Free policy template · Word

Travel Expense Policy

A travel expense policy covers the money side of business trips — daily allowance (DA), local conveyance, own-vehicle per-km rates, travel advances, bills and GST invoices, claim submission and settlement deadlines. It works alongside the travel policy, which covers approvals and bookings.

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[Company Logo][Company Name]

TRAVEL EXPENSE POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Finance

1. Purpose

This policy sets the allowances and reimbursement rules for expenses incurred on approved official travel at [Company Name], and the process for claiming and settling them.

2. Scope

It applies to all employees undertaking travel approved under the Travel Policy. Non-travel business expenses are covered by the Expense Reimbursement Policy.

3. Definitions

Daily allowance (DA): a per-day amount for meals, tips and incidentals.
Local conveyance: travel within the destination city.
Travel advance: money given before the trip, to be settled against actual expenses.

4. Policy

Grade	DA – Metro (₹/day)	DA – Non-Metro (₹/day)	Own Car (₹/km)	Two-wheeler (₹/km)
[Grade]	[Amount]	[Amount]	[Amount]	[Amount]
[Grade]	[Amount]	[Amount]	[Amount]	[Amount]
[Grade]	[Amount]	[Amount]	[Amount]	[Amount]

DA is paid for each day away from the base city; for trips under [Number] hours, half DA applies.
When meals are provided by the hotel or client, DA is reduced by [Number]%.
Local conveyance by app cab, auto or public transport is reimbursed at actuals with receipts.
Hotel and air bills must be in the company's name with GSTIN [Company GSTIN] wherever possible.
Travel advance up to ₹[Amount] may be drawn and must be settled within [Number] days of return. A new advance is not issued until the previous one is settled.
Not reimbursable: alcohol, traffic fines, personal entertainment, laundry beyond [Number] days, minibar, and costs of family members.

5. Procedure

Submit the claim in [Expense Tool] within [Number] days of return with bills attached.
Reporting Manager verifies and approves within [Number] working days.
Finance audits the claim and reimburses through bank transfer in the next payment cycle.
Missing bills above ₹[Amount] require a signed declaration and Department Head approval.

6. Responsibilities

Employees: keep bills, claim honestly and on time.
Managers: check claims against the approved trip.
Finance: audit, reimburse and track advances.

7. Non-compliance

Inflated, duplicate or fabricated claims are serious misconduct and will lead to recovery and action under the Disciplinary Policy. Unsettled advances may be recovered from salary with the employee's consent or as permitted by law.

8. Review & Approval

Finance will review allowance rates annually.

Prepared by
[Finance Manager]
Finance

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Download Word (.docx) — free

What this template includes

Daily allowance table — ₹[Amount] per day by grade and city type
Local conveyance and own-vehicle rate — ₹[Amount] per km
Travel advance — limits and settlement within [Number] days
Bill requirements — originals or digital copies, GST invoices with company GSTIN
Non-reimbursable items — alcohol, fines, personal entertainment
Claim deadline and approval chain

When to use it

Field staff claim TA/DA with missing or inconsistent bills
Fixing per-diem and per-km rates for sales teams
Travel advances remain unsettled for months
Finance wants GST invoices in the company's name for input credit

How to customise this template

1Fill DA and per-km rates by grade
2Insert company GSTIN for hotel invoices
3Set advance limits and settlement period
4Name your expense tool and approvers
5Decide whether DA is a fixed per diem or actuals with a cap

HR tips

Ask hotels to bill in the company name with GSTIN so input tax credit is not lost
Settle advances before issuing new ones
Use fixed per diem for meals to reduce small bills
Audit a sample of claims every month

Tax treatment of allowances and reimbursements, and GST credit on travel bills, depend on how they are structured. Review this template with your chartered accountant before adopting it.

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Frequently asked questions

What is TA/DA?+

TA is travelling allowance — the cost of tickets and conveyance. DA here means daily allowance — a per-day amount for meals and incidentals during official travel.

Are bills needed for daily allowance?+

If DA is paid as a fixed per diem, bills are usually not required for meals. If it is reimbursed on actuals up to a cap, bills are required.

Within how many days should a travel claim be submitted?+

Most companies require claims within 7 to 15 days of returning. Claims submitted late may need special approval.

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[Company Logo][Company Name]
TRAVEL POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Administration & Finance
1. Purpose
This policy sets the rules for official travel by employees of [Company Name], so that trips are necessary, safe, comfortable and cost-effective.
2. Scope
It applies to all employees and to consultants travelling on company business. Relocation on transfer is covered by the Employee Transfer Policy.
3. Definitions
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[Company Logo][Company Name]
EXPENSE REIMBURSEMENT POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Finance
1. Purpose
This policy ensures that employees of [Company Name] are promptly repaid for genuine business expenses, and that company money is spent responsibly and recorded correctly.
2. Scope
It covers non-travel business expenses incurred by employees in the base city. Travel-related expenses follow the Travel Expense Policy.
3. Definitions
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Expense Reimbursement Policy
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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
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Effective Date:
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ATTENDANCE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
Human Resources
1. Purpose
This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
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OVERTIME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
This policy sets the rules for approving, recording and paying overtime (OT) at [Company Name] so that extra work is planned, fairly compensated and kept within legal and safe limits.
2. Scope
It applies to all employees and workers at [Work Location] whose role and wage level make them eligible for overtime under applicable law. Employees in managerial, supervisory or administrative grades [Grade List] are not paid OT but may receive compensatory off as set out in clause 4.6.
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WORK-FROM-HOME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] is an office-first organisation. This policy allows employees to work from their residence on an occasional basis while ensuring business continuity, availability and protection of company information.
2. Scope
It applies to confirmed employees at [Work Location] whose work can be done remotely. Roles requiring physical presence, such as reception, facilities, plant and field service, are excluded. This policy does not cover permanent remote or hybrid arrangements, which are governed by separate policies.
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