Title Licious Travel Policy.pdf ✅

BUSINESS TRAVEL POLICY
With this policy, Licians can plan their business trips with ease and understand the benefits that they are eligible for while travelling for business Business travel will be guided by the need for travel and the functional budgets which are predefined through the AOP process. It's important that we plan our travel well in advance to utilize the budget in the most meaningful way. Where possible, the Licians are encouraged to use virtual meeting options. Traveling needs to be considered only if all other options are exhausted. While planning for the Business trip all Licians are advised to adopt the principle of frugality and make use of the budget and the enablers in a most optimal way. The guidelines given here are purely to enable a good and safe travel experience to the Licians and not meant to be the entitlements. How do I access the travel portal? • We have tied up with MakeMyTrip to offer Licians the best-in-class travel & accommodation options. To book your travel tickets, please visit https://mybiz.makemytrip.com/. You can also check out this video or read this document to understand the signup process. • All Licians are expected to use the official travel portal to plan their travel. Any travel booked without using the official MyBiz MMT portal will not be eligible for reimbursements unless advance approval has been sought from the Business Head, HR Head & Finance Head. Travel: • Travel planning: All Licians are expected to plan their travel well in advance (min 7 days prior to the travel date and >14 days is ideal) to ensure efficient use of the travel budget. This will also enable the traveling Licians to secure their Travel tickets / stay arrangements without last-minute hassles. Any air travel bookings with less than 7 days would require approval from the respective functional leaders (HLC). • Licians are advised to go with the most optimal mode of transport both from the perspective of cost and overall travel efficacy. For e.g., if multiple flight options are available around the same time (+ / - 2 hrs), one should go with the most cost-effective/reasonable option, unless there is a higher travel time/layover time involved. Licians are also advised to share the cabs where possible in case one or two individuals are traveling together. • Cancellations: Licians are expected to plan well to ensure that tickets are not cancelled to avoid unnecessary expenses. Cancellation costs due to no-shows etc. will need to be recovered/borne by the traveller. • Local Travel Guidelines: Licians are advised to go with the most optimal conveyance options for local travel. Where possible, Licians are advised to use public transport like Metro, bus, train, auto rickshaw / local taxis for this purpose. Managers + / Women Travelers may use Ola corporate / cabs with prior approval from their reporting managers / functional leaders. Cabs may be booked by all Licians for the Airport pick up and drop in case other options of travel are not feasible. • Use of personal vehicles for business travel: Licians can claim the personal vehicle usage allowance (@ INR 10/- per km for a car and @ INR 4/- per km for a two-wheeler). This should be done only when the cost is demonstrably cheaper than other options of travel (flight/train/bus, etc) and the same needs to be approved in advance by their reporting manager/functional leader.
Accommodation during business travel: Hotel accommodation is permitted for travel where an overnight stay is required. The same can be booked through the MMT portal based on the budget criteria defined below: Level Room Type* Accommodation Budget per day (INR) - Metro Cities + Bengaluru Accommodation Budget per day (INR) - Non metro cities VP + Single 5,500/- 4500/- Shared 7000/- 6000/- AD+ Single 4,500/- 3500/- Shared 6000/- 5000/- Mgr / Sr Mgr Single 3,000/- 2500/- Shared 4,500/- 4000/- All others Single 2,500/- 2000/- Shared 3,500/- 3000/- *The cost mentioned is per room and not per head in the case of shared rooms. Licians are expected to apply their judgment to go with the optimal option in case cost-effective options are available. International Travels: The above guidelines don't cover international travel guidelines. Any international travel needs to be pre-approved by the respective functional leader and the founders. Outstation Business Travel Reimbursements: Laundry Expenditure: Licians traveling for more than 4 days can claim reimbursements of expenditure towards laundry services at actuals. This shall be used only on a need basis. Personal Stay Allowance: Licians will be eligible for a personal stay allowance of INR 1500/- per day in case they are staying with their friends and relatives during the business trip and not availing company-provided accommodation.
Per Diem allowance: This is being introduced to simplify the process to claim the food expenses during the travel. Traveling Licians can avail per diem allowances towards food expenses without submitting bills going forward. If the actuals are more than the allowances defined, the same can be claimed by submitting the actual receipts through the reimbursement process. This is however subject maximum limit defined in the table below: Meal Metro Cities including Bengaluru Non-metro cities Per Diem Allowance (INR) (No bills required) Actuals (max limit - INR) (Claim with supporting bills) Per Diem Allowance (INR) (No bills required) Actuals (max limit - INR) (Claim with supporting bills) Breakfast* 200/- 500/- 150/- 300/- Lunch 400/- 750/- 200/- 500/- Dinner 400/- 750/- 200/- 500/- *Needless to say, the breakfast allowance cannot be claimed in case you are eligible for the complimentary breakfast as part of your stay arrangement. Travel Reimbursements: Travelers are expected to submit expense reports (along with relevant supporting documents) on Darwin box as soon as possible and no later than 30 days after expenses are incurred. Travel Safety: Licious is committed to not losing the lives of Licians to Road Accidents with the help of road safety guidelines. All Licians are expected to strictly adhere to the travel safety guidelines issued from time to time by the relevant authorities. Cardinal Rules to follow: • No two-wheeler riding (rider + pillion rider) without helmet. • No driving a four-wheeler vehicle without wearing a seatbelt in the front seats • No driving under the influence of alcohol. • If there are any state safety mandates to be followed, for example, seat belts in the back seat, Licians are expected to do without fail. Violation of Cardinal rules will result in immediate discontinuation of service To ensure women travellers’ safety: • Please reach out to the Workplace Experience team ([email protected]) if you need cabs, either for local or outstation travel. Especially if you are traveling after 9 PM. • We’ve ensured that women travellers are only shown accommodation options that pass our safety check Key Points: • All travellers and their managers bear responsibility for cost-effective business travel. • Each manager should carefully review and approve all Expense Reports. • While these guidelines are intended to be comprehensive, it is impossible to anticipate every situation encountered by a traveller. The traveller is expected to apply these guidelines on a conservative basis, consistent with the norm • We expect that you will take care of all Licious assets as well as you would take care of your personal belongings :)