HR Manual | Recruitment

To provide prompt service travel requisition has to be submitted in time. The following schedule indicates the time before which the requisition has to be submitted:

Nature of Service	Time
International Air travel*	At least 7 days before the day of travel
Domestic Air Travel*	At least 4 days before the day of travel
Travel by train on bus*	At least 7 days before the day of travel
Overseas Medical Insurance	At least 3 days before the day of travel
Hotel Reservations	At least 4 days before the day of travel
Cabs	At least 1 day before the day of travel

The above-mentioned time targets are subject to the availability of the tickets.

Air

	TDI employees are not allowed to take their spouse while traveling on official duty.
	TDI employees travelling abroad will travel only through the International Airport Cities as per the decision of the Company.
	TDI employees will always fly in Economy class irrespective of the designation and destination.
	However in case of emergencies if the person has to travel in Business Class the prior approval of MD is required.

Surface

	TDI employees travelling by air are eligible to use taxi from their residence to airport. They can avail taxi while returning back.
	International passengers are eligible for non-A/C taxi service between airports in gateway cities.
	Preferably, they should avail the free shuttle services and other free conveyance provided by the airlines.
	If the flights for the Indian domestic sector are not convenient, TDI employees may opt to travel such sectors by any mode of transportation provided that the cost of such transportation does not exceed the cost of the air ticket.
	Local conveyance, trunk calls, postage and telegrams and such other expenses of like nature incurred for official purpose will be reimbursed in actual on production of bills.
	During night travel, employees are entitled for reimbursement of out of pocket expenses only

Mode of Transport

TDI employees are required to take mode of transport according to the grade to which they belong.

Note: If any TDI employee uses higher mode of transportation due to exigencies of work or due to two or more executives of different cadre travel to the same work place, the same needs the prior approval of Managing Director.

The classifications of cities are as follows:

Group	Cities
Group A	Mumbai, Chennai, New Delhi and Kolkata
Group B	State Capitals like Bangalore, Thiruvananthapuram, Hyderabad, Bhopal, and other notified cities like Vizag, Indore, Nagpur, etc.
Group C	District Head Quarters like Coimbatore, Madurai, Trichy, etc.
Group D	Taluk Head Quarters like Dindigul, Dharmapuri, etc.

The TDI employees in different grade and designations are having the eligibility as follows:

Grade	Lodging
	A	B	C	D
	Rs	Rs	Rs	Rs
Grade A	400	300	200	200
Grade B	600	400	300	250
Grade C	850	600	500	400
Grade D	1200	1200	800	600

Grade	Boarding
	A	B	C	D
	Rs	Rs	Rs	Rs
Grade A	150	150	150	150
Grade B	150	150	150	150
Grade C	200	200	150	150
Grade D

Note:

	TDI employees should adhere to their eligibility norms. Deviation for any reasons shall have the approval from VPs/Managing Director.
	Hotel bill and other vouchers should support claims for reimbursement of actual expenses. The maximum limits for such expenses are mentioned above in the policy.
	In those cases where TDI employee makes his/her own arrangements for stay then they are eligible for reimbursement of boarding and out of pocket expenses only. The amount should not exceed the limit specified above.
	TDI employees are permitted to claim laundry bills only in cases where their stay outside their head quarters for a period of more than five days.

In International travel, the scope includes visa processing, visa stamping, air ticket reservation, boarding and lodging, arranging overseas medical Insurance and arranging foreign exchange to meet out the out of pocket expense.

TDI employees who are required to travel abroad need to submit the International Travel Requisition form duly approved by the Departmental Head/MD to Sr Exe F&A. The form needs to be complete in all respects. The Sr Exe F&A will discuss the itinerary and obtain the required information. The choice of Airline is at the discretion of the Management. The ticket will be issued close to the date of travel. A briefing about the various procedural formalities to be complied will also be given.

TDI employees travelling abroad will be covered by medical insurance as and when necessary. Finance and Administration Dept will decide the selection of Insurance organization. The Overseas Travel can be broadly divided into two kinds --- Short Term Stay (less than 30/31 days) and Long Term Stay(more than 31days)

Eligibility	Less than 8 days	More Than 8 days
Implementation Engineers	$100/- a day	$200 for Boarding $200 for Out of pocket Expenses $200 for Overseas Allowance USD $600/ per month
Project Managers	$100/- a day	$200 for Boarding $200 for Out of pocket Expenses $300 for Overseas Allowance USD $700/ per month
Management Cadre	$150/- a day	$200 for Boarding $200 for Out of pocket Expenses $350 for Overseas Allowance USD $750/ per month

The concerned TDI regional office will issue the aforesaid amount and in the absence of the regional office the Corporate Head Office at Chennai will issue the required amount

If an advance amount is issued at the Corporate Office, Chennai, the same should be recovered in the regional office.

The travel coordinator who will decide after discussing it with the management will look into any deviation from the above. In the absence of, the Accounts Dept will take care of the same.