20060720-135-OP-1.

Overseas Travel Process

1. Objective: To establish the procedure for authorizing foreign travels, processing
tickets, related advance and thereafter settling travel claims.

2. Effective Date: 1st July, 2007 3. Coverage: This procedure applies to all overseas travels. 4. Definitions:
RM HOD TD RMG EHS OTG VAF TAF TCF : : : : : : : : : Reporting Manager Head of the Department Travel Co-ordinator Resource Management Group Employee Human resource Services Overseas Travel Group comprising of the executives of RMG, EHS, Finance department and Travel coordinator Visa Authorization Form Travel Authorization Form Travel Claim Form

5. Responsibilities: It is the responsibility of the Reporting Manager to ensure that all travels are duly authorized and in compliance with the overseas travel policy and process. 6. Description:
6.1 PROCESS INPUT: Sr. Nor. 6.1.1 Input Travel Request Form (TRF) Travel Expense Claim Form (TEC) Source Employee Characteristics Particulars of Employee, Project, Client, Travel Itenary, Advance required, reason for travel and approvals Particulars of Employee, Project, Client, Travel Itenary, Advance taken, fare expenses (company paid & self paid), lodging, boarding and miscellaneous expenses claimed and approved Responsibility Employee fills in online TRF, detailing the reasons for trip, etc in Travel Authorization System (TAS) Employee fills in online TEC, detailing the amounts spent and Finance checks the same against his entitlement, and settles the claim (including exceptions approved by Starband managers, in the reporting hierarchy of the employee)

6.1.2

Employee

6.2 PROCESS INTERFACE:

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TRAVEL AUTHORIZATION 1. The travel date is fixed by the Reporting Manager and employee is informed Employee fills in TRF in TAS, stating Type of travel billable/ non-billable Project details Client details Travel Itenary (round trip) Advance required Insurance details Accompanied by (family members) Visit purpose Ticket preferences (Detailed help guide on TAS included as an annexure) 3. The Reporting Manager (not less tan E3 band) and RM2 (RM of the RM1) get an auto generated mail on submission of TRF by the employee. RM1 (not less tan E3 band) approves the same. In case of rejection, he cites his reason for it in TRF. Travel Co-ordinator, HR, EHS and Finance get an auto intimation of the trip after RM1 approval. RM2 (RM of the RM1) in case of overseas billable and SBU Head in case of overseas non-billable travel, approve the same. In case of rejection, they cite reason for it in TRF. Once the travel is authorized, Reporting Manager 1 TRF Immediately Reporting Manager Email Immediately or atleast within one working day of fixing Atleast within two working days from the date of intimation by Reporting Manager

2.

Employee

TRF

4.

TRF

Immediately or atleast within one working day of receipt of TRF Immediately

5.

Travel Coordinator

TRF

6.

Reporting Manager 2/ SBUH

TRF

1-2 working days

7.

Travel Desk,

TRF

Atleast - seven

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Activity auto intimation is sent to Travel Desk, who books the tickets; to Finance for releasing advance, to EHS & HR for preparation of service agreement if required.

Responsibility Finance, EHS, HR

Reference Record/document

Timeline days before the date of departure

TRAVEL 8. The Travel Co-ordinator books the ticket for the trip as per the quote. The Travel Co-ordinator informs the Insurance Company to provide for the medical insurance for the employee depending upon the trip duration The Finance Executive arranges for forex and gives top up card to the employee. The top up card at this time will be loaded for the period up till the end of the month in which the employee is leaving for overseas. However if the date of departure falls between 21st and 30th of the month then card is loaded with amount upto next months last date or trip end date, whichever is earlier. Also, a weekly help desk facility is provided by our forex agent (bank) in F 8/9, Sector3, Noida premises for delivering foreign exchange and top up cards to employees and also giving an orientation for overseas travel. EHS department prepares bond and gets it signed from the employee. Travel Coordinator Air ticket Atleast within one working day from the receipt of approved TRF Atleast one day before the date of departure

9.

Travel Coordinator

10.

Finance Executive Finance Dept

1. Bank Travel Card Application Form 2. Lerms letter for card loading 3. Foreign exchange (cash) request form 4. Employee background information form

Atleast one day before the date of departure

11.

Finance Executive EHS Dept

Service Bond

Atleast one working day before the date of departure

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12.

Employee is given the ticket and his acknowledgement is taken

Travel Coordinator

Air Ticket

Atleast one day before the date of departure

RESCHEDULING/ CANCELLATION 13. Before the date of departure, if the trip is rescheduled, the Reporting Manger via email informs the employee, and OTG The employee raises a request in the approved TRF for Modify Travel Dates, along with reason for it. Same is sent to RM1 for approval. In case the trip is cancelled employee raises a request in the approved TRF for Modify Travel Dates. Same is sent to RM1 for approval. Travel Co-ordinator gets an auto generated mail if such a request is raised. He reschedules the tickets. If the trip is cancelled then he also has to approve the same. Till then the TRF stands open. Finance also gets auto mail. In case a trip is cancelled, he also needs to approve the same. Till then the TRF stands open. Reporting Manger Email Atleast one day before the date of departure

14.

Employee

TRF

Atleast one day before the date of departure

15.

Travel Coordinator

TRF

Atleast one day before the new date of departure

16.

Finance Executive

TRF

Atleast one day before the new date of departure

REGULAR TOP-UP 17. On 26th and 11th of every month the Finance Executive sends a list of all employees onsite to respective OMC heads, for confirmation of their location and trip continuation for the ensuing month is sent via email. Finance executive Finance Dept and OMC head Email By 26th and 11th of every month

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Activity On receipt of confirmation reloading is done within first two days by the Finance Executive.

Responsibility Finance executive Finance Dept

Reference Record/document Reloaded cards

Timeline By 30th and 15th of every month

EXTENSION 19. In case the employee or his Reporting Manager wants to extend the trip, employee raises a request in the approved TRF for Modify Travel Dates, along with reason for it. Same is sent to RM1 for approval. In case the trip is cancelled employee raises a request in the approved TRF for Modify Travel Dates. Same is sent to RM1 for approval. Further, the Finance executive also checks the attendance details of employees on the ensuing return date and if the employee is not back his whereabouts are enquired with him and his reporting manager. Then if required, an extension request is sent by the employee for approval from his Reporting Manager. On approval auto mail is then sent to the Finance Department and Travel Desk. The Finance Executive revises the top-up schedule accordingly. Reporting Manager and employee TRF Atleast Five days before earlier scheduled date of return

20.

Finance executive Finance Dept

Email

Weekly on every Wednesday

21.

Employee

Email

22.

Finance executive Finance Dept

Revised top up schedule

Immediately or atleast within one working day of receipt of approval Immediately or atleast within one working day of receipt of intimation Immediately or atleast within one working day of receipt of intimation

23.

Travel Co-ordinator reschedules the return ticket and also provides for extension of medical insurance term.

Travel Coordinator

Air ticket

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CLAIM SETTLEMENT 24. Employee fills in the TEC form in TAS within five days of his return stating: Employee details Project details Client details Trip Itenary Advance received Amount spent on lodging, boarding, conveyance, miscellaneous expense The bills to be attached thereto: If travel is for up to 30 days then: 1. Lodging bills 2. Boarding bills 3. Conveyance bills 4. Air ticket 5. Copy of card statements 6. Airport Transfers Receipts (India and Overseas) 7. Airport taxes receipts (if any) If travel is for more than 30 days, no receipts are required for Boarding, Lodging and Conveyance. And forwards it to the Finance Executive for settlement TAS system sends reminder mails for filling up TEC, to the employee On 5th and 6th day to Employee On 7 day mail is sent to Employee and marked to RM1 On 10 and day mail is sent to Employee and marked to RM2 After 12th day if TEC is pending for submission then mail is sent on every Employee TEC Atleast - Within five working days of his return

25.

TAS

Email alert

Starting fifth day of the return

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Activity 3rd day to Employee and marked to RM2

Responsibility

Reference Record/document

Timeline

26.

The approved form is processed by the Finance executive and in case of any discrepancy clarification is sought for from the employee by choosing Refer-back option in TEC. For all exceptional claims over entitlement as per company policy RM approval is sought for by Finance, by forwarding TEC to him. On settlement For any amount receivable is adjusted from employees salary for the month. For any amount payable, Finance Executive intimates EHS and the same amount is credited through the reimbursement cycle to the employees account.

Finance executive Finance Dept

TEC

Atleast three working days from the receipt of TEC if it does not require specific approval One to two days from the receipt of TEC

27.

RM1

TEC

28.

Finance executive Finance Dept /Finance executive EHS Dept

MS Excel Report List by Finance executive Every Tuesday Credit in Reimbursement account Every Friday

29.

If the employee does not submit the TEC within twelve days of his return, a settlement request through e-mail is sent to the employee by the Finance Executive, also stating that if the same is not done the salary of the employee will be stopped. If the employee does not submit the TEC even thereafter, then, the Finance Executive will inform the employee on 27th/28th of that month that if the claim is still not settled, his ensuing months salary will be stopped. If the employee still fails to settle, then Finance Executive

Finance executive Finance Dept

TEC

Immediately on completion of twelve day limit for submission

30.

Finance executive Finance Dept

TEC

27th/28th of the defaulting month

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Activity after authorization by the AGMFinance sends instruction to the EHS Team for stopping salary.

Responsibility

Reference Record/document

Timeline

6.3 PROCESS OUTPUT: Sr. Nor. 6.3.1 Output Approved VAF, TRF and TEC along with email trails, MIS reports, monthly provision To To Finance Dept Characteristics A summary of trip details Responsibility

6.4 PROCESS MONITORING: Sr. Nor. 6.4.1 Stage / Process Checking whether the VAF, TRF and TEC are properly authorized and within the company policy guidelines Characteristics / Indicator Based policy on Company Specification / Acceptance Criteria Based on the Company policy respective approvals at regional and HO level. Record Approved VAF, TRF and TEC along with email trails

7. Quality Records :

7.1 7.2 7.3 7.4

Bank Travel Card Application Form Lerms letter for card loading Foreign exchange (cash) request form Employee background information form

The Policy can be amended, modified or withdrawn at the company discretion.

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ANNEXURE

FORM FORMATS

FOREIGN EXCHANGE (CASH) REQUEST FORM

The Branch Manager, ICICI Bank Ltd Noida 201301 Sub: Release of foreign exchange under business visit. We wish to draw foreign exchange as per details given below: Travelers Name Emp. Code & Travel Plan Date of Birth Mothers Maiden Name Pan.No Passport No. Date & Place of Issue Nationality Designation Purpose of Trip FX to be issued Country to be visited Duration of Stay Address Contact No. Travel Card No. : : : : : : : : : : : : : : :

Date

We hereby certify that the company is meeting the expenses of the above trip. We further undertake Under Section 10(5), Chapter iii of The Foreign Exchange Management Act, 1999 that the foreign exchange withdrawn will be utilized solely for the purpose stated above. We furtherdeclare that we have not submitted and do not intend to submit any application for the same trip to any other bank or authorised dealer.

I/We hereby declare that the transaction the details of which are specifically mentioned in the schedule hereunder does not involve, and is not designed for the purpose of any contravention or evasion of the provisions of the aforesaid Act or of any rule, regulation, notification, direction or order made there under.
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I/We also understand that if I/We refuse to comply with any such requirement or make only satisfactory compliance therewith, the bank shall refuse in writing to undertake the transaction and shall if it has reason tobelieve that any contravention / evasion is contemplated by me / us report the matter to Reserve Bank of India.

*I/We further declare that the undersigned has / have the authority to give this declaration and undertaking on behalf of the firm / company. Thanking you. Yours truly,

Authorized Signatory (For 0) Kindly debit our EEFC Account No. 0031 0600 0018 with USD/GBP/EURO

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DETAILS OF THE EMPLOYEE FOR FOREIGN TRAVEL

Name of the Employee

Company

Designation

Project Name

Duration

Country and place to be visited

Approved By

Date of Travel

Forex to be delivered at

Replacement Card

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ICICI Bank Travel Card Application Form

PLEASE FILL THE DETAILS IN BLOCK LETTERS Reference No. ( Printed in Travel Card Kit) FIRST NAME MIDDLE NAME LAST NAME DATE OF BIRTH (DD MM YYYY) GENDER MOTHER'S MAIDEN NAME EMPLOYEE ID

MAILING ADDRESS

CITY STATE PIN CODE MOBILE NUMBER EMAIL ADDRESS COMPANY 201301

PURPOSE OF TRAVEL PASSPORT NUMBER

(Business / Leisure)

DATE AND PLACE OF ISSUE COUNTRY OF TRAVEL DURATION OF VISIT PAN NUMBER

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CARD ISSUED Amount Loaded USD/GBP/EURO I hereby apply for the issue of an ICICI Bank Travel Card to me and declare that the information included in the application is true and correct and I am a Resident India and that I am eligible to apply for an internationally valid card. I accept that ICICI Bank is entitled in it absolute discretion to accept or reject this application without assigning any reason whatsoever. It is my responsibility to obtain the terms and conditions applying to the ICICI Bank Travel Card separately and read the same. If this application is accepted, I will be bound by the terms and conditions as may be inforce from time to time and use of the card shall be deemed to be acceptance of those terms and conditions. I authorize ICICI Bank and/or its associates to verify any information or otherwise at my office/residence or to contact me, my Employer / Banker / Credit Bureau / RBI or any other source to obtain or provide any information that may be required for confirming membership requirements or maintaining my account in good standing. I agree to an ongoing confirmation for use of my name, address, e-mail ID and mobile number for marketing / merchandising offers between ICICI Bank and other companies. I understand and acknowledge that local laws and Reserve Bank of India rules and regulations lay down norms and limits for the purchase and use of foreign exchange. I undertake that the usage of the ICICI Bank Travel Card by me will be in accordance with the Exchange Control Regulation of the Reserve Bank of India and the applicable laws in force from time to time, in particular and without limitation, the Fooreign Exchange Management Act, 1999. In the event of any failure, on my part, to do so or in the event of any information supplied by me being incorrect or inaccurate, I agree that I will be solely liable for any/all penalties and / or action under the local laws and / or regulations as may be in force and, governing the purchase and use of the ICICI Bank Travel Card.

SIGNATURE OF PRIMARY CARD HOLDER

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Lerms letter for Card Loading

The Manager, Centurion Bank of Punjab Noida

Date

6-May-06

Sub: Release of foreign exchange under business visit.

We wish to draw foreign exchange as per details given below: -

Travelers Name Emp. Code & Travel Plan Date of Birth Mothers Maiden Name Pan.No Passport No. Date & Place of Issue Nationality Designation Purpose of Trip FX to be issued Country to be visited Duration of Stay Address

: : : : : : : : : : : : : :

Contact No.

We certify that company is bearing all the expenses for the trip and foreign exchange drawn would be utilised only for the purpose stated above. We also declare that we have not submitted and do not intend to submit any application for the same trip to RB

We certify that description of transaction for and amount is bonafide transaction and that it does not contravene or evade the provisions of FEMA 1999 or any rules, regulations, notifications, directions or orders.

*I/We further declare that the undersigned has / have the authority to give this declaration and undertaking on behalf of the firm / company.

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Thanking you. Yours truly,

Gaurav Mishra Authorized Signatory #REF!

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