Objective
- To facilitate the employees with better options of transportation for execution of field work.
- To ensure improved and faster execution of field jobs.
- To administer and provide guidelines to employees on purchase of pre-owned vehicle.
Scope
- Field employees in the defined grades from specific departments are eligible for this policy as per the eligibility guidelines.
- Employees whose work involves lesser field travel for official work are covered under the policy.
Policy
- The employee should preferably purchase new vehicle under this scheme.
- The employee is required to exercise his choice of car within the monetary limits/value of car specified in the scheme against his grade.
- In case the amount exceeds beyond specified amount then the employee should make the difference payment on self basis through down payment.
- The vehicle rate is calculated on Diesel cars.
- The employee cannot opt for model below the specified limit.
- Once the tenure gets over, new vehicle can be purchased.
- Driving license is must for claiming vehicle usage expense.
- The vehicle should be in the name of the team member.
- No Second hand vehicle can be used for this policy entitlement. Even vehicle transferred from other family member to self will be treated as second hand and the eligibility will not be provided. The vehicle has to be purchased in self name only.
- Old vehicles if used, should not be older than the specified tenure of policy from its first registration date. e.g. if vehicle is allowed for 7 yrs tenure then the vehicle should not be older than 7 yrs from its first registration date.
- The value of the purchased or old vehicle which is used in this policy cannot be below the limit provided at respective grade. In case the value is less than the eligible limit, then the corresponding vehicle value slab of reimbursement shall be applicable.
- Expenses towards vehicle accessories will have to be borne by the employee.
- Payment of EMI amount to the bank will be the sole responsibility of the employee purchasing the car.
- It is the responsibility of the team member owning the vehicle to keep it properly maintained.
- In case the employee wishes to use his own pre-used vehicle then employee should ensure that the model of pre-used car is not below the specified limit of eligibility.
- The employees need to get the vehicle serviced at regular intervals based on the servicing schedules from the car manufacturer.
- Employee should ensure that the tyres are always road worthy and have proper grip, replacing immediately whenever needed.
- Employee is responsible to make timely payment of Insurance Premium.
I. Vehicle Policy limits for R&D
Table 1. Eligibility for Four Wheeler & Two Wheeler as per vehicle policy-R&D
| Vehicle Type | Grade | Vehicle Cost (Rs.) | Tenure (yrs) | Minimum travel Km per month | Per km rate (Rs.) | Fuel cost (per km) beyond 400km | *Max Km allowed per month | Applicable Flat rate for additional approved km (Rs.) |
| 2 Wheeler | J3-M3 | 65000 | 5 | 400 | 6.75 | 1.95 | 1200 | Rs.3.5 beyond 1200km |
| 4 Wheeler | M4-M5 | 750000 | 7 | 400 | 45 | 6 | 1200 | Rs.13.5 beyond 3000km |
II. Vehicle Policy Limits for Other Departments
Table 2. Eligibility for Four Wheeler
| Grades | Value | Tenure | Minimum Km | Per km rate (Rs.) | Fuel cost (Rs./km) beyond 500km | Max Km |
| M4-M5 | 750000 | 7 | 500 | 36.5 | 5.5 | 3000 |
| L1-L3 | 1100000 | 7 | 500 | 50.5 | 6.5 | 3000 |
| L4-L5 | 1400000 | 7 | 500 | 64 | 7.5 | 3000 |
- This policy shall be applicable for team members who are eligible for Vehicle usage for official purpose and have less km running per month as per the grades.
Reimbursement Model
- The travel policy is based on minimum or maximum travel km of specified km/month.
- Employee will be entitled to a fix reimbursement rate on kilometer run basis.
- The per km reimbursement rate will be as per the policy definition for specific department or group of team members covered.
- Company will reimburse a fix per kilometer rate that shall include the cost like EMI, Insurance, Maintenance(Including Battery & Tyre cost) and fuel cost for the initial minimum km defined. (e.g 400km or 500km per month).
- The total km allowed shall be calculated on annual basis. Once the annually allowed total km are exhausted, the per km rate shall cover only the fuel rate per km. (e.g Rs.5, Rs.6 per km etc. as defined by policy) upto the allowed maximum km.
- The minimum km if exceeds for a given month, that the claim for excess km claim can be borrowed from the next month.
- Any additional km claimed beyond the allowed annual km limit, the per km fuel cost rate shall become applicable. For e.g;
- Monthly km allowed =500km @Rs 36.5/km
- Total km that can be claimed annually @ Rs 36.5 is 500*12 = 6000km.
- per km beyond 6000 km will be claimed @ Rs.5.5/km which is the fuel cost.
- Now if employee claims total km till September = 5500km, in October =600km, November = 400km, December = 300km.
- Reimbursement till September will be @ Rs.36.5/km, for October only balance 500 km (total 6000km – 5500km) will be paid @ Rs. 36.5/km and remaining 100km will be paid @ Rs.5.5/km (only fuel cost).
- For November & December month, any further km claimed will be reimbursed at the rate of Rs 5.5/km. (only fuel cost).
- If any balance allowed annual km remains unclaimed then the unused km will lapse in that year and cannot be carried forward to the next year.
- The expense claim shall be done through XEasy travel reimbursement tool, with travel log and odometer reading to be submitted with details of the visit.
Separation
- In the event that the employee resigns or his/her services are terminated before the stipulated 84-month period, the employee will be required to keep the car.
- The EMI reimbursement paid through salary and other perquisites will stop beyond the last day of working.
- The employee will be responsible to pay the EMI further to the bank on his own.
Important Instructions
- Every Employee under this scheme should be possessing Driving license.
- Employee is expected to keep the car in good, clean and running condition.
- Company does not take any responsibility for breach of traffic rules, violation of any traffic laws, rash driving and/or car driven by any other person.
- The employees should drive the vehicle like a responsible citizen by following all the traffic rules and regulations.
- All the vehicle related documents should be available in the vehicle all the time.
- In case of hired/rental vehicle, in exceptional conditions, prior approval has to be taken from reporting manager/HOD and the same should be forwarded to accounts during 4 wheeler expense claim.