Sample Travel Policy

Sample Travel Policy

Document History



Ver. No










April 05






Initial Release of Domestic  Travel




April 05




Approved and Release of Domestic Travel




Sep 05




Revision in the Entitlement






























Document Control









Prepared By






Vetted By







Approved By



Advisory Committee









Objective: XYZ shall have a standardized policy on the Domestic travel on account of business/project needs. This shall enable employees to conduct business in an efficient and effective manner.



To ensure the expenses are cost effective and shall also economical in optimizing the productivity.




Scope:  This policy covers expenses and entitlements of employees who travel on company’s business, or deputed to attend lectures / conferences / workshops /training programs within India. This policy shall highlight on the entitlements during domestic travel. viz;



a)       Mode and class of travel


b)       Accommodation


c)       Food and Other expenses


d)       Local conveyance


e)       Guest House Stay / stay with friends and relatives






Eligibility: This shall be applicable to all employees at XYZ.












Mode and Class of Travel: 






All Staff Members

Air ( Economy Class)


Employees are entitled to the expenses towards Accommodation and Food  as under:



Option I


Option II




Per Diem


Per Diem – On staying with Friends or Relatives


Food & Other expenses (Other expense includes Tips, Portage, Newspapers, snacks etc.)


















Other Cities including   Chennai, Hyderabad,  Pune and Kolkatta)


Up to

Rs.3500/- + Taxes

Up to

Rs.4400/- + Taxes

Up to

Rs.3200/-           + Taxes

Rs. 400/-

Rs. 500 Per Day



  • Where due to non-availability of sufficient rooms for the traveling members to the same destination, twin sharing accommodation shall be recommended.


Employees are expected to avail guest house accommodation wherever available but will be entitled to boarding expenses as above. Alcohol, Cigarettes, shall not be claimed from the above Per Diem.


An Employee has an option to stay with friends or relatives during the business trip. They shall be entitled to Per Diem as mentioned under option II. Supporting vouchers / bills are not required to be submitted, and shall not be entitled for any other expenses.


The period of travel to compute the Per Diem claim shall be based on 24 hrs of stay.  The time between the departure and arrival from home will be defined as period of outstation travel. Fractional days up to 12 hrs will be considered as ½ day and more than 12 hrs as full day for calculation for all allowances except for daily allowances in respect to stay with relatives and friends that will be based on a night stay.



Business Travel on account of attending Seminars / Lectures / Conferences.


Business travel arising to attend lectures, seminars, conferences or for similar purposes sponsored by  XYZ,   the daily allowances applicable will be as under.


  1. For Non Residential Programs as per Domestic Travel Policy

  • For Residential Programs: Rs. 100/- per day for incidental expenses.



Business Travel accompanying Company Guests



Employees accompanying Company Guests will be entitled to actuals for stay and other expenses with prior approval from the concerned authority/President.


While the arrangements are made by the Customer for stay, the employee shall be entitled to only boarding, incidental and conveyance expenses.  If the Customer provides boarding the employee shall be entitled only to Incidental and Conveyance expenses as applicable.


Local conveyance:




Employees shall be entitled for reimbursement of local conveyance at actuals depending on the availability of the mode of transport.


Travel Advance:



An employee shall fill in the Travel program approval duly approved from the Manager and submit to the Finance Department. The travel advance shall be paid two days prior to the departure.


An employee shall submit the approved travel expenses statement with necessary supporting /bills to the finance department within three days of return from the business trip





  • XYZ shall reserve the right to modify / amend or withdraw in whole or part thereof as and when required.

  • XYZ shall have the discretion to disallow any claim which is not justifiable or is unreasonable.


  • XYZ shall accept no liability for the loss of money or the belonging of the employee. If the employee loses any asset of the organization,   he/she shall file an FIR with the police under the jurisdiction of the area. A copy of the report so lodged shall be submitted to the finance department to initiate necessary insurance claims.



No comments yet. Why don’t you start the discussion?

Leave a Reply

Your email address will not be published. Required fields are marked *