DISH TV INDIA LTD. Policy : Inland Travel Policy - Dish TV Intranet

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POLICY DOCUMENT - DISH TV INDIA LTD. Policy Effective Date Responsible Party

: Inland Travel Policy : 01 January, 2016 : Human Resources

1. Purpose: To lay down a policy applicable to executives for official travel in India and define the limits for expenses likely to be incurred for such travel. 2. Scope: 2.1. All employees of Dish TV and its subsidiaries. 2.2. This policy covers inland travel, which includes travel within India, involving overnight stay or same day return for official journeys beyond the city limits. 3. Policy Guidelines: 3.1. The allowances / reimbursement pertaining to Class / Mode of Travel, Hotel limits, Daily allowance limits, Own Arrangement and stay in Guest House that an employee is entitled to as per his grade, while on official tour has been specified (Ref. Annexure - 1). Any deviation from the entitlements needs to be approved by Head - HR and CFO. 3.1.1. The Company has made arrangements at certain places for a guesthouse. Please contact Administration Department for guest house booking. The employee must stay in the guesthouse, where breakfast & meals would be provided. When an employee stays in a Company guesthouse he would be entitled to 20% of the Daily Allowance only towards incidental expenses (no supporting required). 3.1.2. Accommodation in a hotel is permitted only if guesthouse accommodation is not available, as confirmed by Administration. Hotel limits applicable for various grades have been laid down (Ref. Annexure - 1). 3.1.3. While staying in a hotel the employee will be entitled only to a flat Daily Allowance towards food & other incidental expenses as specified in Annexure 1 (supporting required). 3.1.4. In case the employee makes his own arrangement for accommodation, then he is entitled only to a Personal Allowance as mentioned in Annexure – 1 (no supporting required). 3.1.5. Daily allowance / Personal Allowance is applicable for journey involving more than twelve hours from the place of posting. In case the duration of journey is less than twelve hours, half of the daily allowance would be reimbursed. 3.1.6. When an employee visits more than one town in a day, he will be paid Daily allowance / Personal Allowance as applicable to the town in which he spends the night. For the last day of the tour not involving night stay, allowance applicable will be that of the town covered prior to return to place of posting. On such last day of travel, if the duration of travel is less than twelve hours, half of the daily allowance will be reimbursed. 3.1.7. In all above cases employee can additionally claim conveyance at actuals. 3.1.8. Actual expenses incurred on stationery, postage, telegrams, telexes, faxes, STD / ISD calls for official purposes during the tour would be in addition to the allowance entitlement limits, and the same will be reimbursed against bills / vouchers. 3.1.9. If the employee travels by company’s vehicle then the driver accompanying the employee will be entitled to an allowance of Rs.100/- per day. 2

POLICY DOCUMENT - DISH TV INDIA LTD. 3.2. Approval Any travel will be undertaken only after prior approval of the department / function head and in case of department/ function head is unavailable, of the CEO, in the Travel Portal. In case the department/ function head/ CEO is not available and some urgent travel requirement has come up, kindly forward the requisition through Travel Portal to HR. HR would obtain consent from the concerned approving authority and authorize the travel. No travel will allowed without proper sanction. Any deviation from the policy would require prior approval of CEO. 3.3. Cash Advance 3.3.1. Employees proceeding on tour may draw cash advance (duly authorized by the department/ functional head), based on the expenses envisaged, from the office at the place of posting. The same has to be settled within three days of return from travel. No fresh advance will be given unless the previous advance is settled. 3.3.2. No additional cash advance or expense reimbursement would be paid from any other office other than the one in the place of posting of the employee; except in case of exigencies. 3.3.3. On return from the tour, the employee shall claim reimbursement of all his expenses incurred during the tour in the Travel Expense Statement on Travel Portal along with necessary supporting bills / receipts. 3.4. Ticketing Ticketing should always be done through the Travel Portal / Administration Department. 3.4.1. Any ticket purchased by the Company will be debited to the individual’s travel account by Administration, for which the employee needs to get his / her travel Expense Statement signed by Administration, after returning from tour. 3.4.2. Ticket cancellations at the last minute should be avoided, as the penalty levied on such cancellations is high. Cancellations involving an amount more than the normal charges, shall require a special waiver of the department / functional head. 3.4.3. Tickets booked through the Administration Department should also be cancelled through them during office hours. However, cancellation of tickets booked by individuals on their own or tickets requiring cancellations after office hours would be the responsibility of the concerned individual. 3.4.4. The travel requisition duly approved by the department/ functional head should be forwarded to the Administration Department for making necessary bookings. In case of urgent travel on a holiday or in the event of the travel plan being firmed up after office hours, the concerned employee may use his own resources to make the necessary booking. Details of such travel should be intimated to the administration department on return from tour. 3.4.5. Employees using credit cards, should claim the amount incurred on the credit cards through Travel Expenses Statement, enclosing all relevant bills / receipts. It would be the responsibility of the employee to make necessary payments to the credit card company. 3.4.6. Within three days of completion of travel, the employee must submit an expense statement of total-actual-expenses incurred within limits of entitlement, with necessary supporting bills / receipts.

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POLICY DOCUMENT - DISH TV INDIA LTD. 4. Policy Notes: 4.1. 4.2. 4.3. 4.4. 4.5. 4.6. 4.7. 4.8.

4.9. 4.10. 4.11. 4.12.

Inland travel is travel within India (extended to include Nepal and Bhutan). Metros include Mumbai, Delhi, Calcutta, Chennai and Bangalore. All travel expenses to be reimbursed on actual as per entitlement and by shortest route. Spouses may accompany at employee’s own expenses. Outstation local conveyance expenses to be reimbursed at actual as per the entitled mode of transport. All inland travel has to have prior approval from the respective department head. Executives to stay in hotel or own arrangement only when guest house is not available. In case an employee chooses to use his personal vehicle / hired vehicle for inland travel, he can claim reimbursement as per the local travel policy for own vehicle. However, the total claim should not exceed the cost of II AC Train fare between the 2 destinations. In case of travel less than 12 hours OR when night-stay is not required, half of the daily allowance would be reimbursed. In this specific case, bills would not be required to be produced. DA to be supported by bills/ vouchers for food. 20% of DA would be towards tips, laundry etc, for which supportings are not required. No liquor expenses will be permitted under this head. Apart from the above allowances, expenses on official telephone / telex / fax / stationery etc. on actuals against vouchers will be reimbursed.

5. Deviations: Management reserves the right to modify or terminate this policy without prior notice, which will be communicated to all employees by Company HR.

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POLICY DOCUMENT - DISH TV INDIA LTD.

Annexure-1

Revised Domestic Travel Entitlement Class of Travel

Grade

M10

Rail

DAILY ALLOWANCE ALLOWANCE PERSONAL For staying in a hotel For staying ALLOWANCE (Food & incidentals) in For own arrangement Guesthouse (Incidentals) Air Outstation Metros State Other Metros, State Other Metros, State Other Local Capitals, Places Capitals, Places Capitals, Places Conveyance Pune, Cochin, Pune, Cochin, Pune, Cochin, Entitlement Ahmedabad, Ahmedabad, Ahmedabad, Indore, Surat Indore, Surat Indore, Surat

Actuals Bus.

HOTEL / LODGING LIMITS Inclusive Taxes (against production of bills)

Actuals

Actuals

Actuals

Actuals

Actuals

Actuals

Actuals

Actuals

Actuals

M9

I AC

Eco.

Car

10000

6000

4000

1700

1200

2000

1500

M8

I AC

Eco.

Car

10000

6000

4000

1700

1200

2000

1500

M7

I AC

Eco.

Car

8500

5100

3500

1400

1000

2000

1500

M6

I AC

Eco.

Taxi/Auto

8500

5100

3500

1400

1000

2000

1500

1800

1300

1000

800

1000

800

20% of DAILY ALLOWANCE only

M5

II AC

Eco.

Taxi/Auto

6000

4100

2800

1000

800

M4

II AC

Eco.

Taxi/Auto

5000

3500

2300

900

650

M3

II AC

Eco.

Taxi/Auto

5000

3500

2300

900

650

M2

II AC

N.A.

Auto**

3500

2300

1850

650

525

600

500

M1

II AC

N.A.

Auto**

3500

2300

1850

650

525

600

500

E

III AC

N.A.

Auto**

2000

1500

900

525

400

500

400

Bus

1500

1100

900

525

400

500

400

S

Sleeper N.A.

** Wherever Auto is not available, taxi fare can be claimed. Note: Employees in Grades M2 & below, can avail of air travel with special sanction from CEO / HR only in case of emergency as ratified by their Function / Department heads.

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DISH TV INDIA LTD. Policy : Inland Travel Policy - Dish TV Intranet

POLICY DOCUMENT - DISH TV INDIA LTD. Policy Effective Date Responsible Party : Inland Travel Policy : 01 January, 2016 : Human Resources 1. Purpose:...

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