ITI LIMITED Registered & Corporate Office BANGALORE-560 025 FOREIGN TRAVEL RULES & REGULATIONS INDEX Sl.No. Rule Page No. 1. Index 1 2. Applicability & Effective date 2 3. Definition 2 4. Approval 3 5. Classification Of Employees For The Purpose Of Entitlement Of Daily Allowance : 3 6. Travel 3 7. Journey Daily Allowance 4 8. Airport Tax: 4 9. Excess Baggage : 4 10. Daily Allowance : 4 11. Entertainment Allowance 7 12. Overseas Mediclaim Insurance 7 13. Submsision Of Final Ta Bill And 7 A Report 14. Submsision Of Quarterly 7 Reports 15. General 8 16. Certificate 9 17. Mea Rates 10 Page 1 of 16
ITI LIMITED Registered & Corporate Office BANGALORE-560 025 FOREIGN TRAVEL RULES & REGULATIONS 1. APPLICABILITY AND EFFECTIVE DATE : 1.1 These rules shall come into force from 1 st March 1998 and is applicable to journeys commencing from this date onwards. 1.2 These rules are applicable to all employees including Functional Directors and officers on deputation to the Company. 2. DEFINITIONS : 2.1 COMPETENT AUTHORITY means the CHAIRMAN & MANAGING DIRECTOR. 2.2 EMPLOYEE includes Officers also. 2.3 HEAD QUARTERS means the station at which an officer is posted on permanent basis. 2.4 FOREIGN TRAVEL means movement of an employee from Headquarters to outside India for official purpose duly approved by the Competent Authority. 2.5 DAILY ALLOWANCE means living allowance paid in foreign exchange to the employees while abroad to meet Boarding, Lodging and all other expenses incidental to deputation abroad. Daily Allowance at abroad is paid for night halts only at the place of actual duty. Daily Allowance for fraction of period of stay and for journey period are not admissible. However, if stay for night at transit station is unavoidable due to nonavailability of connecting flights, the employee has to come to the transit station the previous night itself. The transit night stay will be considered as the stay at actual place of work. It it is not possible to leave the place of work the previous night and free stay for night at the transit station is not extended by the airlines due to excursion fare, DA can be paid for that day. Page 2 of 16
3. APPROVAL : 3.1 All proposals for deputation abroad on Company s affairs shall require prior approval of Competent Authority, i.e., CMD. 3.2 All proposals for deputation abroad should inter-alia contain details of invitation/confirmation letter received from the parties regarding their availability, date of appointment, time, etc. 3.3 The Personnel & Administration Department of Corporate Office, after obtaining concurrence of the Director [Finance] and the approval of CMD, will issue the sanction. 3.4 Chairman& Managing Director and Full-time Directors on the Board may undertake tour abroad with the approval of the Ministry of Communications or appropriate authority as per instructions of the Government issued from time to time. 4. CLASSIFICATION OF EMPLOYEES FOR THE PURPOSE OF ENTITLEMENT OF DAILY ALLOWANCE : 4.1 Group A Chairman & Managing Director Group B Directors Group C Executive Directors Group D Grade 9 & 8 Group E Grade 7 and below and Non-Officers 5. TRAVEL : 5.1 PASSPORT : All fees paid in India towards Passport, Visa, Health Certificate will be reimbursed on production of receipts. 5.2 ROUTING OF JOURNEY : Air travel is allowed only by AIR INDIA / INDIAN AIRLINES by shortest route. Air travel between stations located in the same country should also be as far as possible by Air India flights. On sectors where Air India services do not operate, air journey may be performed by foreign airlines, but the air passages should be booked through Air India. Services of Indian Airlines is to be availed wherever available for journeys abroad. Exceptions to this will need the prior approval of CMD. However, if due to the above restrictions, a person is required to spend more time abroad, then other air carriers can be chosen. Page 3 of 16
5.3 ENTITLED CLASS AIR TRAVEL : Officers in Grade 10 & above Officers in Grade 9, 8 & 7 Others and all Officers/Non-Officers deputed for training Club Class Economy Class Excursion class 5.4 The air passages shall be so planned and booked that the halt at the intermediate points do not exceed 24 hours. 5.5 The travel within India from headquarters to the port of embarkation and vice versa, shall be regulated as per normal traveling allowance rules applicable from time to time for domestic travel. 6. JOURNEY DAILY ALLOWANCE : Daily Allowance for journeys and halt within India before and after the journey will be admissible as per Domestic travel Rules. However, no daily allowance is admissible if the airlines provide lay over facilities. 7. AIRPORT TAX : 7.1 Airport tax payable within India is reimbursable. 7.2 Payment made abroad by the employee towards airport tax is also reimbursable in Indian rupees after submission of proper receipts. 8. EXCESS BAGGAGE : Prior approval of the Competent Authority should be obtained for excess baggage charges. Such approval be obtained along with the approval for the deputation abroad on the basis of justification and recommendations of the Plant Heads. The proposal should specify the weight to be carried to and fro so as to arrange for Excess Baggage Voucher by the concerned Public Relations Department. Unutilised excess baggage voucher is to be surrendered to the company along with TA bill to enable the company to get refund. 9. DAILY ALLOWANCE : 9.1 [A] The Daily Allowance admissible to employees in connection with tours abroad is as under: Group Level of Executives US $ per day A CMD 400 B Directors 320 C Executive Directors 280 Page 4 of 16
[B] D Grade 9 & 8 Executives 210 E Executives in Grade 7 & below and Non-Officers 190 Specialised Training [for all employees] PERIOD US $ per day For the first 15 days 120 per day 16 th day to 30 th day 100 per day 31 st day to 180 days 80 per day Beyond 6 months 1200/- per month Where Boarding & Lodging is provided 35 per day free of cost 9.2 For countries where foreign exchange is not involved and Indian currency is transactable for example Nepal, Bhutan, etc., deputation allowance shall be paid in rupees at the domestic rates and scale as applicable to New Delhi increased by 20%. 9.3 FACILITIES AND HOSPITALITY PROVIDED ABROAD : Free lodging or hospitality from foreign agencies should normally be not accepted. In rare instances where it is felt to be unavoidable, the same should be availed only with CMD s approval and as per the conditions mentioned in Clause 9.4. 9.4 Wherever certain facilities and hospitality consisting of any of the following factors is to be provided for by the host foreign firm/department/government, etc., the daily allowance will be pruned down, on a case to case basis and so stated in the movement/deputation order. (a) Accommodation (b) Boarding As per Exchange Control regulations, the amount that could be released towards Incidental expenses when hospitality is extended is upto a maximum of US $ 500/- upto 10 days and where the deputation period is more than 10 days, @ US $ 50/- per day [maximum 45 days]. 9.5 EXPENDITURE OF DAILY ALLOWANCE AND ACCOUNTING : Towards Lodging Conveyance Food as per Incidental Grades 35% MEA Rates* Expenses [US $] #[US $] [US $] [US $] [A] [B] [C] [D] CMD 140 Actuals Full Rate Balance, if any Total Amount [US$] [A+B+C+D] Directors 115 Actuals Full Rate Balance, if 320 400 Page 5 of 16
any Executive 100 Actuals Full Rate Balance, if 280 Directors any ADRs/GMs 75 40 Full Rate Balance, if 210 [Gr.9] any AGMs [Gr.8] 75 40 75% of Full Rate Balance, if any 210 Officers in 70 40 75% of Full Balance, if 190 Gr.7 to Gr.1 Rate any Non- Officers 70 40 33% of Full Rate Balance, if any 190 Any surplus after calculation of the allowable expenditure as incurred will be disallowed and should be returned to the Company in foreign currency. [ # ] Conveyance shall be paid at US $40/- per day on a certificate from the employees for the amount spent in the prescribed format at Annexure I. [ * ] Existing MEA Rates will be as per Annexure II. 9.6 EXECUTION OF SERVICE BOND : The employee deputed abroad for training are required to execute Service Bond to serve the company for a specified period after completion of training abroad: - Period of Training Duration of Bond Upto 3 weeks 1-1/2 years 3 weeks to 4 months 2 years 4 months & above 3 years In the event of breach of the service bond by the employee concerned, the employee has to reimburse to the company in Indian Currency the cost of the foreign deputation incurred towards him which includes airfare, daily allowance, training fee, salary and allowances for the training period, TA for local travel, Visa fees, etc. The cost of foreign deputation so quantified should be clearly mentioned in the movement/deputation order as also in the Service Bond. 9.7 Daily Allowance shall not be admissible for unauthorised overstay/stopover abroad, unless it was on account of reasons beyond one s control and under compelling grounds. Even in such cases, employees are required to obtain the approval of Management with suitable justification for their overstay/stopover. Such approval should be obtained well in advance so a to arrange the additional Page 6 of 16
foreign exchange released by the Bank and remitted to the employee, before his departure to India. If such remittance is not made for any reason in the case of authorised stay, payment in Indian rupees for the expenses incurred in foreign currency limited to the entitlements prescribed in Clause 9 may be reimbursed after return to India. 10. ENTERTAINMENT ALLOWANCE : Entertainment Allowance will be considered on case-to-case basis not exceeding US $ 2000/- per trip per person. Prior approval should be obtained from the Competent Authority for sanction of Entertainment Allowance indicating the amount required. Normally, Entertainment Allowance is admissible only in case of Export Promotion/Discussion in connection with Collaboration Agreement, Large Contracts of the company for Officers in Grade 9 & above and leader of the team. Employees who draw Entertainment Allowance should submit a statement of account of expenditure with supporting vouchers/bills with brief details of hospitality extended on return from foreign tour. Any unspent amount should be surrendered to the company in foreign exchange immediately on return to headquarters. 11. OVERSEAS MEDICLAIM INSURANCE : The reimbursement of Overseas Medical Insurance Premium will be regulated as per the following conditions: - 11.1 The company will be reimbursing the insurance premium paid towards overseas medical insurance to all employees sent abroad on specific assignment/training. 11.2 The amount of premium to be reimbursed will be limited to the premium charged by the Government Insurance Companies. 12. SUBMSISION OF FINAL TA BILL AND A REPORT : The final TA Bill in duplicate and tour report should be submitted within 15 days on return to headquarters and all foreign exchange due to the company to be refunded within seven days. 13. SUBMISSION OF QUARTERLY REPORTS : 13.1 The Plant P&A Heads will sent a quarterly statement to Corporate P&A Department giving the details of foreign deputation such as name, Page 7 of 16
designation, place of visit, duration, purpose, achievement in brief and the expenditure incurred in terms of foreign exchange as well as in Indian Rupees as per Annexure III separately so as to reach the Corporate Office before 10 th of January, April, July, October for the quarters immediately preceding that month. 13.2 The Corporate P&A Department will consolidate the reports and submit a Note to the Board of Directors on quarterly basis. 14. GENERAL : 14.1 Grant of leave while on duty abroad An official may, subject to the exigencies of work, be granted leave while on duty abroad for a period not exceeding 50% of the actual period of duty abroad or a fortnight whichever is less. Deputationists availing leave while on tour beyond the above stipulated period will not be entitled for return journey fare from the Company. 14.2 If the journey is postponed, the employee may retain the exchange upto a period of 15 days. If the journey is postponed indefinitely or cancelled, he should surrender the foreign exchange to the authorised dealer where it was drawn immediately to be credited to the company s account. 14.3 The Head of the Unit / P&A Head will issue movement order to the employee upto Grade 7. 14.4 The company reserves the right to modify, delete or amend any or all provisions of the rules without prior notice. 14.5 The Chairman & Managing Director of the Company shall be the authority to interpret the provisions of these rules. Ref: CPP Circular No. 441 dated 23 rd February 1998 CPP Circular No. 463 dated 10 th April.2001 CPP Circular No. 470 dated 18 th January.2002 CPP Circular No. 471 dated 8th February 2002 CPP Circular No. 475 dated 23 rd April 2002 By KGS Page 8 of 16
Annexure I ITI LIMITED Registered & Corporate Office BANGALORE-560 025 C E R T I F I C A T E It is certified that I have spent equivalent to US $.on conveyance [Taxi/other Modes / Portrage charges, etc] during the tour from.. to. For visiting. [name of country]. Signature : Name : Staff No. : Designation : Page 9 of 16
Annexure II ITI LIMITED Registered & Corporate Office BANGALORE-560 025 Page 10 of 16
MEA RATES Page 11 of 16
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Annexure III ITI LIMITED Registered & Corporate Office BANGALORE-560 025 Statement showing the particulars of officers deputed abroad in connection with affairs of the company during the quarter ending Sl No Name & Designation Country Period From To Purpose of visit Achievements in brief Air Fare DA US$ Total Page 14 of 16
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