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Travel by car
5.5 Travel by car
a Intercity touring
For security and safety reasons, cars (loan, scheme or fleet) may not normally be used for any return journey exceeding 250 miles (400 km) except for triangular visits or for special reasons approved by the concerned Functional Head and HRM. However cars can be used for journeys exceeding 250 miles if the duration of business at the destination is likely to be 3 days or more.
b For city travel whilst on tour
Staff not entitled to Company scheme cars, when on tour to other cities shall not be eligible to use fleet transport for Company work. They may use hired cars only with prior written permission of the concerned Functional Head / Department Head. Staff may also use taxis or if possible, cars owned by friends and relatives and claim mileage at specified rates.
When using taxis, staff are expected to use registered taxis (not private/contract taxis) which should be hired on a trip basis and not for lengthy duration.
Staff entitled to Company scheme cars are entitled to use fleet transport (with or without chauffeur) for official use when on tour to other cities. If the fleet car is unavailable, hired car may be provided to such managers only with prior written permission of the concerned Functional Head / Departmental Head. The manager may also make his own arrangement and claim mileage at specific rates. This facility will not be available when such staff are on leave at another station.
Staff in specified grades may use Company transport, if available, for personal use as well. Please refer to the entitlements for details.
c For travel within home location
Staff not entitled to Company scheme cars are not eligible to use fleet transport for Company work. They should use their own car and claim mileage at specified rates. However they may use a hired car with prior written permission from the concerned Functional Head / Departmental Head.
Staff entitled to scheme cars may use fleet cars for Company work (with or without chauffeurs) only if available. Otherwise they should use their scheme car and claim mileage at the specified rate. They may also use a hired car with prior written permission from the concerned Functional Head / Departmental Head.
d For travel between airport/railway station/bus station and residence whilst on tour
Transport to and from residence and airport / railway station / bus station will be provided as per entitlement. Please see entitlements for specific details.
Female managers in all grades, will be provided transport from/to residence and airport /railway station / bus station at either end.
e For travel between residence and office whilst on tour
Staff not eligible for scheme cars shall not be eligible to use fleet transport for the residence/office/residence journey at the location being toured. They may use taxis or transport owned by friends/relatives and may claim at the specified rates. They may also use a hired car with prior written permission from the concerned Functional Head / Departmental Head.
Staff entitled to scheme cars may use fleet transport for the residence/office/residence journey at the location being toured. In case of unavailability of fleet car, they are eligible to use a hired car with prior written permission from the concerned Functional Head / Departmental Head. They may also use taxis or transport owned by friends/relatives and claim at the specified rates.
In the case of staff entitled to use fleet transport for personal use, fleet cars retained overnight may be used for such journeys.
f Approval and administration of hired transport
i) Approval Authority: All staff in G38 and above shall have the authority to requisition and approve car hire for their own and their Function’s requirement as per rules. Car hire for local transportation can be authorised by HRM.
Functional Head shall retain ultimate responsibility to ensure that cars are hired for legitimate business reasons and rules are practiced as laid down in the Rule Book by staff in their businesses.
ii) Administration arrangements: The Administration Deptt shall have the responsibility to hire cars, administer the system and allocate expense Staff requiring hired transport whilst on tour will be expected to provide a Transport Hire Authorisation by fax or LOTUS NOTES to the concerned Administration Department signed by an authorised signatory as in f i) above, in advance of embarking on their journey.
Verbal instructions will be entertained but only in exceptional circumstances where journeys are planned at short notice and must be followed up by a faxed or mailed authorisation within two days. The concerned Administration department shall be responsible to maintain followup so that the business or function can be correctly charged. Any authorisation which is clearly in breach of Rules or Entitlement shall not be entertained.
iii) The Car Hire Authorisation should have the following details:
- Name of manager for whom the car is required as well as other managers sharing transport if known.
- Grade and designation
- Dates on which the car is require
- Number of separate journeys and duration of each journey