ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE :: KADAPA. Circular No BC-STF Date:

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1 ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE :: KADAPA Circular No BC-STF Date: Guidelines on Traveling Allowance for Employees and Officers In the recent times we have been receiving representations for issue of common guidelines on Travelling Allowance as the same were not issued after amalgamation of three erstwhile Banks. A need is felt to issue common guidelines for speedy disposal of bills and for having uniformity in the procedure for sanctioning of the bills by the Regional Offices/Branches. The detailed guidelines on Traveling allowance are furnished hereunder for Employees. 1. Traveling allowance: Travel while on duty/training/deputation. Mode of travel and reimbursement: Clerical staff: Clerical staff member is eligible to travel by first Class train including mail/express by shortest route on tours to outstation places while on Bank's duty and claim the reimbursement of the expenses incurred for self for onward and return journeys. However, in case the employee travels by AC II tier class by mail/express train (including Rajdhani/Shatabdi Express) the employee is entitled for reimbursement of actual AC II tier fare for admissible distance. In case of travel is by road, they are entitled for reimbursement of actuals. Sub- Staff: A Sub Staff member is eligible to travel by sleeper class by Mail/Express train by shortest route. Reimbursement of expenses on Road Travel: Where an employee (both sub staff and Clerical staff) has to travel on duty between two places not connected or partially connected by rail or steamer he shall be reimbursed actual road mileage cost i.e. Bus Charges against production of tickets.

2 REIMBUSEMENT OF CONVEYANCE CHARGES FOR TRAVEL ON OFFICE WORK WITHIN HEAD QUARTERS/ AT PLACE OF WORK: Where an employee incurs expenditure in the performance of Bank s work he should be reimbursed to the extent the expenditure is fairly and legitimately incurred. Accordingly, local travel on office work should be by public conveyance like bus, train etc. If an employee has to travel by auto rickshaw or taxi i.e., on account of compelling circumstances like constraints of time, distance, lack of regular conveyance, urgency of the work assigned etc, fare reasonably incurred may be reimbursed. An employee cannot claim conveyance expenses in the performance of the Bank s work without actually having incurred the expenses claimed by him. But even where he has incurred any expenditure on conveyance etc, expenditure must be fairly and legitimately incurred. In other words, an employee cannot claim any conveyance charges for covering a distance that he can reasonably be expected to cover on foot and he cannot claim auto rickshaw/ taxi fare where he can reasonably be expected to travel by train or bus. Reimbursement of auto/ taxi fares incurred by the employee locally for official duties will be restricted: (i) Where regular bus/train services are not available warranting travel by other modes of transports. (ii) Where the official duties so entrusted are considered to be of urgent nature by the competent authority and engaging auto rickshaw / taxi is necessary. (iii) In all other cases, reimbursement will be to the extent of the fare by the cheapest mode of transport i.e. bus or train. 2. HALTING ALLOWANCE: The employees shall be payable Halting allowance at the following rates for the days spent on duty outside the Head Quarters. Higher CCA Centers Lower CCA Centers Other places Clerk cum Cashiers Sub Staff Higher CCA Centers Lower CCA Centers Mumbai, Kolkata, Delhi, Chennai, Ahmedabad, Bangalore and Hyderabad Pune, Nagpur, Kanpur, Surat, jaipur, Lucknow,Visakhapatnam, Patna, Vadodara, Kochi, indore, Bhopal, Ludhiana, Coimbatore, Madurai, Agra and Varanasi Guntur, Vijayawada 2

3 Other places Places not covered under Higher CCA Centers and lower CCA Centers A Day ''shall mean each period of 24 hours or any part thereof reckoned from the time the employee leaves head quarters provided the duration of the absence from Head Quarters covers at least one night. Halting allowance is not a reimbursement of expenditure incurred by an employee. Therefore, Halting allowance is to be paid to an employee for the outstation duties irrespective of whether he incurs any such additional expenditure or not. The employees are eligible for full Halting allowance where overnight stay is not involved and returns to the Head Quarters on the same day provided the time taken from the commencement of the journey till reaching of Head Quarters is not less than 8 hours. No Halting allowance shall be payable if the travel is within the radius of 5 K.M. from the Branch/Office where the employee is working. They shall be payable half of the Halting allowance if the time taken is less than 8 hours but not less than 4 hours. A) CASH REMITTANCES: For remittance work outside the Head Quarters, travelling allowance is payable at the rate admissible to an employee on tour or special duty. The Sanctioning Authority must satisfy himself before allowing full halting allowance for a day, that the work entrusted to the Clerk/Sub Staff by the branch is such that while it does not involve night stay, the period between the time when employee commences work on that day and the time at which he returns to his place of work from outstation duty exceeds his normal working hours plus recess interval. As such the duration of cash remittance exceeds 8 hours the employee is eligible for full halting allowance. However Sanctioning Authority i.e. Branch Manager shall satisfy himself before allowing full halting allowance that the period between the time when employee commences work on that day and the time at which he returns to his place of work from outstation duty exceeds his normal working hours plus recess interval. B) Payment of HA/TA to employees summoned by the special police Establishment in Civil or Criminal proceedings or for departmental enquiries: 3

4 The employees shall be paid eligible HA/TA whenever they are summoned to give evidence in their official capacity at the instance of CBI, in a civil or criminal case or in a departmental enquiry, subject to deduction of TA/HA if any paid by the court. TA/HA are not admissible to the employees who are charged with corruption, bribery, fraud, misappropriation and or indulging in Trade/business outside the scope of employment of the Bank and attending for enquiry/interrogation/proceedings before the Court under the provisions of anti-corruption laws or Indian Penal Code. In the domestic enquiries, if the defence representative is the employee of the Bank and attending enquiry at the outstation, he is entitled for one to and fro fare by the class to which he is entitled and also Halting allowance for the days he spent at the place of enquiry, as also for the days of journey. If the enquiry officer gives an attendance certificate indicating the adjournment is at the instance of Defence representative /charged employee, he is not eligible for TA/HA. Payment of TA/HA to Ex-employees when called for to attend Bank s work: Very often even after retirement, resignation etc, employees are called/ requisitioned by the Bank / Courts to depose in enquiries/ court proceedings as witnesses. In such cases claims of ex-employees for payment of travelling expenditure, travelling allowance and halting allowance are to be disposed off by following the rules as mentioned herebelow in this behalf. a) In the case of workmen employees required to depose as management witnesses in a domestic enquiry, TA/ HA as admissible to them immediately prior to their ceasing to be in Bank s service may be reimbursed. b) In the case of workmen employee cited as witnesses on behalf of the Bank summoned as such by the Court in prosecution proceedings against another employee / clients of the Bank, TA/HA as admissible to them immediately prior to their date of leaving Bank s service may be reimbursed. c) Ex-workmen employees summoned by the court in prosecution proceedings to depose the facts known to him/ them on account of his/ her, service in the Bank and at the behest of prosecution, the following norms are evolved. Eligibility: Second class train fare if such a member belongs to the Sub-staff cadre and eligible Halting Allowance thereof. 4

5 First class train fare and Halting Allowance for non sub-staff In the above cases, TA/Batta received by the ex-workmen employees from court should be credited to the Bank or only the difference should be claimed by the ex-workmen employees. Halting Allowance for Deputations: Halting allowance shall not be paid when an employee who is sent on deputation, proceeds on Privilege leave. Halting allowance may be paid for the period of Casual leave if the employee does not leave the station of his place of deputation. If an employee while on outstation duty falls sick, it may be specified that he should return to the Head Quarters within a stipulated period. In the event of his not reporting to Head Quarters within the stipulated period, he will not be entitled to Halting allowance. However, when sick leave is granted without any such stipulation where the employee is required to stay at the place of outstation duty on the advice of the Doctor he will be entitled to Halting Allowance. If an employee is deputed from one branch/office another branch/office in the same town/municipality area /Corporation area, then no Halting allowance is admissible. However, actual T A by eligible mode of transport for each day from residence to deputed branch may be reimbursed if such deputation has caused inconvenience to concerned employee. In other words, the distance between the residences to the deputed branch is more than the distance between the residences to the original place of working branch/office, and causes inconvenience to the employee. TA/HA, etc. to employees attending Election Duty: When the services of employees are requisitioned by the Government of India by Election commission under the representation of People s Act and the employees are called upon to do election duty as citizens of India, in such cases, during the period of election duty, employees will be functioning under the control and superintendence of the Government of India / Election Commission and not the Bank. During that period the Employees will be paid compensation by the Government and no liability for TA/HA falls on the Bank. However, their absence on election duty may be marked in the attendance register as On Election Duty and such absence shall not be debited to their leave account. GUIDELINES ON TRAVELLING ALLOWANCES FOR OFFICERS: 1) The following provisions apply whenever an Officer is required to travel on duty from one place/station to another. 5

6 i) An Officer in Junior Management Grade Scale 1 may travel by first class or Second A.C. Sleeper by train by shortest route. However He may, travel by Air (economy class) if so permitted by the competent authority, having regard to the exigencies of business or public interest. ii) An Officer in Middle Management Grade scale II & III may travel by first class or Second A.C. Sleeper by train. He may, however travel by air if the distance to be traveled is more than 1000 Kms. However He may, travel by air (economy class) even for a shorter distance if so permitted by the competent authority, having regard to the exigencies of business or public interest. iii) When an officer eligible for air travel undertakes journey by road, the reimbursement has to be restricted to actual or the eligibility (air fare by the shortest route to the destination place of visit or the eligible train fare as the case may be depending upon whether the places are connected by air or rail) whichever is less. iv) For travel by public motor or water transport, the actual fare will be reimbursed. v) All Officers entitled to undertake travel by air on duty shall generally travel by Indian Airlines only. Officers eligible to travel by air on duty may also travel by private air carrier on routes not served by Indian Airlines, if permitted by the Competent Authority. vi) However, officers eligible to travel by air on duty may travel by private air carriers on routes regularly served by Indian airlines provided the fare charged by private air carriers is equal to or less than that charged by Indian Airlines. If however, the fare charged by private air carrier is higher than that of Indian Airlines, travel on duty by private air carriers can be undertaken only if permitted by the Competent Authority. vii)it is clarified that the regulations have laid down the highest eligible mode and class of travel applicable to officers according to scale / pay. An officer entitled to travel by air shall travel by earliest available train / bus if air passage is not available or immediate air service is not available or if there is no direct air route between the places. Similarly, an officer eligible to travel by train shall undertake travel by road in case there is no train connection or non-availability of tickets in any class within his entitlement. 6

7 viii)all journeys on office work, whether by air or surface shall be by shortest/ direct route to the destination. Travel by circuitous route is not permissible, unless prior permission is obtained from the Competent Authority in exceptional cases of exigencies of office. 2) REIMBURSEMENT OF LOCAL CONVEYANCE CHARGES WHILE ON OUTSTATION TOUR / DUTY / TRAINING: (i) The Officer will be reimbursed with actual local conveyance reasonably incurred for travel from residence / office to Airport / Railway Station / Bus-station at the Head Quarters and between place of halt / stay and Airport / Railway station / Bus-station at the place of visit, against submission or statement containing particulars such as, date of travel, mode of conveyance, approximate distance covered and actual hire charges incurred. (ii) Conveyance charges incurred at the outstation place for local travel between place of stay / lodge and places of work / training will be reimbursed subject to a ceiling of 50% of the rate of halting allowance applicable to the place. The Officer shall furnish full details of place(s) visited, purpose, distance (approximate) mode of conveyance and actual fare incurred. Reimbursement will be made only if the distance between the places of stay /lodge and places of work / training, as the case may be, is more than one kilometer. As far as possible, depending on local conditions, cheaper mode of conveyance should be used. 3) REIMBURSEMENT OF LOCAL CONVEYANCE CHARGES FOR OFFICIAL WORK AT / WITHIN HEAD-QUARTERS: (i) Place / Head-quarter means the Village/Mandal Panchayat /Municipality/ Municipal Corporation / Urban Agglomeration in which the branch / office is situated. (ii) In determining the reasonableness of a claim for reimbursement of local conveyance charges, the sanctioning authority shall be guided by the local transport conditions, distance involved and urgency or otherwise of the assignment and the rates lay down by the local RTO or such other body. (iii) Officers are not entitled to seek reimbursement of local conveyance charges for travel on duty at Head-quarters under taken within 8 Kms radius. 7

8 (iv) Where travel is to a place beyond 8 Kms, but within Headquarters, the Officer may claim reimbursement of expenses reasonably and actually incurred subject to the following conditions a) Ordinarily travel should be by bus, train; in urgent situations auto rickshaws wherever auto rickshaws ply and in case auto rickshaws do not ply, taxi may be used. b) In cases of temporary deputation to another branch / office or when sent for training to RBTC, reimbursement will be restricted to the actual local conveyance expenses incurred or 50% of the halting allowance applicable to the Officers at that place; whichever is less. c) Travel by own scooter / motor-cycle/moped for official work may be under taken only after obtaining prior permission from the concerned Regional Manager, Regional Office. d) The rate of reimbursement of fuel expenses shall be as under. a. Motor cycle/scooter Rs.2.80 per km. b. Mopeds Rs.2.00 per km. e) Officers who have been provided with Bank s Vehicle, viz. Car / Jeep or Scooter / Motor Cycle, as the case may be, are ineligible for local conveyance charges for on duty travel within Head-quarters, i.e. within the Village Panchayat / Municipality / Municipal Corporation / Urban Agglomeration in which the officer is posted. HALTING ALLOWANCE FOR OFFICERS: An Officer becomes eligible for halting allowance to a place beyond Head Quarters limit if the period of outstation duty, including reasonable to and fro journey period, exceeds 4 hours. Halting allowance is not payable if the duration of outstation duty is 4 hours or less. Where the total period of absence on account of outstation duty is more than 4 hours, halting allowance at half the stipulated rates shall be payable. If an Officer is required to visit more than one place during the official tour and has to make a halt for 8 hours or more or stay overnight at an intermediate place of visit, he will be eligible for payment of halting 8

9 allowance for the period involved at the rate applicable to the place of halt. If the time spent is 8 hours or more, H.A. will be paid at the rate stipulated for the destination, for each period of 24 hours. Any subsequent part thereafter will be deemed as full day. Head-quarters for the purpose of payment of halting allowance / actuals, means and includes the Mandal Panchayat / Municipal / Corporation Urban Agglomeration limits of the place where the officer is stationed and includes the contiguous / adjoining places which even though fall outside the Panchayat / Municipal / Corporation / Urban Agglomeration Limits. Outstation place means a place which is beyond the Head-quarters limit mentioned above. Further, where the Travel is outside such limit but within 8 Kms from the Branch/ Office where he is working, no halting allowance will be payable. Officers under suspension are not entitled for TA and other allowances for attending domestic enquiry at the same station/ place of posting. The staff members attending for domestic enquiry shall invariably enclose the relieving letter from the enquiry officer for claiming T.A.Bill. FOOD EXPENSES: Actual expenses on board (i.e. food) are reimbursed to the extent of eligible Halting allowance limit subject to submission of vouchers. Where free lodging is provided at the place of halt, 3/4 th of the halting allowance will be admissible. Where free boarding is provided at the place of halt, ½ of the halting allowance will be admissible. Where free lodging and boarding are provided at the place of halt, 1/4 th of the halting allowance will be admissible. Diem allowance of Rs. 10/- per day is payable to Inspecting Officers, only when overnight stay is involved during the period of halt outside headquarters, on inspection duty. The allowance will be admissible for the number of days an Inspecting officer has to be outside the Head-quarters on Inspection duty including Sunday/Holidays. 9

10 Present Rate of Halting Allowance: The existing rates of Halting Allowance for Officers are as under: Particulars Major A Class Area-1 Other Areas Selected Cities Population of more than 12 Population of more than 5 lakh Population up to 5 Officers- Scale I/II/III. Major A Class Cities Area-1 Cities Population of more than 5 lakh and up to 12 lakh lakh and up to 12 lakh lakh Mumbai, Kolkata, Delhi, Chennai, Ahmedabad, Bangalore and Hyderabad Pune, Nagpur, Kanpur, Surat, Jaipur, Lucknow,Visakhapatnam, Patna, Vadodara, Kochi, Indore, Bhopal, Ludhiana, Coimbatore, Madurai, Agra and Varanasi Guntur, Vijayawada 1. Lodging charges : Officers in the grade / Scale mentioned here below will be reimbursed actual hotel expenses against production of vouchers and bills restricted to single room accommodation charges in India Tourism Development Corporation (ITDC) subject to limits given below: Category of staff Scale I Scale II & III Eligible Class of accommodation 1 Star Hotel (Non-AC Single ) 2 Star Hotel (Non-AC Single) Major A Class cities (Rs.) Area I (Rs.) Other places (Rs.) Note: i) The Tariffs specified are inclusive of all Service charges exclusive of Tax. ii) The ITDC Hotels are allowing 20% discount on room tariff and the Officers should insist for discount whenever they stay in ITDC Hotels. A. Where an Officer is sent on official assignment outside Head quarters, the reimbursement will be restricted to actual to and fro journey fare incurred or the amount equivalent to the fare in the mode and class by which he is eligible to travel by the shortest route, whichever is less. 10

11 B. If the place of destination/ visit is not accessible by train, the officer will be free to travel by other means of approved road transport. Such distance will be notionally taken as if covered by train and the reimbursement will be restricted to actuals or the fare by the mode and class to which the officer is entitled to travel as per his eligibility whichever is less. C. Train fare will include charges for reservation and berth charges and travel agent s commission not exceeding Rs. 20/- per ticket, if any. D. The Officer who is relieved for the purpose of reporting at another place for training/ deputation/ official work is required to utilize Sunday/ Holiday for the purpose of travel and there is no provision for allowing journey / joining time separately in such cases. In case, the employee has taken more time than the minimum journey time either for proceeding to or while returning from place of deputation by refraining from travel on Sunday/ Holiday, the extra time taken for this journey shall be debited to his appropriate leave account. E. For the purpose of computing halting allowance, per diem shall mean each period of 24 hours or any subsequent part thereof, reckoned from the reporting time for departure in the case of air travel, and the scheduled time of departure in other cases, to the actual time of arrival. Where total period of absence is less than 24 hours, per diem shall mean a period of not less than 8 hours. Clarifications: The quantum of halting allowance per diem is to be determined with reference to the classification of the places to which the officer is sent on office work i.e., major A class city, Area I or other place. Halting allowance should not be paid when an officer who is sent on temporary posting/ outstation duty proceeds on privilege leave. However, HA may be paid for the period of casual leave if he/ she do not leave the station of his temporary posting/ outstation duty. If an Officer while on outstation duty falls sick, it may be specified that he should return to the headquarters within a stipulated period. In the event of not reporting to headquarters within the stipulated period, he will not be entitled to halting allowance. However, where sick leave is granted without any such stipulation, and where the officer is required to stay at the place of outstation duty on the advice of the doctor, he may be paid halting allowance. 11

12 If Officers are summoned to give evidence in their official capacity in Civil or criminal case or at the instance of Special Police establishment (CBI) or in a departmental enquiry, the period spent in complying with the summons shall be treated as on duty. In such cases, eligible TA/HA may also be reimbursed to the concerned officer, as applicable to travel on tour. The concerned officer, however, shall make good to the Bank the Batta etc, paid to him by the Court for responding to their summons. If the assignment is for more than a day but the Officer prefers to commute/ travel to the place from his headquarters/ place of residence daily will not be entitled for daily to and fro traveling expenses. Where an Officer is transferred to an outstation centre, halting allowance is permissible to the Officer per day of travel including period of halt out of necessity on the same terms and conditions as applicable for travel on duty. Temporary posting/ deputation of an Officer to an outstation branch/ office shall not exceed 30 days. If however, the concerned Branch/ Office need the services of an Officer beyond 30 days, the same shall be communicated to Head Office which will take steps to post a regular Officer. This is necessary to keep the cost / expenditure on deputation within a justifiable limit. When the services of Officer Employees are requisitioned by the Government of India / Election commission under the Representation of Peoples Act, they will be functioning under the control and Superintendence of Government of India/ Election commission and not the Bank. They will be paid compensation by the government and as such no TA/HA is admissible to Officer Employees under the circumstances. However, their absence on election duty may be marked as On Election Duty, in the attendance register and such absence shall not be debited to their leave account. Where an outside agency like Special Police Establishment (CBI) and or the local Law and Order Authority Institutes cases/ proceedings against an employee of the Bank under the provisions of anticorruption laws or Indian Penal code, traveling Allowance Halting Allowance etc, are not admissible from the Bank to such an employee for complying with summons for enquiry/ interrogation/ proceedings before a Court. Also, absence from office for attending such proceedings/ shall be on leave admissible as per rules and officer concerned will not be eligible for special leave / on duty leave. 12

13 It is clarified that when an Officer deputed to another place on official work returns to Headquarters/ to the place where he ordinarily resides on the same day and there is no night halt at the place of deputation, he/ she can be reimbursed eligible halting allowance only. Actual expenses on board and or lodging are not admissible in such cases. TA/HA to retired Officers: An officer on retirement will be eligible to claim traveling allowance, baggage and other expenses for himself and his family on transfer from the last station at which he is posted to the place where the process to settle down on retirement. All such expenses as are admissible to officers on transfer may be reimbursed to the officers on retirement who would like to settle at a particular place. Very often than not even after retirement, resignation etc, officers are called/ requisitioned by the Bank / the Courts to depose in enquiries/ court proceedings as witnesses. Following rules are framed by the Bank in the matter of reimbursement of traveling expenses, halting allowance/ actuals to such officers. If an ex-officer required deposing as management witnesses in a domestic enquiry, TA/HA/ actuals as admissible to him/ her immediately prior to his/ her ceasing to be in Bank s service may be reimbursed. If an ex-officer is cited as witnesses on behalf of the Bank summoned as such by the Court in prosecution proceedings against another employee/ clients of the Bank, TA/HA/actuals as admissible to him/ her immediately prior to his/her date of leaving Bank s service may be reimbursed. If an ex-officer is summoned by the court/ in prosecution proceedings to depose the facts known to him / her on account of his/ her, service in the Bank and at the behest of prosecution, the following norms are to be followed. 1. First class train fare and halting allowance applicable to grade/ pay last drawn. 2. In the above cases, TA/ Batta received by the ex-officer from court should be credited to the Bank or only the ex-officer should claim the difference. 3. If an ex-officer is summoned by the court in a case against himself continuing beyond superannuation, the Bank is not under any obligation to pay TA/HA/actuals as the case may be. However, if the charge pertains to an act performed in the discharge of official duties and the ex-officer is exonerated of the charge. TA/HA will be allowed as applicable to him at the time of superannuation. 13

14 In the case of Departmental Enquiry, if the representative defending the employee is an officer of our Bank at an outstation branch is eligible for one to and fro fare by the class to which he will be entitled while traveling on resume duty, he will be paid fare for the consequential journey. He shall also be paid Halting Allowance for the period he stays at the place of enquiry for defending the employee as also for the days of the journeys which are undertaken at the Bank s cost. Other Provisions applicable to both Officers & Employees. Definition of "Family": Family of a staff member shall mean staff member s spouse, wholly dependent unmarried children (including dependent step children and legally adopted children), and wholly dependent parents ordinarily residing with and wholly dependent on the officer. The term "Wholly dependent child/parent shall mean such member of the family having a monthly income not exceeding Rs.2550/- p.m. If the income of one of the parents exceeds Rs 2550/p.m. or the aggregate income of both the parents exceeds Rs 2550/p.m. both the parents shall not be considered as wholly dependent on the staff member. In respect of female staff members, the criteria for the inclusion of Wholly Dependent" parents under the definition of family will be: a. The parents of the female staff members shall ordinarily be residing with her. b. The female staff member is the only earning member in that family. c. In case where there are other earning members but they are married daughters, the bank may consider on merit the claim of the officer for inclusion of parents provided either parents of the married female officers should not be in receipt of a monthly income exceeding Rs.2550/- p.m. d. If there are earning sons whose income singly exceeds Rs.2550/p.m. Then parents cannot be called as "Wholly dependent" on their daughter. Parents : "wholly dependent" parents mean and include mother, and father of the employee residing with and wholly dependent on the employee, provided the monthly income of either or both, parents does not exceed Rs.2550/- p.m. Step Parents are not included in the family. 1) No expenses will be payable in respect of the servant. 2) The claim for journeys can ordinarily be only for the shortest route. 14

15 3) All claims should be supported by a certificate from the officer/ employee concerned as to the correctness. 4) All the TA Bills should be submitted within 3 days from the date of completion of the journey and if they fail to do so, Sundry Advance granted if any shall be recovered by the Branch Manager from their salary of that particular month and if necessary from salary of subsequent months. 5) In case of Officers, while submitting the TA Bills in connection with court duty, information like loan account number, OS/SC numbers shall be furnished. While submitting TA Bills for purchases, information like name and Account No. of the loan for which purchases were effected and for visits to adopted villages, information like name and A/c No. in respect of the amount recovered / deposits canvassed and particulars of AODs obtained shall be furnished. 6) TA Bill claims for the expenses incurred on official tour / transfer / training / deputation etc., shall contain all the relevant particulars on the lines indicated here below a) Date and time of departure from and return to Headquarters. b) If the journey necessarily involves stay at more than one place, full particulars such as date, duration and reasons. 7) TA Bills should be supported by the relevant tickets / money receipts / stamped receipts / way bills / lorry receipts / declaration for the train journey in the absence of train tickets / hotel bills for Boarding and Lodging etc., as the case may be. 8) While claiming local conveyance on official tour / training, the distance between residence / lodge and bus stop / railway station / office as the case may be should be furnished. 9) No TA/HA will be paid if the transfer is considered by the Bank at his/her request. 10) Any other information / evidence required by the sanctioning authority shall be furnished by the Officer whenever sought for. GUIDELINES ON TRANSFER TRAVELLING ALLOWANCE (T.T.A) FOR CLERKS / MESSNEGERS: No T.A. /H.A. will be paid to a workmen employee if the transfer is considered by the Bank at his/her request. 15

16 Travelling expenses are reimbursable to workmen employees proceeding on transfer from one place to other at the instance of the Management as under: For Clerical staff: For Employee: One and half of First class fare by Mail/Express train /equivalent class steamer. For Family: Ist Class fare by mail /Express train if the travel by the steamer lowest cabin class fare or appropriate class equivalent to fares payable by Ist Class Mail/Express train whichever is higher. Sub Ordinate staff: For employee: one and half Sleeper class fare by Mail/Express train /equivalent class in steamer. For family: Sleeper class by Mail/Express train if the travel is by steamer fare applicable for lowest class in steamer. The provision of one and half times the fare to an employee is applicable in case of travel by appropriate class by train/steamer only. This is not applicable to employee who travels on transfer by the mode other than train/steamer. Where the journey performed on Road, Bus charges against production of tickets or actual fare incurred, whichever is less. No halting allowance will be paid to workmen employees during the journey period. Compensation on transfer: An employee on transfer shall be paid the cost actually incurred for transporting his personal effects by road if there is no railway station or railway out agency at the old or new place of posting up to the nearest railway station or out agency. If however, both the places do not have railway station /out agency, actuals shall be paid for transporting personal effects by road up to the stipulated weights by a transport operator approved by IBA. Clerical staff Sub staff For married persons 1500 Kg 1000 Kg Un married persons 1000 Kg 750 Kg The above ceiling on the weights of the household goods is applicable for transportation by rail or road. The Sanctioning Authorities as per the entitlement shall consider the claims of employees for the reimbursement of cost incurred and transporting personal effects on transfer. 16

17 If the transportation of the luggage is made by lorry, then the award staff has to furnish the receipts obtained for the transportation charges from the owners of the vehicles. The vehicle number and the name of the owner with address should be furnished along with the claim. If an employee transports his personal effects by a lorry other than an approved transport, sanctioning authority should ascertain the freight charges being charged by approved lorry transport operators for the distance and for the goods up to the eligible limits mentioned above and reimburse freight actually incurred or at the rate charged by the approved transport operator, whichever is less. Where the places i.e. place of work and place to which transferred are connected by rail or served by railway out agency, but the employee sends his personal effects by road, then the employee is eligible for reimbursement for freight actually incurred at goods train rate(rates furnished in the annexure) whichever is less. COMPENSIATION ON TRANSFER (Lumpsum payment) on transfer: On transfer, an employee will be paid an amount subject to the following limits on production of money receipts a statement of loss to cover the breakage and losses For clerical staff For sub staff : Rs : Rs Compensation on transfer (lumpsum payment) on transfer is intended to cover the breakage and damages to goods/house hold articles while transporting the same. Therefore shifting of household articles is necessary to claim such compensation on transfer. In case both husband and wife working as clerks are transferred to same place, both of them will be eligible for lumpsum payment. If the transfer is at the request of the employee Travelling allowance and lumpsum payment are not payable. When for any reason the family of an employee does not travel with him, but joins him within a period of six months from the date of his transfer, he shall be entitled to draw the further fares payable for the family and the cost of transporting luggage subject to the limits fixed as above. However, this is subject to prior permission of the competent authority (RM/GM). Where the family in consequence of transfer travel from a place other than that from which an employee is transferred an employee may claim reimbursement actual travelling expenses incurred by his family to join 17

18 the employee at the new station but the amount so claimed shall not exceed the travelling allowance admissible to the employees family, if they were stationed at the place where the employee was transferred. GUIDELINES FOR OFFICER STAFF FOR TRAVEL ON TRANSFER: An Officer on transfer and the members of his family are eligible to travel to the place of posting by the same mode of travel and class of accommodation as in the case of travel on duty. However, TA/HA shall not be admissible if the transfer is on request. When the members of family travel by Road, the entitlement will be actual or first class train fare by the shortest route whichever is less. Family for the purpose of this clause is limited to spouse as also children and parents residing with and wholly dependent on the officer employee. No permission shall be granted to officers on transfer to undertake second journey, for bringing their family later. An officer on transfer will be reimbursed expenses for transporting his baggage by goods train up to the following limits: Basic Pay range Where he has family Where he has no family KG 1500 KG and above FULL WAGON (60 QTLS.) 2500 KG (rates furnished in the annexure) An Officer eligible for full wagon avails of the facility of container services by railways, he will be reimbursed actual charges for one container if he is in Junior or Middle Management Grade. If the baggage is transported by road between places connected by rail, the reimbursement will be limited to the actual freight charges, against submission of bills subject to the cost not exceeding the cost of transport of the maximum permissible quantity by goods train. Where both places do not have Railway station/ out agency, actual shall be paid for transporting the personal effects by road up to the stipulated weights mentioned above by a transport operator approved by the Indian Banks Association. Where an Officer on transfer transports his baggage by lorry, the maximum limits in cases where full wagon is applicable shall normally be 60 Qtls. by Goods Train. However, where the expenses incurred are beyond such maximum, the sanctioning authority may keeping in mind the hardship involved to the Officer concerned, reimburse the actual expenses incurred on the basis that the minimum charges for transport of 18

19 goods in a 8 wheeler wagon would be 120 Qtls, provided that the baggage is transported through approved Transport Operators only. At the places where no approved transport operators are available, the Officer may transport his personal effects by any other public Lorry transport, with prior approval of Head Office on the grounds of non-availability of Approved Road Transport Operators. Reimbursement in such cases will be restricted to the freight charges actually incurred or freight charges at goods train rate for 120 Qtls. whichever is less. An Officer who owns a scooter, motor-cycle or any other vehicle (other than car) will be eligible to claim the cost of transporting it to the place of transfer at goods train rate, and if the vehicle is transported by lorry the actual lorry charges. Where the own vehicle (motor-cycle/ scooter/moped/car) is driven by road to the place of transfer, the officer will be eligible to claim the cost of so taking it at the rates stipulated/ applicable for reimbursement of traveling expenses to officers for using their own vehicle. The rates of reimbursement are as follows: Category of vehicle Reimbursement rate per Km a) Four wheeler engine capacity of 1000 CC or more Rs b) Four wheeler engine capacity of 1000 CC Rs c) Motor-cycle and scooter Rs d) Mopeds Rs Reimbursement of transportation charges of car or scooter or both is restricted to such vehicles owned by the officer in his name. Officer can transport his own car to the place of transfer by road i.e. through Approved Transport Operators only. However, reimbursement in such case would be restricted to actual expenses incurred or the amount that he would have incurred had the vehicle been transported by goods train whichever is lower. If the officer on transfer is shifting his personal effects between the two places by approved lorry transport even if train connects the two places, then reimbursement of expenses may be made at the following rates, subject to weight stipulation furnished hereunder. Distance in KMs Rate per ton per KM Up to 2000 K M Rs.1.40 Beyond 2000 KM Rs.1.10 (Above rates do not apply on slab basis) An officer in Scale I/II/III cadre on transfer is eligible to claim a lumpsum amount of Rs.2000/- for expenses connected with packing, local transportation, insuring the baggage etc. 19

20 If both husband and wife working as officers are transferred to the same place, both of them will be paid the lumpsum for meeting the incidental expenses. If the spouse is an employee in our Bank he/she will be eligible to claim the lumpsum but not the other travelling expense, which shall normally claimed by officer spouse. Sanctioning authorities of TA Bills and TTA Bills are furnished hereunder 1 Cash remittance bills of staff members working in the branch including the bills of Branch Manager 2 T A Bills of staff members up to Rs.2000/- per bill pertaining to officers/employees working in Branches / Regional Offices Excluding Scale III Officers 3 T A Bills above Rs.2000/- and up to Rs.7500/- per bill pertaining to all officers including Scale III Officers /Managers/Employees working at Branches/Regional Office & TTA Bills up to the limit of Rs.15,000/- in respect of staff working in Branches/Regional Office. 4 T A Bills of staff members up to Rs.3000/- per bill pertaining to all Officers/employees working in Head Office 4 TA bills beyond Rs.3000/- and up to Rs.10000/- per bill pertaining to Head Office staff and TA Bills beyond Rs.7500/- and up to Rs.10000/- of all staff members working in Branches /ROs and TTA bills up to Rs.15000/- of all staff members working at Head Office 5 TA Bills beyond Rs.10000/- and up to the limit of Rs.15000/- per bill pertaining to all employees /Officers and TA Bills of Regional Managers/Chief Managers and T A Bills of Chairman. TTA bills beyond Rs.15000/- and up to Rs.25000/- per bill pertaining to all staff members and TTA claims of RM/Chief Manager 6 TA Bills above Rs.15000/- of Employees /Officers/SMs /RMS/CM and all TA Bills of General Manager Branch Manager Senior Manager at Regional Office Manager Regional Senior Manager at Head Office Chief Manager General Manager Chairman TTA bills above Rs.25000/- per bill pertaining to all employees/officers /RMs/Chief Manager/General Manager Clarifications if any on this circular may be brought to the notice of Personnel Department, Head Office through respective Regional offices as per extant guidelines. (M.JAI PRAKASH) CHAIRMAN ANNEXURE 20

21 Table-1: Goods rate per quintal applicable to officers who are entitled to transport personal effects less than wagonload. This is also applicable to award staff. Table II: Goods rate per quintal applicable to officers drawing basic pay of Rs.13821/- and above per month and who are entitled for reimbursement of wagonload (60 quintals). Distance in Table Distance in Table-2 Kms. -1 Kms. Table -1 Table

22 Distance in Table Kms. -1 Table Distance in Kms. Table -1 Table-2 22

23 ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE: KADAPA BILL FOR CLAIMING TRANSFER TRAVELLING ALLOWANCE (T.T.A) 01. Name of the Employee/Officer : 02. Designation : 03. Employee No : 04. Details of Transfer : Transfer Order H.O.Ref.No. Transferred from Date of relief Transferred to Date of joining 05. Joining time availed from to (H.O.Sanction letter No. DT ) 06. Details of Transportation of Personnel effects : Transported from Departure time Date Transported to Arrival time Date 07. Bus/Train fare for self and family members : 08. Amount incurred for Transportation of goods : 09. Amount incurred for packaging/damage of goods: (Enclose necessary bills/declarations) 10. Number of Annexure attached : 11. Total amount of claim : Place : SIGNAURE Date : Remarks of Branch Manager on shifting of family/personal goods by the employee ANNEXURE I & II 23

24 (To be submitted for the journey performed by Train/Road for self and family members) DECLARATION I hereby declare that the claim made in this bill is pursuant to my transfer from to vide transfer order No. ) I. a) I have actually traveled along with members of my family. (OR) b) I have traveled independently and my family members have joined me a later date. (OR) a) I have joined my family members at the new station. II. During the journey, the following members of my family who were actually under my care and control and are wholly dependent on me, at the time of authentative receipt of transfer order have also traveled with me (or) have been permitted by Ho Vide letter No. dt to join me after my reporting at new station. S.No Name of the family member Age Relationship Whether the dependent is employed If yes to col.5 details with annual income Remarks, if any III. a) the journey from to was undertaken by Train and the particulars of journey are as under: Name & Number of Train : Date of Journey : Class in which traveled : Travelled from Time of departure Date Ticket Numbers Ticket Numbers Travelled to Time of arrival Date Amount Amount b) The journey from to was undertaken by Road and the particulars of journey are as under: 24

25 Date and Departure of Time : Date and Arrival of Time : Total distance between two stations : Traveled by shortest route (Via) : Ticket Numbers Amount I hereby declare that I have claimed actual charges and the amount claimed is not in excess of amount incurred by me. I also enclose the tickets mentioned by me. Name & Emp.No : Designation : Place : Date : SIGNATURE Enclosures : ANNEXURE-III (To b produced by carrying personal effects by Train/Goods Train) CERTIFICATE 25

26 I hereby declare that the claim made in this bill is pursuant to my transfer from to vide letter No. DT of our Head Office. My house hold luggage, i.e., personal effects which are in my p9ssession a the time of receipt of authentative transfer were transported by Goods train from to station vide Railway receipt No. dt of Railway station at freight charge of Rs.. I declare that I have claimed actual charges and the amount claimed is not in excess of amount incurred by me. Name & Emp.No : Designation : Place : Date : SIGNATURE 26

27 ANNEXURE IV (To be produced for carrying personal effects by Road) CERTIFICATE I hereby declare that the claim made in this bill is pursuant to my transfer from to vide letter No. dt of our Head Office. 1. The luggage was transported by Vehicle NO. from to on (date) since the places are not connected by train and there is no regular transport company operating between the two stations for carrying goods at a rate cheaper than what has been claimed (Receipts/bills enclosed) 2. Certified that for valid reasons, the personal effects were carried by Road and that a sum of Rs. claimed in the bill represents the expenses actually incurred there for and is limited to ;the amount that would be admissible, had the maximum number of Kgs been taken by Goods train at the rate of (Here specify the goods rate) 3. Since the booking Train of personal effects/luggage by Goods Train is suspended at Railway station from to (Which is supported by a certificate from Station Master/Assistant Station Master), the luggage has been transported wholly by Road by Transport company/by lorry receipt No. dt. I declare that I have claimed actual charges and the amount claimed is not in excess of amount incurred by me. Name & Emp.No : Designation : Place : Date : SIGNATURE 27