Objective
The policy defines the conditions under which any official travel would be considered as deputation. This policy will provide details of the expense entitlements such as boarding, lodging and other entitlements during deputation.
Eligibility & Coverage
- This policy shall be applicable to all the employees of VNR Seeds who are deputed to any new location other than the actual location of posting within the country.
- Employees deputed to any international location will be governed by the policy and guidelines of Overseas Travel policy.
- Short term assignment would mean up to 45 days and long-term assignment would mean beyond 45 days upto maximum 6 months.
Policy & Procedure Guidelines
- The Reporting Manager is required to specify to HR Department in writing about the deputation of the employee for short term or long-term deputation.
- HR shall issue a deputation letter to the employee mentioning the period and other terms and conditions of the deputation, if for long term period.
- The HR will send a written communication to the manager to whom the employee will report and will communicate to the employee about his /her deputation benefits as per policy.
- The employee so deputed shall report at his new deputed location within 7 days of issue of such letter.
- In certain cases where the duration of the assignment cannot be ascertained, the reporting manager is required to specify (within a week of employee’s movement) whether the employee’s stay would be short term or long term.
- Any employee on deputation period of less than 45 days or during training period, can claim lodging and boarding expenses and DA outside HQ as per their present grade eligibility and entitlements specified in travel policy, unless other arrangement is worked out.
- For deputation period more than 45 days, the employee shall be entitled for monthly deputation allowance (refer Table 1) paid in salary and can claim DA at HQ as per his/her present grade eligibility only.
Table 1. Deputation Allowance
| Sr. No. | Deputation period | One-time allowance | DA | Lodging and Boarding |
| 1. | Less than 45days | Nil | DA outside HQ | As per current grade eligibility |
| 2. | Per month (after initial 45days) | 50% basic per month | DA @ HQ | NA |
- There would be exceptions to the applicability of the policy as given;
- No allowances will be permissible during the period of deputation if the employee is on leave and away from on-site.
- The policy guidelines will not apply for any deputation during the training period on joining (till service confirmation), however any movement for more than 45 days shall be intimated to HR. The eligibility shall be as per the employee grade given in the travel policy.
- The period of deputation can be extended only once, for maximum 6 months, the decision for the same shall be at sole discretion of the Management and the same shall be informed to the employee in writing.
- Post six months, the employee on deputation shall return to the base HQ or should be transferred permanently to the deputed location.
- The accommodation and travel arrangements will be facilitated by the Administration Department, only if so, requested by the employee in advance to the travel desk.