Travel Policy

TRAVEL & DAILY ALLOWANCE RULES

Official Document Travel & Daily Allowance Policy

1. PREAMBLE:
Travel on official business should be carried out with utmost economy, consistent with the basic requirement of dignity, simplicity and security of the staff members on tour. These rules have been laid down to ensure consistency of administrative decisions in sanctioning tours and authorizing reimbursement of travel, boarding & lodging and other incidental expenses. The general principle implicit in the rules has been that allowances are in the nature of reimbursement of actual expenses and should not become a source of income.

These Rules shall apply to all the teaching, non-teaching, short term contractual staff of the University.

2. PURPOSE
The purpose of these rules are to:
a) Describe the types of expenditures that are reimbursable by the University.
b) Inform employees of their responsibilities to control and report travel related expenses.
c) Describe the process for an employee to submit and get reimbursement of travel related expenses.

1. An employee travelling in connection with the bonafide work of the university shall be entitled to claim TA/DA from the University to cover fare/transport
cost, accommodation, food expenses, internal transport etc.

2. These rules shall supersede all existing rules regarding Travelling & DA as
framed by LURI.

3. SANCTIONING AUTHORITY:

Category Authority in Respect of Approving / Sanctionin g Authority Authority for special sanction
I
Provost
Provost
Provost
II
Vice Provost/Registrar, Dean/ Associate Dean & equivalent.
Provost
Provost
III
Professor, Associate Professor, Dy. Registrar, Academic Director
Provost
President
HOD of support function departments like Procurement, HR, Marketing, Facility, Finance, Admission, Library etc and equivalent.
Registrar
President
IV
Assistant Professor/ Assistant Prof. (Sr. Scale) / Training Officers, Examination Officer Officers with support function departments like Procurement , HR , Marketing Finance Admin, Admission etc, Asst. Librarian and Equivalent, Student Counsellor
HOD
Registrar/Provost
V
Executive Assistant. , Administrative Assistant, Library Assistant and Equivalent.
Registrar
Provost
VI
Lab Assistants, and equivalents
HOD
Provost
VII
All attendants
Registrar
Provost

Note:
3.1 The claim shall be forwarded to Finance department by the concerned employee after taking necessary approval of the sanctioning authority for payment
purpose.

3.2 No employee shall undertake the tour, unless it is approved by the sanctioning authority who shall scrutinize the necessity and duration of journeys and halts and shall also validate that the tour is in the interest of the University’s work.

3.3 In case of any deviation from the approved tour program, the employee concerned shall take due approval of the authority before putting his TA/DA
claim and forwarding the same to the Finance Department.

3.4 During their absence, designated officials can delegate the power appropriately.

4. CLASS OF TRAVEL:

4.1 University employees are eligible to the following class of travel indicated in the table (As per the norms of the Government of Gujarat):

Category Category of Staff Eligibility
I
Registrar, Vice Provost, Academic Director & equivalent.
First Class AC by train, Economy Class by Air. (Air travel is to be approved by Hon. Provost only)
II
Professor, Associate Professor, Dy. Registrar
Second Class AC by train (including Shatabdi Express), Economy Class by Air. (Air travel is to be approved by Hon. Provost only)
III
HOD of support function departments like Procurement, HR, Marketing, Facility, Finance, Admission, Library etc and equivalent.
Second Class AC by train or Chair Car in Shatabdi Express, Economy Class by air for journeys beyond 1500 kilometers. (Air travel is to be approved by Hon. Provost only)
IV
Assistant Professor/ Assistant Prof. (Sr. Scale) / Training Officers, Examination Officer Officers with support function departments like Procurement , HR , Marketing Finance Admin, Admission etc, Asst. Librarian and Equivalent, Student Counsellor
AC (three tier) by train or AC Chair Car
V
Executive Assistant, Administrative Assistant, Library Assistant and Equivalent.
Sleeper Class by Train or by public Transport
VI
Lab Assistants, and equivalents
Sleeper Class / Second Class (ordinary) by train or Public Transport Bus
VII
All attendants
Second Class (ordinary) by train or Public Transport Bus

4.2 Employees are required to submit their tour reports invariably to the Sanctioning Authority after returning from the tour. TA bill together with the
approved Tour Program shall be submitted immediately on completion of tour, but in any case, not later than 7 days from the return to the work place.

4.3 Where a journey is cancelled solely due to exigencies of work and/or other valid reasons, cancellation charges paid to railways/air-lines/ public transport
may be reimbursed with the approval of the Sanctioning Authority.

5. JOURNEY BY ROAD

5.1 An employee performing journey by road using his/her own conveyance as per his/her eligibility shall be paid mileage allowance on approval of the Provost at
the following rates and more than two officers can avail this facility:

I: Mileage Allowance Rates for CNG Vehicles
For Class I and Class II Officers: Own/Hired/Loaned Vehicle
Motor Car/Jeep:                                                      ₹6.00 per kilometer
Motorcycle/Scooter:                                            ₹2.50 per kilometer                               
Other Vehicles:                                                        ₹2.50 per kilometer

For Class III and Class IV Employees: Own/Hired/Loaned Vehicle
Motorcycle/Scooter:                                             ₹2.50 per kilometer
Other Vehicles:                                                          ₹2.50 per kilometer        

II: Mileage Allowance Rates for Petrol Vehicles

For Class I and Class II Officers: Own/Hired/Loaned Vehicle
Motor Car/Jeep:                                                        ₹11.00 per kilometer
Motorcycle/Scooter:                                              ₹2.50 per kilometer
Other Vehicles:                                                          ₹2.50 per kilometer

For Class III and Class IV Employees: Own/Hired/Loaned Vehicle
Motorcycle/Scooter:                                              ₹2.50 per kilometer
Other Vehicles:                                                          ₹2.50 per kilometer

III: Mileage Allowance Rates for Diesel Vehicles

For Class I and Class II Officers: Own/Hired/Loaned Vehicle
Motor Car/Jeep:                                                         ₹10.00 per kilometer
Motorcycle/Scooter:                                               ₹2.50 per kilometer
Other Vehicles:                                                           ₹2.50 per kilometer

For Class III and Class IV Employees: Own/Hired/Loaned Vehicle
Motorcycle/Scooter:                                                ₹2.50 per kilometer
Other Vehicles:                                                            ₹2.50 per kilometer

5.2 ELIGIBILITY:

5.2.1 Category I, II, and III – They will be eligible for motor car reimbursement as per table 5.1. In case of hiring similar type of public transport/ private
car/taxi/online transportation services the reimbursement will be made on actual against the declaration.

5.2.2 Category IV- They will be eligible for motor cycle/Scooter/Moped as per table 5.1. In cases where there are minimum 2 employees belonging to the
same category, a special approval from the Provost will be required to hire similar type of public transport/ private car/taxi/online transportation services. The reimbursement will be made on actual against the declaration.

5.2.3 Category V, VI, VII- They will be eligible for motor cycle/Scooter/Moped as per table 5.1.

5.2.4 In case of travel by public transport, the TA shall be actual cost of hiring of a single seat or the fare for the class of accommodation to which he/she is entitled whichever is lower. Reservation charges and service charges charged by the Authorized Travel Agent, if any, will be paid extra.

5.3 In case an employee uses the official car for private purpose, he/ she shall be charged as per University rule and an approval has to be sought in advance from Provost before engaging the car. Further, the approval shall be given only after checking the availability of the car.

5.4 An employee while on official tour shall be reimbursed any Government tax like Toll Tax, etc., which he/she is required to pay during such journey on production of due receipts, etc., as applicable.

5.5 An employee is required to give declaration for total Kms travelled for official work along with the breakup of Km details covered for internal transport while using own vehicle/taxi.

6. HALTING ALLOWANCE/DAILY ALLOWANCE:

6.1 Halting allowance / Daily Allowance is a payment made to an employee while on official tour, in addition to usual emoluments for each day of absence from University for work of the University so as to enable him/her in consequence of such absence. Such allowance shall be payable for the tours undertaken within India.

Category Ceiling for claiming actual for Lodging (Rs./Day) (B) Ceiling for claiming actual for Boarding (Rs./Day) (C)
I
Actual
Actual
II, III
3* Hotel
960/-
IV
2310/-
580/-
V
1300/-
400/-
VI
860/-
325/-
VII
415/-
325/-

6.2 Lodging and Boarding expense will be made on actual subject to maximum ceiling mentioned in column B & C. To claim lodging and Boarding as per column B & C, an employee must submit actual bill for both.

7. REIMBURSEMENT OF INTERNAL TRANSPORT EXPENSES:

Cities and Towns Maximum Ceiling Rs./Day

Grade II, III, IV

Grade V, VI, VII
Metropolitan / “A” Class cities
715/-
475/-
Cities having population of 5 lacs & above
570/-
355/-
Cities having population of Less than 5 lacs
430/-
155/-
  • For senior/Key officials belonging to Category I, the reimbursement will be on actual basis.

8. JOURNEY BY UNIVERSITY’S CONVEYANCE:

An employee who travels in a conveyance provided by the university shall not be paid any travelling allowance. However he/she will be entitled for the lodging and boarding Allowance as per his/her eligibility.

9. GENERAL INSTRUCTIONS:

  1. The Provost shall be the final Controlling Officer for authorizing tour programs.
  2. Conveyance means the mode of travel and will include railway, bus, taxi, rickshaw/cycle-rickshaw, airplane, steamer, company’s car and employee’s own conveyance namely car, scooter /motor-cycle and moped/auto-cycle.
  3. “JOURNEY” means travelling from one place to another in connection with the bonafide work of the University.
  4. The Employee can avail the advance to the extent of 75% of the expected expenditure.
  5. Tour should be undertaken only after authorization by the Sanctioning Authority.
  6. Journey should be undertaken by the shortest available route.
  7. An employee, sponsored and deputed for attending conference, seminar, etc for which the fees have been paid by the University and where such fees include
    charges for lodging and boarding, shall be entitled to only travelling expenses incurred as per policy.
  8. An employee shall be eligible for reimbursement of conveyance expenses incurred for journey from Railway station/Bus/ Depot/Airport to Guest
    House/Place of stay and back at the tour destination and also to and from conveyance expenses from residence to station/Bus Depot/Airport.
  9. An employee is supposed to claim reimbursement of the travelling expenses actually incurred by him and hence, he is required to retain the ticket/voucher
    with him and annex the same with claim form. In case, during verification/inspection, it is found that an employee has claimed more than the class in which he has actually travelled, he is liable for disciplinary action.
  10. No travelling allowance shall be paid to a person for joining the services of the University on appointment unless specifically sanctioned by the Provost/
    President.
  11. No travelling allowance shall be paid to an employee for a journey made after retirement, discharge or dismissal from the services of the University or
    termination of such service.
  12. In case of travel by a vehicle other than public transport, the journey time shall be deemed to have commenced from the residence of the employee at his/her
    headquarter and end on reaching the residence at his/her headquarter.
  13. In case of travel by public transport, the journey shall be deemed to have begun from the scheduled departure time of train/bus/steamer/aero plane and end on
    actual arrival time of such transport at the head quarter railway station/bus stop/dock.
  14. In case of air travel, at the time of start of journey, time of reporting to airport shall be considered.
  15. Distance shall be counted from the residence of an employee from where journey is commenced to the end of halting place/place of work & back whichever is first and actual.
  16. An employee is required to give declaration for total Kms travelled for official work along with the breakup of Km details covered for internal transport while
    using own vehicle/taxi. For taxi, he/she is expected to submit the receipt.