| Uplers Solutions Private Limited - HR Policies | ||||||
|---|---|---|---|---|---|---|
| Policy No. | Version No. | Effective Date | Date of Last Revision | Made By | Reviewed By | Approved By |
| UP/HR/14 | 4.0 | 10-04-2025 | 17-09-2025 | Garima Singh | Paritosh Vaishnav | Nital Shah |
1. Objective:
To facilitate the logistical arrangements necessary for employees traveling to the Head Office for official purposes
2. Goal:
To ensure comfortable, efficient travel and stay to employees while minimizing costs and adhering to company guidelines.
3. Value:
The connection between the Headquarters Visit Policy and integrity relates by ensuring that all travel-related decisions, expenses, and reimbursements are carried out with utmost honesty and transparency. This aligns with our commitment to ethical behavior and upholding the highest standards of integrity in our actions.
4. Eligibility:
This policy applies to all full-time who are on probation or permanent basis with the organization.
5. General Guidelines:
- This policy is applicable to employees who reside 50 kilometers away or beyond from Ahmedabad and are required to travel for official purposes.
- Travel requests must be approved by a Senior Manager or above. This policy does not cover leisure or non-official travel.
- For inter-city commute, there is no provision for pick-up or drop-off services; employees are responsible for making their own cab/bus arrangements. (home – airport/train/bus stations, airport – office/hotel)
- To promote the adoption of cost-effective alternatives like Ola and Uber, as opposed to the private taxi services often available through hotels or rental, we urge employees to consciously opt for the more cost-effective options and carpool with other employees whenever possible.
- Employees are expected to maintain respectful and considerate conduct during travel and within accommodation facilities, as any disruption may have a detrimental impact on the organization’s image and reputation.
- If an employee makes travel arrangements but is unable to attend due to unforeseen circumstances, or exceeds the budget allocated for food and transportation as outlined in the policy, the organization shall not be responsible for reimbursement.
6. Guidelines for Travel:
The employee is responsible for selecting the mode of travel (bus/train/flight) based on the distance from headquarters and within the specified budget:
| Kilometers (to & fro included) | Budget for all levels |
|---|---|
| Upto 300 kilometers | INR 2,500 |
| 301 - 500 kilometers | INR 4,000 |
| 501 - 1000 Kilometers | INR 9,000 |
| Beyond 1000 Kilometers | INR 12,000 |
7. Guidelines for Accommodation:
- Accommodation will be arranged at a network hotel, and the relevant details will be provided to the respective employees. Please note that early check-in is not guaranteed and is contingent upon room availability. The organization will assess requests for early check-in or late check-out based on the hotel’s capacity and will inform employees accordingly.
- Room allocations are determined according to shared occupancy norms, usually accommodating double occupancy, and observing gender-specific arrangements. In the event of single occupancy, the associated expenses are to be covered by the employee.
- Employees interested in accommodating a relative or spouse in their room may do so post HOD approval, and will have to bear additional expense.
- In case of limited room availability, priority will be accorded to our employees. Subsequently, requests for accommodation of spouses and friends/family will be considered.
- If the employee wishes to upgrade the room, the cost of room upgrades will be covered by the employee, and room availability for upgrades is subject to the hotel’s policies and availability.
- The maximum stay duration will be the official stay duration plus one additional night. Employees may extend their stay beyond the entitlement period at their own cost, subject to hotel availability.
- Laundry services are not included and will be at the employee’s expense.
- Room service charges beyond the provided food allowance will be at the employee’s expense.
- Mini bar charges will be at the employee’s expense.
- Any expenses not explicitly addressed in this document will be separately billed by the hotel.
8. Guidelines for Local Commute & Food:
- Employees shall receive INR 200 per diem to cover expenses related to meals and internal Ahmedabad commuting. This allowance will be credited upon their arrival in Ahmedabad and prorated according to the duration of stay.
- Employees shall be entitled up to INR 800 to cover the cost of travel between Ahmedabad Airport/ Train Station/ nearest Bus stop and the Headquarters, for both onward and return journeys.
- Breakfast and dinner/lunch will be included with the hotel stay, whereas the remaining meals, based on your shift, will be arranged at the office.
- Receipts for airport commute are necessary for reimbursement. To prevent taxation, we advise publishing these receipts on HROne.
Note- This is just a tax claim saving and not for reimbursement, since the amount has been paid in advance.
9. Procedure:
1. Booking Confirmation/Cancellation:
- Employees are required to submit a request to book their travel tickets within 48 hours of receiving an invitation from their Head of Department or HRBP.
- The employee needs to raise a travel request post-HOD approval on HROne through HROne Travel Module. Admin team will handle all bookings once the request is received from the employees via the Travel module.
- In case an extended stay is required for business reasons, the employee must communicate any self-incurred costs to HOD and HRBP, and also raise reimbursement requests post-trip.
- The HOD and manager should inform the HRBPs about the travel bookings that were made but ultimately cancelled last minute. HRBP to further intimate to the Admin team and employee to cancel the travel request.
2. Pre-Travel Request:
- Travel tickets must be raised on the HROne Travel Module
- The admin team will share tickets over email.
3. Post Travel Reimbursement:
- Expenses will be reimbursed based on receipts/bills provided.
- Employees can claim post their trip.
4. Expense Approval:
- HR Operations team to validate and approve the submitted bills in accordance with the policy.
5. Reimbursement:
- Employees will be reimbursed for approved expenses within 7 working days of submitting the bills, subject to approval by the HR Operations team.
6. Booking Procedure Company-related Travel
Any travel or accommodation as per organizational requirement needs to be raised via HROne. Please click on the documents below to see an in-depth step-by-step guide:
10. Confidentiality:
Employees should keep their travel-related information confidential and not share it with third parties, including competitors, unauthorized personnel, or any other individuals who do not have a legitimate need to know.
11. Amendment:
The organization reserves the right to vary, replace, or terminate this policy from time to time.
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