Company travel policy for employees – Travel Rules sample format for a Company or Institute

Travel Rules sample format

Company travel policy for employees – Travel Rules sample format

1. Travel shall be undertaken only for legitimate business purpose and with prior approval of a superior officer as authorized by GC from time to time.  For the time being, all inland travel shall be authorized by the Director of the Company.

2. Approval shall be obtained in the prescribed form with details of purpose, dates of travel, place(s) to be visited, and the estimate of expenditure likely to be incurred on tickets, board & lodging, incidental expenses, allowances, etc. on the trip.

3. Once travel has been properly authorized, and there are no deviations from rules as to the class of travel, expense limits, etc., advance against travel expenses may be approved by any superior in the grade of Asst. Director and above.

4. The class of travel and expenses limits shall be governed by the guidelines issued by GC from time to time.  Under exigencies of business, an employee may be permitted by the Director to travel by a class higher than prescribed or incur expenses for board & lodging in excess of the limits laid down

5. Travel authorizations shall be well within the budget sanctioned for travel for the Company and its departments.  Accounts Dept shall monitor travel expenses and ensure that amounts spent do not exceed the budgets. If they overshoot, the department concerned shall have to obtain additional sanction.

6. Authorizations shall have to be obtained even in cases where travel expenses are to be reimbursed by a customer/vendor or other business associates and no deviation from rules shall be permitted on the grounds that travel expenses are recoverable from such associates.

7. A statement of expenses incurred in the trip shall be submitted by the traveller, along with tour report, within seven days of return to base and refund balance, if any, out of the advance drawn.  In cases of default, Accounts Dept shall be empowered to deny the employee travel advance for the next tour (consequences to employee account) and recover outstanding amounts from his/her salary.

8. It is envisaged that expenses for domestic travel would not exceed Rs.40000/-at one instance.  In cases where it does, expenses shall be approved by a member of the GC. The Director can draw advance up to Rs.40000/-. per trip against his own travel estimate and obtain post facto approval of a GC member.

9. Care should be taken to reduce travelling expenses. Wherever convenient, the train service should be availed in lieu of Air Journey.

10. The car can be hired by Director, Dy. Director, Asst. Director, E-4 and E-3 grade for conveyance. Other employees in ‘E’ and ‘S’ Grade should use taxi or public transport. Long-distance by Taxi (more than 35 Km.) should be avoided. Employees asked to go on official tour shall be reimbursed towards reasonable conveyance expenses at actuals.

11. For local conveyance, employees in ‘A’ Grade are entitled to hiring auto services/ public transport only. Special permission will be required for hiring taxi services.

12. Hired Cars/Taxis on a full-day basis will require prior approval of the Director/ Dy. Director / Asst. Director.

13. Expenses incurred on hard drinks will not be reimbursed under any circumstances.

14. While obtaining Tour Advance the amount should be calculated considering his entitlement per day with or without vouchers and other expenditure which can be foreseen.

Company travel policy for employees – Travel Rules sample format for a Company or Institute

→ Expense Limits

1. The guidelines on the class of travel and limits of expenses for the different cadre of employees, currently in force, are presented in Annexure-1.

The daily expenses should not exceed the limits. The allowance includes boarding, lodging, and misc. expenses but exclude rail/air tickets, conveyance, telephone, postage, stationery etc. which will be reimbursed separately at actual.

The duration of tour/deputation is to be calculated from the date of departure from home station to the date of return. If the duration is up to 30 days the daily rate of allowance will hold good. From 31 days the onwards separate monthly rate of allowance will be applicable which will be decided on a case to case basis.

2. For computing permissible allowances/expenses, the period of travel shall be reckoned as under:-

The method of calculation should be based on a full or half-day as follows:

Time of departure from base to the time of return.  Periods between 4 and 12 hours shall be taken as half-a-day and more than 12 hours as a full day.  Periods less than 4 hours shall be ignored

No outstation allowance will be paid:-

  • To employees going to Noida / Faridabad/ Ghaziabad/ Greater Noida / NCR for Company’s work.

However,   Faculty / Consultants going for the execution of the Company’s business (beyond 4 hours duration) can claim DA as mentioned below:

4 Hrs. to less than 8 Hours: Half Day

Beyond 8 Hours: Full Day

  • To employees, who stay out of the station and attend duty at New Delhi
  • To employees who are not authorised especially to do outstation duty


The traveller can claim the expenses under “ Guest House / Own Arrangements Without Voucher” or during the entire period of the tour.  During the period of transit, “Expenses Without Voucher” is applicable.

4. For the sake of cost reduction and good system, it has been decided that the following procedure will be followed while submitting the TA bill:

  • Rail ticket booked by the traveller/Eguardian should be attached in the TA bill. In case the ticket is taken by TTE, please attach a photocopy of the same OR ticket No. & train name should be
  • Air ticket cost should be mentioned in expenses statement and ticket should also be attached.
  • Incase of Institute job at New Delhi H.O., the traveller can claim 50% of allowance of “Guest House / Own Arrangements Without Voucher” during the period of stay at New Delhi.
  • Voucher for the conversion of rail ticket for higher class should be attached in case the tickets are converted to higher class.
  • For telephone calls during travel, please mention the name of the party called and reasons for calling, on the telephone bill.
  • In case of hiring of the taxi, the receipt should be attached if the fare exceeds Rs.200/-If proper receipt book is not available with the taxi driver, then prescribed Bill –cum-Receipt format can be used positively.
  • The Company’s vehicle should be used for travel between the railway station and Eguardian on official movements. In case the Eguardian vehicle is not available a local taxi can be hired.
  • A traveller should attach a one-page tour report along with the TA bill.

5. Foreign Travel: Prior approval of a GC Member is required for any overseas business tour.  The mode of travel and expense limits shall be decided by the GC on a case to case basis

Travel Rules sample format for Employees of a Company or Institute



The travel rules are revised and made more comprehensive to accommodate all situations. The following daily expenses and allowances will be applicable.

(With Vouchers)
(Without Vouchers)
E-3, E-422001500450II-AC / III AC
S- 6, E-0, E-1,   E-215001000300III AC
 S – 3 S-4, S – 51000700250III AC
S-1, S-2700500200III AC
DET700500200III AC

* Mumbai, Delhi, Chennai, Kolkata, and other State Capitals.

Note: In case of emergency, any revision in the class of travel may be decided by the Director /    Dy. Director/   Asst. Director on case to case basis.

End of Company travel policy for employees – Travel Rules sample format

Company travel policy for employees – Travel Rules sample format

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