Foreign Travel Policy.pdf

FOREIGN TRAVEL POLICY 

1. Objective 

 

 

To provide guidelines for smooth travel, accommodation and other incidental 

expenses incurred during overseas business travel of employees. 

To provide limits for various expenses based on suitable eligibility and 

entitlement criteria 

2. Scope 

The policy will cover all employees of AMW going abroad for: 

• Business purpose 

• Attending training / conferences / Seminars with associate companies 

collaborators/ 

• business purposes. 

• Customer visits 

• On due diligence 

3. Applicability 

This policy shall be applicable to all management staff employees (including 

advisors/retainers and trainees) of Asia MotorWorks Limited required to undertake 

business travel outside India. 

4. Classification of Countries 

For the purpose of foreign business travel, the following classification of countries will be 

applicable: 

Class 

A 

B 

Countries 

North America, Europe, Australia, New Zealand, Japan, Singapore, Hong Kong, 

QAE, South Korea 

Other APAC, Other Middle East, SAARC, Africa. 

5. Mode of Travel 

The mode of travel as applicable to different grades of employees is listed below: 

Grades 

M1 – M2 

Class of Travel 

Business Class 

M3 & Below 

Economy Class 

Policy No. HRC/0007 Date: 24/10/2007

6. Entitlements 

6.1 Daily Allowance entitlements as applicable to different grades of employees in 

a different country is listed below: 

For Tour upto 15 days in one location: 

Grades Class Countries Eligibility for 

accomodation 

upto (per day in 

USD) 

DA (intra city 

travel , food tips, 

laundry etc.) 

Total eligibility 

(per day in 

USD) 

M1 – M2 A Upto 275 Upto 100 Upto 375 

B Upto 225 Upto 75 Upto 300 





M7 & Below A Upto 175 Upto 75 Upto 250 


For China eligibility will be as below: 

Grades Eligibility for 

accomodation 


USD) 


travel, food tips, 

laundry etc.) 


(per day in 

USD) 

M1 – M2 Upto 175 Upto 75 Upto 250 

M3 & Below Upto 150 Upto 50 Upto 200 

For Tour More than 15 days: 

Level Class Countries Eligibility for 

accomodation 


USD) 


travel, food tips, 

laundry etc.) 


(per day in 

USD) 







M7 & Below A Upto 150 Upto 75 Upto 225 



For China eligibility will be as below: 

Grades Eligibility for 

accomodation 


USD) 


travel , food tips, 

laundry etc.) 

Policy No. HRC/0007 Date: 24/10/2007 


(per day in 

USD) 

M1 – M2 Upto 150 Upto 75 Upto 225 

M3 & Below Upto 130 Upto 50 Upto 180 

6.2. Employees are requested to make use of company owned guest houses 

Wherever such facility may be available. In such case the employee will be 

eligible to claim only the DA. 

6.3. Employees who are on Overseas training wherein the employee is provided with 

accomodation by the organizers the employee will be eligible to claim the DA 

only. 

7. Procedure / Internal Approvals 

7.1. Employees going on tour abroad have to make a requisition for foreign exchange 

advance and ticketing on the Overseas Travel Request form (Annexure I). The 

requisition has to be approved by the Business Head / Department Head and 

then forwarded to HR. HR in turn will authorize the same and send for the 

approval of the Promoter Directors. The approved copy of the same is to be 

forwarded to the concerned Finance / Administration department for arrangement 

of foreign exchange , visa and ticket. 

7.2. All employees shall route all travel and stay requests through travel desk. All 

Travel requisitions / e-requisitions have to be made in the prescribed format 

(Annexure II). The requisition has to be approved by the Business Head / 

Department Head and then forwarded to HR. HR in turn will authorize the same 

and send for the approval of the Promoter Directors. The approved copy has to be 

forwarded to travel Desk. The travel desk will then arrange for the tickets / visa 

and ensure that suitable insurance coverage against certain risk including medical 

emergencies is provided .The Company will be responsible for arranging the 

insurance coverage. 

7.3. Where local metros and other suitable conveyance is available, employees should 

use such services as part of their routine local conveyance. Local conveyance is 

included as part of the Daily Allowance. 

7.4. All employees traveling on international trips exceeding 7 days should necessarily 

take an International Sim card The same will be Issued by the Administration 

Department, after due Instruction from HR dept. Necessary approval from the 

Business Head / Departmental Head. The requisition should reach the 

administration department atleast 7 working days in advance. 

7.5. The Overseas Travel Request should provide the following documents as 

applicable in Duplicate towards training, conferences, etc. 

A communication from the Institution / Business House in the Host Country \ 

Indicating:

• Confirmed admission for residential training programme, workshop, seminars as 

the case may be 

• Tution / training fee. The the training is free, this should be mentioned 

• Living expenses required, with breakup, viz . Room, boarding, local conveyance 

and other expenses per day and number of days. 

For Business travel, if by invitation, a letter / fax/e-mail from the Business House in the host 

country stating the purpose of visit, duration etc. The letter will have to be co-ordinated 

through the respective Administration department. It should also mention that all expenses 

for stay, of our personnel abroad should be borne by us (AMW) 

Passport, health certificate (if required) and visa. 

8. Expenses account 

8.1. Employees have to settle all accounts within 72 hours (3 working days) from the 

date of arrival 

8.2. Employees should submit bills for all expenses incurred by them. For the DA 

Settlement, as a general guideline, minimum of 60% of the DA should be accounted 

for along with the supporting attached including the flight tickets. All hotel bills 

must be presented for claim along with other expense reports. 

All unspent foreign exchange must be surrendered to the company on return and 

must be accounted with expense reports. 

8.3. The expenses account should clearly state the number of days for which the Daily 

Allowance is claimed and the rate at which it is claimed. The days of travel will be 

computed from the scheduled time of departure from airport to actual time of arrival 

at the airport at home station on return. Every Period of 24 hours will be counted as 

one full day. Any spill over exceeding 12 hours will also be counted as a full day. 

8.4. A detailed report of overseas tour in the prescribed format (Annexure III) giving date 

of commencement of travel, date of return, foreign exchange drawn and spent and 

a detailed note giving the purpose and outcome of the tour should be prepared. It 

should be submitted to the Business Head or Departmental Head / HR Head for 

approval and a copy is to be submitted to the Accounts Department to comply with 

RBI requirements, if any, within a week of returning from abroad. In addition, the 

employee also has to submit minutes of meetings (with Business associates, clients 

etc) while on tour. 

8.5. Till the submission of Travel Report and refund of balance of foreign exchange, if 

any, the Accounts Department will hold the total amount paid to the individual and 

the cost of the ticket as an ‘advance’ against the employees name. 


9. Kit Allowance 

10. General 

Kit allowance is paid to enable the employees to purchase essential travel items. It shall 

be paid to all employees traveling abroad for the first time. An amount upto Rs.10000/- 

shall be reimbursed (against supportings / Bills) for purchase of essential items required 

for overseas travel. Then onwards the kit allowance shall be paid once in three years. 

10.1. Management Trainees, Graduate Engineer Trainees and Diploma Engineer 

Trainees will be eligible for travel as applicable to Level M8, M9 and M10 

respectively. 

10.2. For consultants and outsourced employees, the applicable category will be 

decided at the time of finalization of conditions of contract / terms of outsourcing 

agreement and documented therein. HR head will communicate the same to 

accounts. 

10.3. As a rule, the Company shall not pay excess baggage charges, unless specifically 

approved by the Business Head / HR Head. 

10.4. Miscellaneous Expenses – Company will bear such miscellaneous expenses 

Which are related to obtaining travel documents / visas / airport 

taxes. etc., which are essential requirements for foreign travel. 

10.5. Leave taken abroad – Company may at its sole discretion permit any employee on 

an official visit abroad to take earned leave, at the end of business tour. However, 

the Company will not bear living expenses or any other allowances for this leave 

period. 

12. EXPECTATIONS / AMENDMENTS 

The above terms are subject to modifications / amendments / alterations by the 

Management at any time depending on Business requirements. In case of any doubt, the 

interpretation of the above terms by the Head of Human Resources shall be final. 

13. EFFECTIVE DATE OF THE POLICY 

This policy will be effective from October 24, 2007 


Foreign Travel Policy 

OVERSEAS TRAVEL REQUEST 

A) Employee Details 

Name:____________________________________________ 

Designation:_______________________________________ 

Annexure I 

Employee No.: ___________ 

Level: _________________ 

Company/Division:__________________________________ 

B) Travel Details 

1. 

i. Purpose of travel (Business/Short Term Posting/Training) (If Training whether secrecy 

surety/service agreement entered into): 

ii. Country visiting:___________________________________________________ 

iii. Expected duration of stay:____________ nights 

iv. Lodging/Boarding provided by the Overseas Company: Y / N 

2. Class of Travel as per policy:_____________________________________ 

3. Exchange rate permissible as per rules:_____________________________ 

Date:___________ Business Head: _________________________________________________________ 

Name 

Signature 

Approved/Not Approved 

Remarks:____________________________________________________________________________________ 

Date:______________ 

Business Head:_______________________________________________ 

HR: TA/DA and other allowance/Benefits applicable (if any) Sign Date 

Approval of Promoter Director Approved/Not Approved Sign Date 

To: Accounts 

Please provide Rs. ___________ as advance. 

Please provide a cheque of Rs. _________________in favour of M/s____________________________________ 

for releasing of foreign currency. 

Date: _____________ Head – Finance/Accounts:_______________________________ 


Date : 

Division to be 

Billed: ______________________________ 


OVERSEAS TRAVEL SERVICE REQUISITION 

For 

Req. No.: 

Date: 

Annexure II 

Name of 

traveller 

Emp 

No. 

Level 

Sap/ 

Ship 

code 

Res. Tel. 

Frequent flyer 

no 

Vg/Nvg 

1. 

2. 

3. 

4. 

Travel/Ticketing details (Please complete for all travel/ ticketing Requirements) 

From 

(Place) 

To 

(Place) 

Travel 

Date 

Flight 

Dep. 

Time 

Fare 

Additional details for International Tickets 

For Visa requirement 

No 

Passport 

No. 

Date of 

issue 

Place of 

issue 

Passport 

Exp.Date 

Name of Countries 

1. 

2. 

3. 

4. 

Purpose of Travel (Schedule of Meeting) 

Sign. of Requisionist: ___________________ 

________________________ 

Name : ________________________________ 

Authorized By (CEO): 

Name 


A) Associate Details 


REPORT OF OVERSEAS TOUR 

Annexure II 

Name:_____________________________________________________ Associate No.: ____________ 

Designation:________________________________________________ Level: ___________________ 

Company/Division:___________________________________________ 

B) Travel Report 

Brief Report on the Visit: 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

C) Accounts (Info): 

Date & time of Departure: _______________________________ 

Countries visited:______________________________________ 

Date & time of Arrival:__________________________________ 

Total No. of days stayed:________________________________ 

Foreign exchange entitled per day: ________________________ 

Foreign exchange received:______________________________ 

Balance, if any, returned:_________________________________ 

_______________________ 

Associate 

_____________________ 

Business Head 

Balance returned to Accounts vide receipt No. 

Date: 

Signature: 

Note: This report shall be submitted within 7 days of arrival to the reporting authority, with a copy to concerned 

Finance department, along with the balance Foreign Exchange, if any, and the Passport for endorsement 

Thereon, without (b) above. 

(Kindly submit a detailed report in the above format)

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