2.1 All regular employees of the Company. 2.2 Such deputationists who have been taken against the posts in the Company.

Transcription

1 Chapter-6 Scheme of Monthly Reimbursement of Conveyance Expenditure 1. OBJECTIVE 1.1 With a view to encouraging the employees of the Company to own and maintain their conveyance and to use such conveyance on journeys undertaken for official purpose thereby reducing demands on use of the Company s vehicles and promoting speedy and efficient performance of official duties, a scheme of Monthly Reimbursement of Conveyance Expenditure (herein after called the `Scheme is introduced as under: 2. SCOPE AND APPLICABILITY The scheme shall be applicable to:- 2.1 All regular employees of the Company. 2.2 Such deputationists who have been taken against the posts in the Company. 2.3 Masculine gender also refers to feminine gender. 3. ELIGIBILITY Reimbursement shall be admissible to the employees subject to fulfilment of the conditions of eligibility stated hereinunder: 3.1 Ownership and maintenance of conveyance by the employees is required on functional basis in the interest of the Company and it will be useful in the efficient and effective discharge of his official duties. 3.2 The employee is required to undertake local journeys for official purposes, for which no Company transport will be admissible. 3.3 The employee shall not be entitled to transport subsidy or free transport facility at the place of work. 3.4 Reimbursement will be allowed for one vehicle only provided it is owned and registered in the name of the employee and he holds a regular and valid driving licence including a learner s driving licence, to drive the vehicle so registered.

2 NOTE Reimbursement is not admissible if the vehicle is owned and registered in the name of the employee jointly with his/her spouse. The vehicle should be owned and registered is the sole name of the employee. Reimbursement however is admissible: an employee engage a driver instead of driving the vehicle himself. 4,. RATES 4.1 Expenditure incurred on maintenance of conveyance and use of the same in the performance of journey on official work, shall be reimbursed monthly to eligible employees subject to the following limits per month. A. Officers i) Car Rs. 1050/- p.m. (admissible to officers drawing pay of Rs. 3490/- or more in the pay scale of Rs /- and above) ii) Scooter/ M.Cycle of 98.2 Rs. 375/- per month cc & above iii) Moped Rs. 210/- per month B. Staff i) Scooter/ M. Cycle of 98.2 Rs. 337/- per month cc & above ii) Moped Rs. 189/- per month NOTE: An employee rot claiming monthly conveyance re-reimbursement will be eligible to get Transport subsidy as provided under the Rules. CLARIFICATION Two wheelers having displacement of 95 cc and above may be treated at per with other Scooter/Motor Cycle of 98.2/150 cc for the purpose of reimbursement of monthly conveyance expenses for Scooter/Motor Cycle. (No. CO/Pers/Pol/P-2 dated ) 5. TERMS AND CONDITIONS Grant of monthly reimbursement of conveyance expenditure will be governed by the following terms and conditions:-

3 5.1 An employee who is entitled for reimbursement of conveyance expenditure is required to: i) Perform journeys using his own vehicle on the Company s work, ii) Attend to official work beyond normal duty hours and/ or during holidays, as may be required. 5.2 An employee who claims reimbursement under the scheme shall not be entitled to avail staff Car/Conveyance facilities for official purposes upto a distance of 4Km each way i.e. total 8 Km per day. Where, subject to availability and in exceptional circumstance, staff cars are used in the performance of official duties, such user will be charged at the Company s prevalent hire rates in force from time to time, which at present is Rs per km. Provided that in the case of employees proceeding on tour, journeys to/from railways station/airport/ bus stand at the commencement and on return shall not attract the provision of this scheme. 5.3 In case an employee who is in receipt of conveyance reimbursement has to move out from the work place to place which is beyond w4 km, he/she will be entitled for reimbursement for the distance covered beyond 4 km each way at the rates thus may be bonafied from time to time 9present rate is Car: Rs per km; Two wheeler: Rs per km). 5.4 When an employee is absent from the Head Quarters/place of duty on leave, tour, temporary transfer etc, the rate of conveyance reimbursement shall be at the following rates: Period of Absence Quantum of Reimbursement a) Upto 30 days FULL b) In excess of 30 days but upto 60 50% of ceiling rates days inclusive of holidays/sundays. c) In excess of 60 days NIL Provided that a month will be taken as consisting of 30 days inclusive of Sundays/ holidays/off-days for the purpose of determining the quantum of reduced reimbursement under this rule irrespective of the work period (s). CLARIFICATION In case of transfer of an employee where it may take some time to transport the employee s conveyance to the new place of posting, payment of monthly conveyance reimbursement may also be regulated as per clause 5.4 above. (No. CO/Pers/Pol/P-14 dated )

4 5.5 An employee will also be allowed reimbursement of expenditure incurred for coming to officer or visiting any other place of duty on a weekly off or holiday on the same norms as admissible during the working days provided the journey is undertaken with the approval of the Head of Department not below the rank of Senior Manager or Officer Incharge. In other words, for employees in receipt of monthly conveyance reimbursement, expenditure for that day will be allowed at the approved rates without the initial deduction of 4 km. Each way. Employees not in receipt of monthly conveyance expenditure will be reimbursed the actual charges incurred as per entitled mode of transport. 5.6 CLARIFICATION a) When more one employee e.g. members of a Committee like House Allotment Committee, Purchase Committee etc. have to perform official duty, they may undertake the journey by hiring metered taxis as a group and one of them can claim actual reimbursement if the staff car is not available. No deduction will be made from the users in such cases. However private taxis (unmetered) should not be used in such cases. b) If an employee is asked in Company s interest to travel in a mode of conveyance other than his own and if staff car from Transport pool is provided, in such cases no deduction for initial 4km. Each way will be made. c) During working days and holidays when a journey is to be performed for official purpose, the same should be done using one s own conveyance if the employee is in receipt of monthly conveyance reimbursement and in case he is not availing of monthly reimbursement, by the entitled mode of travel as per rules. In case, for any reason to be recorded in the claim form, the employee is not in a position to use his own conveyance for performing official duty on working days/ holidays, he may use a metered taxi/ auto for such purposes and claim reimbursement as per rules i.e. Rs per km if entitled for car and Rs for scooter after deducting 4km. journey each way as applicable. d) However during working days, subject to availability and in special circumstance and with the specific approval of higher car may be provided and where no staff car is available, a metered taxi may be used, subject to deductions as mentioned above. However, efforts should be made towards avoiding use of private taxis for

5 6. PROCEDURE such purposes, unless specifically approved by the Head of Office in writing. (No. CO/pers/POL/CONV.REIM dated 6/13-II-90) 6.1 An employee who satisfies the condition of eligibility laid down herein may apply in the prescribed Performa (Form I)through proper channel to the Personnel Department for sanction of monthly conveyance reimbursement immediately with documents such as copy of the sale-letter and proof or having submitted the documents for registration/transfer of vehicle in his name to the State Transport Authorities. 6.2 Other conditions being satisfied, reimbursement of conveyance expenditure will be granted from the date of application onwards. Employees will be required to regulate all claims for reimbursement of expenditure incurred on local official journey, if any, on the same basis as obtaining for those getting monthly conveyance reimbursement. 6.3 The documents regarding registration of the vehicle will be submitted to the Personnel Department as and when the same are received by the employee. 6.4 All employees who have availed of the vehicle advance for purchase of a vehicle with the Company loan will be required to regulate conveyance expenditure claims towards local journeys on the same basis as allowed to those getting monthly conveyance reimbursement from the date of purchase of vehicle irrespective of whether the application for grant of monthly conveyance reimbursement has been made or not. 7. In pursuance of sanction issued under Rule 6 above, reimbursement may be made on the basis of a certificate of monthly claim in the prescribed proforma submitted by the employee at the end of each calendar month. 8. An employee drawing monthly conveyance reimbursement under these rules will, if he is no longer in possession of the vehicle through loss, sale, theft etc., immediately report the matter to the Personnel Department with a copy to the Accounts Department. The Personnel Department shall thereupon notify cancellation of the earlier order sanctioning monthly reimbursement of conveyance expenditure under these rules. 9. In the event of the transfer of an employee who is granted conveyance reimbursement, protection of this reimbursement will be allowed by the office where he is transferred subject, however to the condition that the functional requirement is fulfilled.

6 10. GENERAL Monthly reimbursement of conveyance expenditure under the scheme being on a purely functional basis and is not expected to be a source of profit and thus not taxable under the Income Tax Act 196. It shall be expected of each employee in receipt of the same to maintain full records of their official journeys of their own vehicle for production before the Income Tax Department, if and when required to establish that what is paid under the scheme is by way of reimbursement of actual expenses on travel in the performance of official duties in connection with Company s business.

7 GAS AUTHORITY OF INDIA LIMITED (A Govt. of India Undertaking) CERTIFICATE OF CLAIM FOR REIMBURSEMENT OF MONTHLY CONVEYANCE EXPENDITURE Employee No. Name Designation Department Period of claim Period of non-utilisation Of vehicle /absence on leave/ tour etc. Amount claimed I do hereby certify that I have maintained my car/ motor cycle/ scooter/moped bearing Registration No. in proper running condition and have utilised the same for performance of official duties. Expenditure incurred on the maintenance and running of the vehicle during the above period was in excess of the amount claimed. Date: Signature of applicant.

8 GAS AUTHORITY OF INDIA LIMITED (A Govt. of India Undertaking) CLAIM FOR REIMBURSEMEBNT OF LOCAL CONVEYANCE EXPENSES Employee No. Designation Name Dept. Date Place of Duty visited Distance Traveled of 4/8 KMS. Distance After Dedn. Rate Amount Purpose Remarks Rs P. Rs. P. TOTAL TOTAL AMOUNT IN WORDS * Mention if the date falls on a holiday 1. Hiring of Scooter/Taxi was necessary in the interest of work 2. The expenses which was actually incurred, was unavoidable and within schedules scale of charges for the conveyance. 3. I am in receipt of monthly conveyance reimbursement and the claim is made accordingly. SIGNATURE OF CONTROLLING OFFICER (NOT BELOW THE RANK OF DY. MANAGER) SINGATURE OF EMPLOYEE DATE FOR ACCOUNTS DEPTT. AMOUNT PASSED AMOUNTS PASSED IN WORDS RS ACCOUNT ASSTT. ACCOUNTS EXECUTIVE DATE Received Rs.... (Rupees.. only) SIGNATURE OF EMPLOYEE