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Travel Policy v 1.1 Breakbounce Human Capital 2 b. Procedure I. Raising a Requisition Every effort should be made to make travel reservations at least 21 days in advance to obtain the best rates possible. The Domestic Travel Request form , approved by the traveller’s Superior / HOD must be lodged 10 business days in advance of the trip. This timing is required to obtain accommodation, best rates and necessary documentation. All requests should be supported by a travel requisition form as enclosed in Annexure II. Travelers must accept the lowest logical airfare offered, however, exceptions are given under emergency and inevitable conditions. Lowest logical airfare is defined as: o Direct or non-stop service / non-connecting flights o Decision was made independent of carrier preference o Includes jet service o Traveler arrives and departs within two hours of the latest possible arrival time at the traveler’s destination Employees need to request for flight according to the approximate departure & arrival time. The selection of the airline will be done based on the lowest fare available. If the employee is not in agreement with the airline selected, he will communicate his choice to the Admin. Department, who in turn will put it up to the MD / CEO for approval. Only on the approval of the MD / CEO, will a change be effected. Airlines require travelers check-in prior to departure time. If team members do not check-in it will be considered a no- show by the airline and the ticket may become invalid. Refunds may not be issued and this is the responsibility of the team member. Airline ticket change fees will be paid by Breakbounce if a change is due to a business need or weather issue. If a change is proposed by the traveller such as Cancellation or Postponement, etc, the cancellation fee, and any other applicable charges will be borne by the employee. Any Extra Check-In Baggage charges incurred could be reimbursed by the company ONLY if the baggage includes the official/business related goods/products. II. Actual Booking All approved domestic bookings will be routed through Administration at Breakbounce. Pan India travel requisition will have to first get approved by department head and then routed through Administration at Breakbounce. Post booking, the PNR number will be provided to the passenger (via SMS / phone / e-mail). The ticket may be downloaded from the internet with the PNR number. III. Cancellation As a policy no cancellations would be allowed. All employees will have to plan their trip accordingly in order to avoid cancellations and resulting charges that could incur. Emergency cancellations would be attended on approval of Functional head with proper justification. 4.3 Ground Transportation a. Eligibility Band M – 1 and below b. Procedure I. Raising a Requisition It is expected that each employee use the most effective ground transportation available considering cost, time and availability and scheduling.
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