Effective Date:

Department Code: HR01

Review Date:
<Company Name>
Policy Document
Document Type: PD
Document Code: HRT001
Department: Human Resources
Travel

1.0 Objective
The essential of this travel policy is to ensure that the staff members travel is consistent
with the business objectives. It also ensures fair and equitable treatment of employees by
defining procedures for authorized business travel and guidelines for expense
reimbursement.
The companys need for cost effectiveness and the staffs need for quality services and
support. Staff travel should be via the lowest cost alternative, consistent with good
business practices.
Staff travel and the expenses associated with it, will be authorized only in circumstances
which are clearly consistent with the mission of the company.

Issue: 1

Revision: 0

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Effective Date:
Department Code: HR01

Review Date:
<Company Name>
Policy Document
Document Type: PD
Document Code: HRT002
Department: Human Resources
Travel

2.0 Procedure
It is responsibility of the Project manager to ensure that all staff members travel meets
their objective.
All travel must be requested using the official company Travel Authorization Form
(hereafter referred to as a T/A) signed by Project manager. Subsequent to approval, travel
arrangements, including airfare, local travel expenses are signed by HR manager.
Staff members who have been assigned for travel should get the approval from his/her
project manager and informed to HR department at least one week before the date of
travel. Based on that all other arrangements were made by HR department.
2.1 Responsibility
Determine whether travel is really necessary to achieve goal.
Approve expenses accordance with policy.

 If travel is approved, try to get the ticket in the low-fare airline such as
Trivandrum Male- Trivandrum. If not then proceed for other airlines but the
objective of sending the staff on time for a task should not failed.

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Revision: 0

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Effective Date:
Department Code: HR01

Review Date:
<Company Name>
Policy Document
Document Type: PD
Document Code: HRT002
Department: Human Resources
Travel

2.2 Air Travel

Air travel will be via the most direct and economical means. The travel agency will
advise the lowest fare and routing. Deviations from the lowest fate must have manager
approval.
In case of any emergency employees may fly in business class.
2.3 Local Travel
To meet the local expenses via Trivandrum Male Rs.1000/-, via Bangalore Rs.1300/will be given as local travel expenses to the Staff members which includes Bus fare,
Lodging, Meals and other expenses . It will be given irrespective of all the staff. For
senior positions (Managerial) it may vary.
2.4 Salary Advance
To meet any crises in the alien land, salary advance of $50 will be given to the traveling
staff members and in exception $100 will be given as salary advance and it will be
deducted in the existing month salary and informed to the individual by Accounts
department.

Issue: 1

Effective Date:
Department Code: HR01

Revision: 0

Page:3

Review Date:
<Company Name>
Policy Document
Document Type: PD
Document Code: HRT002
Department: Human Resources
Travel

2.5 Documents Required

In order to travel for any official assignment to Maldives it is necessary to get the WORK
PERMIT from the Government of Maldives. To get the work permit the following
documents are required.
1) Photocopy of the passport
2) Photograph
3) Degree certificate with computer proficiency
Documents are to be send to Head Office; in general a week time will take to get the
work permit and it will be sent to the development center HR department. Then it will be
given to the respective staff before the date of travel.
Documents to be given by HR department to the Implementers:
1) Air ticket
2) Work permit document

3) Rs.1000/- via Trivandrum or Rs.1300/- via Bangalore against local travel

expenses
4) $ 50 as salary advance

Issue: 1

Effective Date:
Department Code: HR01

Revision: 0

Page:4

Review Date:
<Company Name>
Policy Document
Document Type: PD
Document Code: HRT003
Department: Human Resources
Travel

3.0 Reporting Procedure

Implementers travel details will be sent by the HR department to Head office before their
date of departure.
All implementers are requested to report HR department after the successful completion
of verification in the Airport(India) and also they have to send a confirmation mail to the
HR department after reaching Male safely.
During the implementers return to their Motherland, their date of arrival should informed
earlier by Head office to the HR department. Accordingly, return ticket will be confirmed
and intimated to Head office and to the individual.

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