Domestic Travel Policy
Sr. No Type of Information Document Data
1 Revised by Tanu Priya
2 Reviewed by Rishu Garg
3 Approved by Adarsh Srivastava
4 Created on 1st April 2023
5 Revised on 1st Oct 2024
1. Objective
This policy lays down rules for a seamless travel experience so that employees can plan their
travel while maintaining cost-effectiveness and compliance with company guidelines. The travel
policy also provides reimbursement rules for accommodation, Food, and other expenses to
prioritize the well-being and efficiency of our employees during business travel.
2. Scope and Applicability
This policy applies to all employees of DeHaat.
The policy benefits do not apply to individuals traveling to their Base Location. For instance, if an
employee was initially hired for a specific location but is currently working from a different location
due to personal reasons, and subsequently needs to travel to the Base Location for official
purposes, he/she will not be eligible to claim benefits under this policy.
3. Travel Booking Process
• Before embarking on any travel, employees are required to obtain written approval from their reporting
manager or functional head. We encourage employees to exercise prudence in managing conveyance
expenses whenever feasible.
• For all travel arrangements, it is mandatory to process bookings through the designated travel desk or
the authorized travel application. Self-bookings will not be reimbursed. Any exceptions will need HRBP
approval in advance before the booking is made.
• Employees should plan their business travel well in advance to save costs. Request for date of travel to
be initiated as per the below grid
Grade Booking Schedule
M3 and below At least 7 Days before the date of travel
M2 and above At least 3 Days before the date of travel
• Please note that any outstation meeting where more than 5 people from the department are traveling to
a common location will be considered a “Department Group Meeting”. Request for such meetings
needs to be shared with the Travel desk at least 15 days in advance and should be aligned with
respective HRBP parallelly. The overall cost of such group meetings should be approved by the
directors.
3.2 Local Travel
Local travel encompasses any authorized journey conducted using one's own vehicle for official
purposes. However, it's important to note that the local travel benefit cannot be claimed for commuting
between one's home and the office.
● All local travel should be approved by the reporting manager in writing.
● Local travel expenses must be claimed within 45 days of the date of the expense. In a case where local
travel expenses are incurred in March, please ensure that all claims are submitted by April 7th. The
eligibility for such claims can be checked against the below grid.
Level wise eligibility Vehicle type Own vehicle
M6 to M8 2-wheeler INR 4.5 per km
(capped at INR 3 per km (For
2000km/month) Supply chain employees)
M5 and above 4-wheeler INR 10 per km
(capped at
2300km/month)
● For most field roles, the fuel expense will be tracked and paid via a Mileage App. DA shall be paid for
days where the traveled distance is 30 km or more in a day.
● For all other roles, the fuel expense can be claimed via the HRMS portal. Please ensure all necessary
details are recorded in the log-book (Refer to the HRMS portal>> My Policies for the Log-book format).
● DA is not applicable for working from an allotted/own city workspace (office / warehouse).
● The Company does not take responsibility for any damage, wear and tear, or insurance coverage
related to personal vehicles used for official travel purposes. Reimbursement for vehicle service charges
or maintenance will not be provided.
● Toll and parking charges for personal vehicles during local tours can be claimed, provided relevant
receipts are submitted.
● In the case of using a public or hired vehicle for local travel, reimbursement will be processed based on
the submission of actual bills.
● Reimbursement for local conveyance will not be applicable if the employee has utilized a company-
provided cab/taxi.
3.3 Domestic Travel
Domestic travel encompasses planned work-related travel from the primary place of employment
to a specific destination within the borders of our country for business purposes.
• Employees need to choose the most cost-effective mode of transport while planning domestic travel. For
regular business trips to a region for which the employee is responsible for, the employee should opt to
use own vehicle wherever possible.
• To facilitate all bookings, employees are required to submit a request via email to the Travel Desk using
the designated email address: [email protected] or book through company company-
authorized travel app.
• When three or more employees are traveling together to a destination within a 300-kilometer radius,
they should where possible use own vehicle and claim fuel expenses. In case own vehicle is not
available they can opt for a company-provided cab, on a sharing basis. The cab booking should be
arranged through the Travel Desk, by an authorized cab vendor. For trips where less than three
employees are traveling to a location within 300 kilometers, the preferred mode of transportation should
be own/public transport, such as buses or trains. The employee must provide valid Train / Bus tickets /
Invoices for fare reimbursement.
• Travel from the Airport / Railway Station to/from the Hotel / Residence or to attend business
appointments with one’s own vehicle shall be reimbursed for conveyance expenses as per the Local
travel grid. Such travel by public transport will be reimbursed on actuals.
Level wise eligibility Mode of Transport
M5 and below Train (3rd AC, CC) /Bus
M4 and above Train (2nd AC/CC) /Bus/ Air (Economy)
● Cancellation requests require manager approval. All cancellations for travel arrangements, including air,
train, bus, hotel, and car rental, must be processed through the travel helpdesk or authorized travel app.
● Ensure to submit a visit report after each business trip. You can complete and share the report using the
following format: Visit Report Form.
3.4 Accommodation
This includes lodging or stay arrangements for employees during business-related trips. It
includes hotels, guesthouses, serviced apartments, or other similar accommodations.
● Employees should prioritize booking accommodations with our corporate hotel partners through the
authorized travel app (Refer to Annexure 1). If a corporate hotel partner is not available in the city you
are traveling to, you may book an alternative as per the eligibility criteria through travel desk, the invoice
for such bookings, must be issued in the company's name with a valid GST number. To facilitate claims,
the original tax invoice is required and should be submitted accordingly.
● Employees are encouraged to prioritize same-day returns whenever possible, aligning with business
requirements. Accommodation should only be preferred by the employees when it is necessary and
accommodation nights should be minimized.
Category Tier 1 Tier 2 Other Cities
M4 and below INR 3500 INR 2500 INR 1800
M3 and above INR 5000 INR 3500 INR 2200
Jaipur, Indore, Ranchi,
Patna, Delhi
Purnia, Raipur, Nashik,
NCR,
Varanasi, Ludhiana,
Bengaluru,
Aurangabad, Satara,
Kolkata, Pune, All cities not falling
Qualifying Agra, Guwahati,
Mumbai, in Tier-1 and Tier-2
cities Bareilly, Nagpur,
Hyderabad, categories
Vadodara, Bhopal,
Chennai,
Gorakhpur,
Ahmedabad,
Bhubaneshwar and
Lucknow
other state capitals
● When multiple employees are traveling to the same location, accommodations should be booked on a
sharing basis.
● Cancellation requests require manager approval. All cancellations must be processed through the travel
helpdesk or authorized travel app
3.5 Per Diem or Daily Allowance
Per diem encompasses daily allowance provided to employees to cover food expenses incurred
during business trips. It can be claimed as follows:
Per Diem
DA without bill
Allowance
All grades INR 250
● Any payment made towards tips and liquor will not be reimbursable.
● DA with or without bill shall be paid for days where the traveled distance is 30 km or more in a day.
● Employees can claim per diem for self-expenses only.
● For any team lunch/dinner expenses during travel, claims can be made by team leader (M4 & above)
under staff welfare expenses once in a quarter, up to the limit of INR 450/- per person.
4. Reimbursement Guidelines
● To initiate a reimbursement request, access the HRMS portal and navigate to Home > Reimbursement.
● Claim expenses must be submitted within 45 days from the date of occurrence to ensure timely
processing.
● Once submitted, no further changes can be made. It is crucial to ensure that all details are accurately
updated in the system during the initial submission.
● Expenditures on alcoholic beverages and cigarettes are not eligible for reimbursement.
● Any travel reimbursement is contingent upon the submission of actual bills and tax invoices. Ensure all
relevant documentation is provided for processing.
Note:
Non-compliance or frequent inconsistencies in adherence to this policy will lead to the
rejection of claims and disciplinary action against the employee.
**************************************************************************************************
Annexure 1
List of Corporate Hotel Partners
Sr. No City Name Corporate Hotel Partner
1 Agra Hotel Metro
2 Akola RG Exclusive
3 Aligarh Hotel Orchid Blu
4 Aurangabad Enrise by Sayaji
5 Bhopal Enrise by Sayaji
6 Bhopal Effotel by Sayaji
7 Forbes Ganj Hotel Jyoti
8 Gurugram Hotel Nikko Premier
9 Hoshiarpur Hotel Presidency
10 Indore Alba inn
11 Jabalpur Samadareeya inn
12 Lucknow Comfort Inn
13 Ludhiana A hotel
14 Nashik Enrise by Sayaji
15 Nashik Holiday inn Express
16 Patna Windsor Hotel
17 Pune Quality Inn Mint
18 Purnia Park Sqaure
19 Raipur Sayaji Hotel
20 Raipur Lal Bhaag Inn
21 Satara The Preeti executive
22 Shahjahanpur Royal Panna
23 Shahjahanpur Hotel Royal Panna
24 Varanasi Shankara Residency
25 Varanasi Yelchiko Hotel
Logbook template
GREEN AGREVOLUTION PVT. LTD.
Vehicle Logbook For the month of :
Name: Designation: Department:
Emp. Id: Location
Vehicle type: Vehicle No: Last Month Total Run in KM:
Total Run
Date Visit details Purpose Meter Reading (KM)
Opening (KM) Closing (KM)
Submitted by Checked by Approved by
