Domestic Travel

Guidelines

By Car/Taxi

1) When using taxi services, a receipt is preferred. If you cannot obtain a receipt, note the date, destination, and expense accurately in order to be reimbursed. 

2) Rental cars are to be compact or mid-size, but travelers may upgrade to a larger car when it is at no extra cost to the company. When traveling with another person, a full-size car may be booked. 

3) Reasonable costs will be reimbursable for other travel related expenses like taxi/shuttle fares to/from airport, parking fees, business-related photocopying and facsimiles, and equipment rental. 

4) Simulanis will compensate non-exempt Employees for any travel to another work site that takes place on the same day. 

5) The Company will pay the Employee from the time they leave to the time they return that same day. 

6) If travel time and work require more than eight hours a day, the Employee will be paid for the time traveled and the time worked while at the other work site. 

7) The Company will compensate non-exempt Employees for any travel that takes place between the hours of 8 am to 5 pm except for standard travel to and from the employee’s place of work. 

8) Non-exempt employees will always be compensated for all hours worked regardless of the time of day or night.

9) Allowances applicable for travel via Car/Taxi. Rs. (Per Person as per destination)  ---------

By Rail

1) In order to get train travel booked, the employee must follow the budget approval process.

2) Once the funds are allocated, please connect with Mr. Niraj Mishra to get the train tickets booked. 

3) Rail transportation can be available by the employee in case travel distance is less than 12 hours. 

4)  The rail travel fare is booked through the IRCTC portal as per the entitlement. However, like air class, Rail transportation must be done in the most economical way. 

5) Allowances applicable for travel via Rail. Rs. (Per Person as per destination)  ---------

By Flight

1) To book flights, employees are required to book through the company-approved agency or online booking so that the company receives the best available fare. 

2) Depending on the business trip, an employee is required to either book only the lowest-cost airfare or book luxury seats. 

3) Last-minute changes to flights will not be entertained as this can result in additional costs for the organization and if any changes are necessary, they are to be approved by the respective manager. 

4) Travel expense forms are commonly required.  

5) Allowances applicable for travel via flight. Rs. (Per Person as per destination)  ---------

Lodging 

Lodging can be referred to as temporary living, usually by renting the space. In the context of travel policy, a company has a list of pre-approved lodging options. Lodging arrangements are mostly used by team leads or specific designations. A few procedures to keep in mind are: 

1. Booking company-approved hotels at reasonable rates and avoid luxury accommodations.

2. Standard rooms unless necessary. 

3. Booking lodging that is located near the business or event. 

4. Additional lodging expenses require approval by the supervisor.

5. Allowances applicable for lodging facility. Rs. (Per Person)  ---------

Meal 

Expenses related to meals are incurred by the company from the time of departure. Alcohol expenses and other expenses incurred for the employee’s companion will not be reimbursed by the company or may require pre-approval. Employees are required to collect receipts for all meal expenses to reimburse. 

• Meal expenses are reimbursable when an employee must travel for (x) miles or be away from the location of business for (x) hours. 

• For overnight stays, the meal expenses are reimbursed – considering they fall under the allowable amount per day.

• Meal expenses are reimbursed until the day of return.

• For international travels, meals will be reimbursed according on the time zone.

• Documentation for any emergency expenses or circumstances must be provided.

• Allowances applicable for meal facility. Rs. (Per Person)  ---------