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Policy No TEN Effective Date January 1, 2002

Policy On DOMESTIC TRAVEL POLICY Review Date January 1, 2004

Business tasks often require the employee to travel outside his place of posting. The employee
should arrange his / her travel in a way that facilitates effective performance at work and is
cost effective.


To define and lay down the policies, procedures and guidelines for the domestic travel and
related entitlements for lodging, boarding, expenses, car hire etc.


All employees of Hutchison - India and its affiliates/ JV companies undertaking business
travel within India.


3.1. Domestic Travel: Travel on company business to any destination more than 100 kms
radius from place of posting, within India. In case of travel for a distance shorter than
100 kms (one way), local conveyance policy as applicable in each location will apply.

3.2. Boarding Expense: Reimbursement of expenses towards the Food / Snacks /

Non-Alcoholic Beverages. Includes Breakfast, Lunch and Dinner.

3.3. Incidental Expense: Reimbursement of expenses towards tips, porterage etc.

3.4. Consolidated Expense: Means and includes a lump sum amount payable to an
employee, towards lodging and boarding, when an employee makes his own
arrangements for the same with his friends / relatives, etc. This allowance will
commence only once the employee reaches the destination.

3.5. Journey Expense: Means and includes a lump sum amount payable to an employee,
towards boarding and miscellaneous expenses incurred whilst travelling by rail / road
where travelling time exceeds four hours.


MODE OF TRAVEL: As indicated in the annexure. In case employees of different

entitlements travel together, only downgrading of mode of travel is permissible.

An employee undertaking domestic travel can seek reimbursement either under Plan A
(company arrangement) or Plan B (own arrangements).

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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4.1. PLAN A (Company arrangements)

Under this plan, arrangements for employee’s lodging is made by the Company in
designated Hotels or Company Guest House (wherever available), and employee can
claim Boarding Expense and Incidental Expense as per entitlements mentioned in

4.1.1. Guest House Stay

While on tour in the cities/ locations where the company has a Guesthouse, the
employee will be required to stay in the Guest House. No charges would be levied for
stay at the Guest House. In case an employee takes food other than in the Guest
House, the expenses for the same will be reimbursed as per employee’s entitlement for
boarding allowance against submission of bills. All employees are normally expected to
use the Guest House facility as a first option.

4.1.2. Hotel Accommodation

a) Stay in Hotels permissible only if accommodation at Guest House (in cities where
Guest Houses are available), is not available.

b) Only standard rooms are permitted on business travel, unless it is upgraded by

the hotel as a courtesy on complimentary business. In smaller towns, Administration
Department may also choose to reserve upgraded rooms as appropriate.

c) No reimbursement is permissible for alcoholic beverages, cigarettes, recreational

facilities, health club, in-room movies/internet.

d) In case employees of different entitlements travel together, only downgrading is

permissible for the employee with the higher entitlement if this is necessary.

e) Local Administration Department will negotiate the most favourable rates with
various hotels in their territory. Hotel tariffs are generally revised every year in
October and this will therefore be updated and circulated to Hutchison - India and its
affiliates/ JV companies every year by November. All seasonal offers, business
promotion/ special discount schemes, Value Add-on services etc. to Hutchison -
India and its affiliates/ JV companies will also be circulated.

f) Local Administration Department will be responsible for handling hotel bookings

at their respective locations, processing bills as per the contracted tariff and ensuring
excellent service by maintaining good rapport with local hotels.

g) A list of approved hotels with negotiated corporate rates is available with the
Local Administration Department.

h) The Lodging entitlements are defined exclusive of taxes.

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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4.1.3. Boarding Expense

a) Boarding Expense can be claimed as per the entitlement limits mentioned in

Annexure-I. Supporting bills need to be provided to claim this Expense. However,
up to 10% of Boarding Expense may be allowed without bills, in case bills are not
available or lost.

b) The entitlements of boarding expense are exclusive of taxes.

4.2. PLAN B (Own arrangements)

4.2.1. Under this plan, an employee makes his own arrangement for lodging and
boarding and can claim a consolidated expense on a per day basis. Employees
are allowed to claim incidental expense while opting for Plan B, but no Boarding
Expense will be separately paid for.

4.2.2. It is expected that such arrangements are within reasonable travelling distance
from the place of work and do not violate employee Code of Conduct specifically
with respect to clauses viz. ‘Gifts from Suppliers / Customers’ and / or ‘Dealings
with Company’s suppliers/ customers’.

4.2.3. Payment of Consolidated Expense (CE)

a) CE will be on a fixed rate as per Annexure-I.

b) No vouchers/ bills are required to be produced while claiming CE.

c) CE is payable when an employee stays overnight at the destination and

when lodging / boarding expenses is borne by the employee and not
‘sponsored’ by the host location.

d) CE will be calculated for each night of stay. Night means actual stay and
does not include time spent in a train / bus etc. However, where CE is
claimed for an overnight stay, the employee can claim Boarding expenses as
per his limits, on production of relevant bills on the day he returns to his place
of posting.

e) When an employee is on Plan B, he will be paid Consolidated expenses as

follows :

This is illustrated below:

Time of departure : 1800 hrs. Monday

Time of arrival : 2000 hrs Monday
Own arrangements for stay : Monday night and Tuesday night

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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Return : 2200 hrs on Wednesday

In the above case, the following will apply:

Lodging expenses : Not applicable

Consolidated expenses : Can be claimed for Two nights (Monday
night and Tuesday night)
Boarding Expenses : Can be claimed as per applicable limits
on the day of return i.e. Wednesday

f) Where an employee checks out of a hotel and returns the same day (by
train/air – departure time taken as base here), no consolidated expense will
be payable.


4.3.1 Incidental Expenses

An employee can claim Incidental Expenses as per limits mentioned in Annexure-I to

cover the expenses such as tips, porterage, normal laundry etc without having to
produce bills/ vouchers.

4.3.2 Laundry expenses

Laundry expenses will normally need to be claimed under the limit available for
incidental expense. However, expenses towards laundry will be separately reimbursed
where stay exceeds three days under plan A only.

Journey Expenses

This is applicable only in case of Train/ Road journey where journey time is 4 hrs or
more. Journey Expenses is paid to cover boarding and incidental expenses incurred by
an employee during the journey as per limits given below:

Band Journey Period

Between 4 to 12 Beyond 12 Hours
U/C,1, 2 Actuals Actuals
3,4 100/- 200/-
5, 6 & 7 75/- 150/-

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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4.3.3 Travel Expenses while on Special Assignment / Deputation / Residential Training

a) For employees sent on external residential training programmes or on travel where

complimentary boarding / lodging is extended either by the institution or by the
company, only Incidental expense will be paid.

b) For employees sent on Special / Temporary assignment to a new location he will

be eligible to claim reimbursement under this policy. Such status will be
specifically communicated to the employee and intimated to accounts.

4.3.4 Business Meetings and Entertainment Expenses

a) Business promotion expenses on meals/gifts shall be supported by cash

memo/bill. Approval for such expenses needs to be obtained.

b) Reasonable expenses of business meetings and entertainment shall be supported

with details of names of person and position / company entertained, business
purpose etc.


4.3.5 Local conveyance

Band 3 and below:

a) It is expected that employees will use the most effective public transportation system
such as local black & yellow metered taxi, auto-rickshaw, prepaid airport cab, airport coach,
shuttle services etc.

b) Local Conveyance will be paid based on actual amount spent, and where bills/ receipts
are not available, a personal declaration by the employee will suffice.

4.3.6 Car hire

a) Car Hire is permitted only for employees in Band 2 and above.

b) Car hire for Band 3 & below is permitted for cases involving extensive local travel
(approx. 80 kms. and above), with prior special approval of functional heads.

c) For bands Unclassified and 1, car pick-up and drop from residence to airport/
station and station / airport to residence is permitted. However, employees in this band
are encouraged to use their own vehicle as far as possible, for this purpose. For other
bands, employees can use the most effective public transportation system or their own
cars for airport pick up and drop in the city of their posting.

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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d) In all cases of car-hire, employees are expected to be judicious so as to make
optimum utilisation of available kilometres in the minimum slab. In other words, for
insignificant travel, car hire entailing hire payments of minimum slabs such as 80 kms.
etc. is not recommended.

e) Request for car-hire should be indicated on the “Tour Programme form” which is
submitted for domestic travel.

f) Whenever more then one employee is travelling on the same flight, the airport
transfers will be clubbed to the extent possible (up to a maximum of three people).
For independent Airport transfers while travelling together on the same flight, prior
approval of CEO will be required.

g) Suitable Cars as arranged by Local Administration will be hired. Administration will

ensure car hires do not exceed company car entitlement.

h) In case of non-availability the agency may send higher category of car but only at
the rates of approved category.

i) In all cases of Car Hire, employees are requested to sign the duty slips by
correctly recording the “Time” & “Kilometre” reading at the time of releasing the car.
Employees are personally requested to comply with this requirement at all times.

j) Hiring of taxi / car is permitted for short trips involving distance of up to 200 kms
(one way) where such hiring is more economical than the cost of travel by train.

k) In case a car is required for personal work, the employee should indicate it and
he would be billed for this accordingly.


As a policy, employees are not expected to prefix, suffix leave with an official tour unless
specifically approved.

If an employee avails leave while on tour, he / she will not be reimbursed expenses
towards lodging, Boarding, Consolidated Expense, Incidental Expenses for the duration
of the leave.


Tour Advance
Employees are advised to carry minimum cash advance while proceeding on tour and
use personal Credit Cards to settle hotel and other expenses wherever feasible.

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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Telephone Calls
a) Charges for telephone calls made for business reasons and reasonable calls to
employees residence/ family, will be reimbursed.

b) Where STD/ ISD calls are made from booths, the print out, as a proof of payment,
must be attached to the travel expense statement. The employees are expected to
endorse these slips by indicating name of the person / organisation called, destination

c) Employees are discouraged from making local /STD / ISD calls from Hotel as
these are charged at a premium rates. These should be kept to minimum.

d) Employees who need to make phone calls should be judicious in choosing the
mode of communication to be used (cell phone / landline).

Function Heads approving the tour are authorised to approve the Tour Specific Roaming
Requests by signing the Employee STD / ISD / Roaming Request Form.

Loss of Money/ Baggage on Tour

Company will not be liable for the loss of money/ baggage on tour. If an Employee loses
any asset of the company entrus0ted to him/ her, a police report (FIR) should be lodged
at the local police station having jurisdiction over the area of incident. A copy of report so
lodged is required to be given to Security department at the place of posting.

Injury on Tour
It is imperative that employees carry their identity/ visiting cards with them at all times so
that in the event of an accident on travel, the company will get immediate & priority


5.1. All expenses such as lodging / boarding etc while on tour will be paid for by the
employee and accounted for by location to which the employee belongs.

5.2. An employee proceeding on tour will get his tour programme approved by the function
head. First copy of the tour programme shall be given by him to the Accounts
Department while taking the travel advance; second copy shall be sent to the
Administration Department and the third copy shall be retained by the employee.

5.3. All Car-Hire/ Ticketing will be handled by Administration at each location. The tickets
will be booked on the most economical / efficient carrier / route only. Where Corporate
Tie-ups exist preference will be given for these Airlines.

5.4. Employees are expected to economise on the lodging expenses by taking morning
flights wherever possible and must schedule appointments accordingly.

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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5.5. Upon return from tour the employee shall submit his travel expense statement within
three working days to the approving authority and return unutilised advance. After
approval, the statement shall be submitted to the Accounts Department for settlement.

5.6. Travel advance standing unadjusted for more than fifteen working days is liable for
deduction through salary without notice.

5.7. Any expense incurred over and above entitlements shall be approved only in
exceptional cases by CEO / COO

Fraud/ Misrepresentation

5.8. The company has endeavoured to provide a fair level of comfort to the employees with
the above expense structure. Employees found making false claims shall be liable for
disciplinary action including dismissal.

___________ _____________ _____________ ____________ ____________

VP–Finance VP-Corporate HR CFO CEO Director

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