ticket is cheaper or equal to the luxury bus / train or in case of urgent situations, air tickets can be booked with prior approval of HOD.
• Employees should avoid usage of hotel resources for taxi, phone facility etc. due to additional expense involved in the comparison with the external market rates.
• For long distance travel (>500 Kms), all employees can opt for flight travel, however they are supposed to book the tickets at least ten days in advance with prior approval of manager

Classification of cities

Entitlement

• Employee’s entitlement grid (boarding, lodging, incidental expenses, out-of-pocket allowance) is as furnished above
• The allowance will be paid on the basis of number of hours spent from the time of departure to time of arrival, allowance rates as above would be applicable, as the case may be.
• Payment of full day / half-a-day allowance shall be reckoned as given below :

Lodging / out of pocket expenses, boarding and incidental expenses are not applicable when the travel is less than 50 Kms one way from the head-quarters, if there is no overnight journey or overnight stay is involved. In such cases, the executives are eligible only for a fixed-batta as furnished in the Annexure.

Accommodation / Lodging

• Employee may share a twin room in a hotel as far as possible. In case two or more employees share a room, charges for room will be paid to the employee in whose name the room is booked.
• Only government taxes as shown separately in the accommodation bill will be extra over the lodging entitlements mentioned in the entitlement table.
• n order to avail GST benefit all employees need to ensure that hotel billing has got the company GST particulars – detailed guidelines is furnished in Annexure – I.

Boarding

• If an employee avails company’s canteen facility on tour, he will be eligible only for 50% of boarding entitlement. A specific declaration for not having availed canteen facilities is required from an employee, to claim benefit in full.
• In the case of employees sponsored for residential courses, wherein boarding and/or lodging expenses are covered in the course fee itself, the employees shall be eligible only for 50% of their entitlement of boarding allowance.

Local conveyance

• For airport transfers, kindly get it touch with respective admin / GAD.
• Managers in grade D1 and above only are eligible to engage hired cab for whole day when they are on tour.
• To the extent possible, employees on tour shall aim at sharing the hired cab facility for airport / railway station drop and pick up and avoid duplication on engaging cabs.
• Employees up to grade C3 may engage app based rental cab for airport / railway station drop and pick up and GAD cab, during late night hours or early morning hours (between 09:00 PM and 06:00 AM).
• Employee may use their discretion and engage a cab to take any visitors or guest, who happens to be with them. Also, when carrying any valuable or bulky item of the company, taxi may be engaged.
• In order to reduce the cost of hired cabs, all eligible employees are encouraged to use app based rental cab (like OLA / UBER).

Incidental expenses

• This allowance is extended to take care of any minor expenditures associated with business travel
• If any employee stays in a hotel or transit accommodation or not, this allowance is extended.

Out-of-pocket expenses

This is payable only for journeys without overnight stay and only when the employee does not stay in a hotel / lodge or transit accommodation. This amount is meant for entertaining the hosts with whom the travelling employee is staying. For this case vouchers need not be produced and the eligibility is given as per the grid.

Other expenses / reimbursement

Employees who do not find availability of accommodation in train / bus for an urgent official journey to a place located within motorable distance, shall contact GAD and avail the services of the company’s car / taxi, as applicable / available.

Payment and recovery

• Employees are requested to submit duly signed claim form attached with relevant documents such as Tickets / Hotel bills / Boarding passes to Finance / Area Accountant as soon as the employees returns back
• Finance department would ensure smooth settlement of the travel claim within one week into the concerned employee’s linked bank account.
• All field (sales & service) shall get their travel claims settled at their respective area office.

General

• Employee / concerned department planner / department secretary should ensure that the total travel cost falls within the provided budget.
• In the event of separation of an employee from the services for any reason, the amount outstanding shall be adjusted against any payment due to her/him, statutory or otherwise and such amount outstanding for all purposes be deemed to be an advance against such statutory payments as well.
• Employees while on tour, are required to adhere to company norms as prescribed in Company`s Code of Conduct (CoC) with regard to dress code, conduct in public etc including safety

Loss or Theft of company items

In case of loss / theft of laptop, camera, data card, USB or any other company item :
In case of theft / missing items,

• Inform ISD and the concerned department planner / secretary
• Approach the nearest police station and lodge a FIR.
• Obtain a copy of FIR / FNCR from the Police station.
• Submit the copy of FIR / FNCR with ISD immediately on return from tour along with a written statement of facts
• ISD will coordinate with Finance for filing claims with Insurance company after obtaining required documents

Enough care should be taken for planning each official trip to ensure minimal cost to the company.

Employees should take responsibility to raise the TAF well in advance and get the same approved by the authority. Air tickets are only to be booked by the company appointed in house travel desk.

Employees travelling should book their tickets at-least 7 to 10 days in advance. However, there will be some exceptions due to exigencies. Those cases, Finance approval is required along with the reasons for the short notice. If it is genuine, ticketing shall be issued.

For a person, emergencies can be capped at 3 in a year per person (in case of less number of days / higher airfares etc). If it crosses 3, then the same will be taken up during MPR.

Up to grade B2, employees can draw travel advance for the inland / domestic travel up to 3 days prior to the date of departure on tour. The advance should be settled within 5 days from the date of return to headquarters along with travel claims & supporting vouchers.

If the travel advance is not settled beyond the specified time, the same will be recovered from the employee’s monthly salary.

Under no circumstances second travel advance will be extended unless the earlier one has been settled.

Flying returns (frequent flyer program)

In respect of air travels on official work (both domestic and international), benefits such as flying returns / frequent flyer program, free holiday stay, discount coupons, free tickets etc., and any other privileges given by the airlines or travel agent shall devolve to the company. Any utilization of the above privileges / benefits should have the prior written approval of the management.

Exceptions

Any additional expenses over and above the eligibility as stated above to meet out urgent official trip shall be decided by the approving authority as the case may be and shall be incorporated in the TAF for proper accounting.

Under GST regime, our Company is eligible to adjust the GST paid on Hotel/Lodge stay expenses against Company’s other GST payments in that respective state (in which that Hotel/Lodge is situated). To avail the said benefit employees are requested to adhere to the following guidelines.

At the time of checking in to the Hotel provide respective State / Union territory GST Number and Addresses of TVSM ( List of GST Number with address is available in our Intranet, TVSM App and Inland Travel System) Eg: Mr.Raman (of Hosur Factory) travels to Mumbai on a business trip. While booking hotel room, he should give his address and GST number as
Mr. Raman C/o TVS Motor Company Limited
401, PLOT NO.4/12/3 THE CHAMBERS,
4TH FLOOR, VIMAN NAGAR, PUNE PIN 411014
GST No. 27AAACS7032B1ZS

Requested to provide the travelling employees base station address & GST Number, if the state in which Hotel/Lodge is situated is not available in the list of GST numbers provided.
Eg: Mr.Raman (of Hosur Factory) travels to Nagaland on a business trip. While booking hotel room, he should give his address and GST number as
Mr. Raman
C/o TVS Motor Company Limited POST BOX NO 4
TWO WHEELER PLANT,
HARITA
Hosur – 635109, Tamilnadu,
GST No. 33AAACS7032B1ZZ
Ensure that, the Invoice issued by the Hotel / Lodge contain the GST Number and Address of TVSM, as provided by you.

In travel claim form, enter the following details with reference to the invoice issued by Hotel/Lodge:
Name of the Hotel/Lodge
Invoice Number
Date of invoice
GST Number of the Hotel / Lodge
State / Union territory in which the Hotel / Lodge is located and
Tax paid under GST (CGST & SGST)

TVS MOTOR COMPANY'S STATEWISE GST DETAILS