SunSmart Technologies Pvt.

Ltd
TRAVEL POLICY
DEI!ITIO! O TER"S
Domestic Travel
Domestic travel as travel within India, its possessions and territories.
Local Travel
Local travel is travel performed within 100 Kilometers (100) of the primary place of employment.
Travel Cost
Travel cost includes transportation, lodin, meals, and related items incurred !y employees who are on "fficial company !usiness.
PROCESS # $%IDELI!E
Domestic and International Travel elii!ility shall !e as per company uidelines. #uch uidelines may !e reviewed from time to time.
Travel advances may !e ranted to full$time, part time, temporary employees for out$of$poc%et e&penses e&pected to !e incurred on
a trip with an approval from the respective '"D.
(ollowin process needs to !e followed for any Domestic Travel.
1. )repare a *T+,-.L +./0.#T ("+12 (T+() in duplicate at least 3 wor%in days prior to the travel is underta%en, duly
approved !y 'ead of the Department and su!mit it to the (ront Des% .&ecutive. +e4uest for 'otel !oo%in has to !e
mentioned in the Travel +e4uisition.
5. (ront Des% .&ecutive needs to validate the re4uest and process the same !ased on the Travel )olicy 6 .ntitlement of the
.mployee and ta%e an approval form the '"D 7 (inance 6 ,ccounts or any person authori8ed !y him.
3. "ne copy of *T+,-.L +./0.#T ("+12 (T+() will !e %ept with (ront Des% for necessary arranements li%e Train 9 ,ir Tic%et,
'otel !oo%in etc and future reference.
:. "ne copy of *T+,-.L +./0.#T ("+12 (T+() must !e iven to ,ccounts Department for necessary travel advance.
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;. "n completion of the tour, the *T+,-.L .<).=#. #T,T.1.=T2 (T.#) has to !e filled in for settlin dues. #u!mit a Travel
.&pense #tatement to the Travel Department on the forthcomin #aturday from the date of completion of travel duly
approved !y the Departmental 'ead with all supportin !ills9vouchers.
>. (ront Des% =eeds to -alidate the #tatement 6 ?ills and process the same as per Travel )olicy 6 .ntitlement of the .mployee
and should ta%e an approval from the '"D 7 ,ccounts 6 (inance or any person authori8ed !y him and su!mit it to accounts
for final processin.
A&&roval o' Travel Re(uisition)
It needs to !e approved !y the authori8ed sinatory.
,ny confusion arises reardin .mployee Level 6 .ntitlement will validate !y the ,dmin 'ead.
,ll !ills should !e on approval !y the (inance 6 ,ccounts.
,ny tour at a particular location which e&tends !eyond a period of 1; days may !e treated as *Deputation2 !y the manaement and
the concerned employee may et an entitlement for deputation allowance at the rate of one month !asic salary per month (or on
pro rata !asis) which will cover the !oardin and the lodin. This will !e for a period of only two months continuous stay.
Lodin and (oodin entitlement has !een cateori8ed as per the Location 9 Type of @ity you are travelin. (ollowin are the
cateori8ation of the cities.

A,A @lass 1um!ai, Delhi, Kol%ota, @hennai, ?analore 6 'ydera!ad,
A?A @lass
)une, ,hmeda!ad, Luc%now, Trivandrum, @ochin, Boa,
@handiarh
A@A @lass ,ll others e&cludin the a!ove.
Chile on tour, if employees ma%e their own arranements, they are entitled to receive their e&penses as per the "wn ,rranement
entitlement. This will also cover the up and down conveyance from the place of stay to the place of wor%.
Departure for tour9+eturn from tour !etween >$15 hours per day will !e considered as half$a day and a!ove 15 hours as one full
day.

In case of two or more employees are accompanyin each other on tour and are re4uired to stay in a hotel, they should share a
+oom. #imilarly, in such cases, only one person should claim the common e&penses. Chile su!mittin the Travel .&pense +eport,
employee should ive reference to the second personDs e&pense report. In that case second person will !e allowed to claim only food
allowance ma&imum up to elii!ility. .mployees in rade ,-) and a!ove may occupy separate room, if re4uired.

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@om!inin leave with tour is allowed, as an e&ception, with prior approval of the )roEect9Department 'ead.
If an employee e&ceeds his entitlement as per the Travel rules on a tour, the e&ceptions have to !e approved !y the Department
head, failin which deductions will !e made from salary.
REI"*%RSA*LE E+PE!SES
Reim,ursa,le e-&enses include ,ut are not limited to the
'ollo.ing)
?aae handlin and storae e&penses
)ar%in and tolls
?usiness office e&penses (copy services, postae, etc.)
?usiness$related phone calls and fa&es
@onference fees
@osts of o!tainin re4uired visas and passports
@urrency conversion fees
"verseas Travel Insurance
!O!/REI"*%RSA*LE E+PE!SES
!on/reim,ursa,le e-&enses include ,ut are not limited to
the 'ollo.ing)
@lothin or toiletry items
@ommutin !etween home and office
1aa8ines, newspapers, personal readin materials
)ersonal entertainment (includin @ost of ,lcohol, Li4uor,
@iarette etc.)
@hare incurred for failure to cancel hotel 9 train 9 air
reservation
RECEIPTS
,ppropriate vouchers9receipts9documentation includesF
?usiness purposeF
o Critten e&planation of !usiness purpose or conference9itinerary or schedule of events
TransportationF ("riinal receipt re4uired)
o ,ir
o +ail
o +ental @ar
o "ther Bround Transportation
LodinF
o 'otel$"riinal !ill9receipt (detailin all e&penses)
1ealsF
o @redit card or cash reister receipt
@onference (eesF
o +eceipt from conference or copy of reistration form
1iscellaneous @haresF
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o Tips and other miscellaneous chares $ do not re4uire receipts
L"@,L @"=-.G,=@. 9 ).T+"L +.I1?0+#.1.=T
In case of Local travel towards official purpose or sales 6 1ar%etin, the company may reim!urse actual conveyance e&penses
limited to their entitlement, !y the admissi!le mode of transport. +efer Travel )olicy ?rea%$up for elii!ility. ,pproval is !ased on
manaement discretion.
PROCESS # $%IDELI!E)

(ollowin process needs to !e followed for any @laim of Local @onveyance 9 )etrol +eim!ursement$
1. It is advisa!le to claim the reim!ursement once in a month i.e. claim for the total month at the end of the month.
5. , @ash -oucher duly filled and approved !y the Departmental 'ead and enclosed with all necessary vouchers needs to !e
su!mitted to ,ccounts Department.
3. ,ccounts Department needs to validate the claim !ased on the )olicy 6 .ntitlement of the .mployee and should process the
same.
:. ,ny anomaly should !e reported to ,dmin 'ead.
Domestic Travel Policy Break up
Reim,ursements should ,e su&&orted ,0 original ,ills. An0 deviation 'rom the s&eci'ied limits needs a&&roval 'rom the
Admin 1ead.
CATE$ORY
CITY
TYPE
Director#"D#
Chairmen
VP#Sr. Pro2ect
"anager
34/56 Pro2ect "anager
37/86
Sr
Develo&er#Develo&er#
Other Level
39/:6
AIR ?0#I=.## @L,## .@"="1G @L,## .@"="1G @L,## =9,
TRAI! ,@ 1st @L,## ,@ 5 TI.+ @L,## ,@ 3 TI.+ @L,## ,@ 3 TI.+ @L,##
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"ODE O CO!VEYA!CE
3Local ; Outstation6
T,<I 9 +.=T,L
@,+ T,<I 9 +.=T,L @,+ T,<I 9 +.=T,L @,+ ,uto 9Local conveyance
1OTEL ; #T,+ 3 #T,+ 3 #T,+ 3 #T,+
LOD$I!$ 3Outstation6#
OODI!$< CO!VEYA!CE
Per Da0
, 10000 H;00 :;00 :000
? H000 ;;00 3;00 3000
@ ;000 3;00 3000 3000
OODI!$< CO!VEYA!CE ;
"ISC.
3LESS T1A! :8 1O%RS6 1;00 1000 H00 ;00
PETROL REI"*%RSE"E!T #
CO!VEYA!CE 3Outstation6
"= ,@T0,L# "= ,@T0,L#
Kilometer wise reim!ursement will !e done.
(or : wheelers I +s. 10. (or 5 wheelers I+s. ;
CLIE!T E!TERTAI!"E!T
?ased on needs and allocation !y 0nit head or reportin superior. ,ll such e&penses need to !e
!orne !y functions as part of their !udet allocations.
*All charges are per day for room lodging.
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