Objective
Transfers are undertaken to fulfill requirements primarily arising out of business exigency, thereby facilitating employee growth & development in the organization, by means of selection through internal job postings or promotion of the employee.
- Transfers could be Intra function/ Inter function or Inter Location.
- HR shall issue transfer letter to the employee post the reporting manager of the employee to be transferred, intimates HR with the actual date of transfer.
- The employee needs to handover the documents/ assets to the current base location and the current reporting manager before moving out to the new location in case of change of reporting/function/location.
- A confirmation needs to be sent to HR regarding the handover over mail for initiation of the Transfer allowance payment.
Transfer Entitlements
The various entitlements that can be claimed as per eligibility in case of location transfers only are as given below;
- One time Transfer Allowance: To assist the employees in bearing the additional expenses on transfer like house deposit, school admission etc., the company would provide a transfer allowance equivalent to one month gross salary in the first month of transfer. This amount shall be recovered in case of employee leaves the organization within one year from the date of trasfer.
- One time additional Charges: Additional Charges of Rs. 5000/ – will be permissible for packaging and Insurance.
- Transit Charges/Household goods shifting charges: Charges for shifting the household goods will be paid on actual, subject to submission of 3 quotations and approval post negotiation by HR/Logistics department.
- City Compensatory Allowance: CCA shall be paid from case to case basis on management discretion. This shall be considered in case of transfer from lower cost city to higher cost city. In case of temporary transfers the CCA facility shall be discontinued when re-transferred to the base location or if transferred to lower cost city.
- One Time Travel of Self & Family to the Joining Location : Employee is entitled for one time reimbursement of expenses towards travelling of Self and Family members from the place where he / she was working to the place of posting.
- The employee has to make his / her own arrangements for tickets as per his/her travel entitlements.
- Upon joining, reimbursement should be claimed by submitting expense claim approved with original tickets to accounts department.
Stay Arrangements
- Booking at Hotel near to the office location can be availed and within the entitlement limits (as per travel policy)shall be provided.
- Employee and the family members are entitled for maximum 3 days stay at hotel, one day prior to leaving at base location and 2 days after reaching the location of transfer.
- For those 3 days, the accommodation, food and beverages charges will be borne by company within the eligible limits at corporate location. For any other location the employee has to bear the charges himself and claim later.
- Extension of stay at hotel will be subject to approval, to maximum of 7 days. Post third day the employee will be charged for food, laundry and beverages.
- For any extension of stay in hotel, the approval of HOD and information to HR/Admin is mandatory.
- From 8th Day the employee has to move into his/her own accommodation.
- The stay expenses will be directly settled by the company only at corporate location, for other locations the employee has to settle and claim as reimbursement on submission of necessary bills to finance.
- The entitlement for lodging and boarding would be as per the grade entitlements
Shifting of Household Goods:
- Employees are entitled for reimbursement of expenses for transportation of household goods, packing / unpacking, loading / unloading at the time of transfer.
- Employee, who is shifting the household goods shall obtain 3 quotations from the transporters for transporting the goods and forward the same to HR.
- HR/ Logistics department shall compare the quotations with the standard price list available and finalize the transporter based on negotiations, if required and communicate the same to the employee.
- Once the goods are shifted employee should fill up the expenses reimbursement claim along with supporting and submit the same to accounts for reimbursement.
- Following are the list of the documents required:
- List of the items shifted.
- Invoices for transportation charges, Loading/Unloading, Packing/Unpacking
- Receipts of the payments for Transportation charges , Loading / Unloading, Packing / Unpacking.
- Insurance payment receipt – From Insurance Company.
- Escort charges are not payable for shifting of belongings.
- The employee shall make the payment directly from his account to the transporter’s official account through cheque or Demand Draft.
- No reimbursement shall be done towards shifting charges if any of the following circumstances arise;
- Any Cash payments to the vendor above Rs.10,000/-
- Payment in vendor’s personal account and not company account
- Payment to any third party account on request of vendor
- Payment done through other party to the vendor on behalf of the employee.
- Any payment to the vendor for shifting household purpose from Rs.30,000/- onwards shall attract Tax deduction at source with requirement of PAN details of the vendor for processing the deduction by the company.