Travel & Local Conveyance Policy

1. Policy Overview & Scope

1.1 Objective

The purpose of this Policy is to provide clear guidelines, financial thresholds, and a structured workflow to all employees, administrators, and representatives regarding official institutional travel, meals, lodging, boarding, and local conveyance within India. This policy ensures safety, operational efficiency, and strict fiscal responsibility during external deployments.

1.2 In-Scope Personnel

This policy applies uniformly to all domestic travel undertaken by any individual associated with the society, including:

Executive Management Committee and Board Members.
Full-time and Part-time teaching, administrative, and non-teaching staff.
Contracted personnel, technical consultants, and advisors.
Field workers, project coordinators, and health/environmental volunteers.

1.3 Document Control

Policy Name: Travel & Local Conveyance Policy
Policy Code: REBS-TLCP-2026-V2
Effective Date: May 18, 2026
Review Cycle: Annual

2. General Operational Guidelines

Sponsor-Provided Travel: This internal policy will be entirely overruled if the official travel, lodging, or boarding is arranged, funded, or directly provided by an external client, corporate donor, or sponsoring organization.
Booking Authorization: All travel tickets must be purchased by the individual employee or the central administrative team only after securing formal, documented approval of the travel itinerary from the management board.
Travel Advances: Personnel may request an official travel advance prior to commencing their journey. This advance can only be formally settled by submitting a finalized travel claim form accompanied by actual receipts or a duly filled self-declaration form.
Expense Caps: Out-of-pocket expenses can be claimed strictly by producing verified, actual bills for all line items, and the maximum reimbursable amount will be bound by the specific limits defined below.
Holiday/Weekend Work: If an employee is required by management to execute official duties or run field projects while on domestic travel during public holidays or national holidays, they remain fully eligible for their standard allowable daily entitlements. This requires documented prior approval from management attached to the travel claim.
Strict Prohibition of Alcohol: Employees, teachers, and volunteers are strictly forbidden from purchasing or consuming liquor while on official travel status. Absolutely no alcohol or liquor expenses will be reimbursed by the society under any circumstances.
Settlement Window: All personnel are advised and required to settle their outstanding travel claims as soon as possible, and strictly within one month of concluding their travel. Any claims exceeding standard entitlements must be separately approved by the Executive Committee.
Purpose Justification: It is mandatory for all employees to provide a specific, detailed institutional purpose (e.g., procurement of school bags, board meetings, health drive coordination) in the travel request form. If available, employees should utilize their personal digital payment instruments or credit cards to facilitate transparent tracking.
Ticket Cancellations: Financial expenses arising from ticket cancellations are permissible and reimbursable only upon the direct review and approval of the management.
Policy Modifications: The society reserves all rights to amend, abrogate, modify, or revise any or all clauses of this policy depending upon the evolving operational exigencies of our educational and social programs. The Executive Management Committee holds the sole authority to interpret the contents of this policy.

3. Institutional Tier System

To standardize allowances, personnel are classified into three distinct bands based on operational responsibilities:

Level / Band	Eligible Roles & Designations
Level 1	Founders, Executive Management Committee Members, Promoters, Trustees, and Senior Consultants.
Level 2	School Headmasters, Principals, Center In-charges, Function Heads, and Welfare Project Managers.
Level 3	Teachers, Part-Time Faculty, Vocational Trainers, Field Coordinators, and Health Staff.

4. Lodging, Boarding, & Meal Allowances

4.1 Standard Stay (Hotel / Commercial Lodging)

The daily room and meal allowance limits (inclusive of all applicable taxes) are capped based on the tier of the destination city:

Band	Metro Cities / State Capitals (e.g., Mumbai, Nagpur)	District Head Quarters (e.g., Buldhana)	Tahsil / Block Head Quarters / Rural Villages	Verification Requirement
Level 1	Rs. 4,000 / day	Rs. 2,000 / day	Rs. 1,500 / day	Actual bills must be submitted to claim
Level 2	Rs. 2,000 / day	Rs. 1,500 / day	Rs. 1,000 / day	Actual bills must be submitted to claim
Level 3	Rs. 1,500 / day	Rs. 1,000 / day	Rs. 800 / day	Actual bills must be submitted to claim

4.2 Own Arrangements / Private Stay (Staying at Private Home or with Relatives)

If an employee coordinates their own private lodging and meals at their personal home or with relatives, they do not need to produce commercial hotel bills. However, this private arrangement must be pre-approved, and the user must submit a standard self-declaration form to claim the fixed daily allowance below:

Band	Metro Cities / State Capitals	District Head Quarters	Tahsil / Block Head Quarters / Villages	Verification Requirement
Level 1	Rs. 2,000 / day	Rs. 1,000 / day	Rs. 750 / day	No commercial bills required
Level 2	Rs. 1,000 / day	Rs. 750 / day	Rs. 500 / day	No commercial bills required
Level 3	Rs. 600 / day	Rs. 500 / day	Rs. 400 / day	No commercial bills required

5. Travel Modes & Seasonal Transit Guidelines

To ensure baseline comfort during extreme weather shifts across Maharashtra, transport modes are adjusted seasonally based on distance:

Distance up to 500 KM from Base Location:
Level 1: 3rd AC Train / Economy Class Flight / Owned Vehicle / AC Bus.
Level 2 & 3: * September to March: Sleeper Class Train / Non-AC Bus.
April to August (Summer Season): 3rd AC Train / AC Bus.
Distance exceeding 500 KM from Base Location:
Level 1: 3rd AC Train / Economy Class Flight / Owned Vehicle / AC Bus.
Level 2 & 3: * September to March: Sleeper Class Train / Non-AC Bus OR Economy Class Flight (subject to explicit administrative approval).
April to August (Summer Season): 3rd AC Train / AC Bus OR Economy Class Flight (subject to explicit administrative approval).

6. Local Conveyance & Fuel Reimbursements

6.1 Conveyance at Outstation Travel Locations

While executing official outstation trips, reasonable local conveyance costs will be reimbursed according to the transport mode used (such as public buses, auto-rickshaws, or metered taxis). All local travel should be kept reasonable and restricted to standard hired/metered options.
Station / Airport Transfers: Private airport/station pick-and-drop services directly from a worker’s home or office location will not be centrally organized by the society.
Missing Taxi Receipts: Outstation taxi transfers should ideally be supported by printed bills. If an employee cannot produce an official taxi receipt, a maximum flat limit of Rs. 400/- will be honored, provided the employee submits a self-declaration form detailing the destinations and approximate kilometers traveled.

6.2 Fuel Reimbursement for Personal Vehicles at Base Location

For day-to-day administrative runs, school coordinates, or field movements conducted within the primary base location using personal vehicles, the following per-kilometer fuel reimbursement matrix applies (inclusive of any toll taxes):

Band / Level	Personal Four-Wheeler (Car)	Personal Two-Wheeler (Motorcycle/Scooter)
Level 1	Rs. 8/- per KM	Rs. 3/- per KM
Level 2	Not Applicable (NA)	Rs. 3/- per KM
Level 3	Not Applicable (NA)	Rs. 3/- per KM

7. Mandatory Templates & Form Checklist

To claim any reimbursement or advance under this policy, personnel must utilize the following standardized institutional forms, which are accessible through the central administration desk:

Travel Request Form (Format No. TRF.01): To be submitted and signed prior to finalizing travel plans.
Travel Claim Form (Format No. TCF.01): To be submitted within 30 days of trip completion alongside verified receipts.
Travel Self-Declaration Form (Format No. TSDF.01): Deployed specifically to claim allowances for private stays or conveyance missing official bills.
Fuel Expenses Claim Form (Format No. FECF.01): Deployed to track monthly kilometer logs for personal vehicle usage at the base location.

8. Primary Contact & Administrative Authority

For travel pre-approvals, advance collections, and invoice submissions, contact the designated finance desk:

Central Office Location: Shakil Ahmad Urdu High School, Malvipura, Pimpalgaon Raja, District Buldhana, Maharashtra State, India.
Official Communications Email: urdupraja@gmail.com
Administrative Helplines: +91 94054 57145 | +91 70207 34483

+91 94054 57145

urdupraja@gmail.com

Pimpalgaon Raja, Dist. Buldhana, M.S., India

Raja Education & Bahuuddeshiya Society