What is Local Conveyance Policy?
Local conveyance typically refers to transportation expenses incurred by employees or individuals within a city or local area. This may include travel for work-related activities, such as commuting between different work sites, attending meetings, or visiting clients. Common modes of local conveyance include taxis, buses, trains, and sometimes personal vehicles. In corporate settings, employees may be reimbursed for these expenses by submitting receipts or claims through a local conveyance policy.Companies often have structured systems to manage and reimburse local conveyance expenses, which may include per-kilometer rates for personal vehicle usage, maximum limits for taxi or public transport usage, and guidelines for claim submission.
Local Conveyance Sample Policy
Policy Brief and Purpose
This policy describes the method and qualifications employees need for travel reimbursement. To meet business needs, the company anticipates employees to travel quickly and comfortably while being cautious with their spending.
Scope
The policy extends to all active employees of the company, regardless of their position and responsibilities.
Eligibility
All employees required to travel locally for official business reasons are eligible for conveyance reimbursement, provided the travel is approved by their manager or supervisor.
Modes of Conveyance
Reimbursement will be provided for the following modes of transportation:
Public transport: Buses, trains, and trams.
Taxis and Ride-Sharing Services: Ola, Uber, etc.
Personal Vehicle: Employees using their own vehicle can claim reimbursement based on per kilometer rates.
Company-Provided Vehicle: Where available, employees are encouraged to use company-provided transport.
Reimbursement Rates
Public Transport: Actual fare amount, supported by a receipt or ticket.
Taxis and Ride-Sharing Services: Actual fare with valid receipt from the service provider.
Personal Vehicle: ₹X per kilometer for cars and ₹Y per kilometer for two-wheelers. Parking fees and tolls may be reimbursed with proper documentation.
Other Transportation Modes: May be considered on a case-by-case basis with prior approval.
Reimbursement Process
Employees must submit a Local Conveyance Claim Form along with the necessary receipts and supporting documents (tickets, fare receipts, toll receipts, etc.) within 30 days of travel.
Claims should include the following information:
Date and time of travel
Purpose of travel
Start and destination points
Mode of conveyance
Distance traveled (if using a personal vehicle)
Approval Process
All conveyance claims must be approved by the employee’s reporting manager.
For any travel exceeding ₹X (or any predefined threshold), prior approval from the department head or senior management may be required.
Exclusions
Travel between an employee’s residence and the office is not eligible for reimbursement unless it involves a special case, such as late-night work or emergency travel, and is approved by the manager.
Personal travel or detours for non-business purposes cannot be claimed.
Any unauthorized or unapproved expenses will not be reimbursed.
Advance for Conveyance
In special cases, employees may request an advance for expected local travel expenses, subject to managerial approval. The advance will be adjusted against the final claim submission.
Responsibility
It is the employee’s responsibility to ensure all claims are legitimate and supported by valid documents.
Managers are responsible for reviewing and approving claims in line with this policy.
Policy Amendment
The company reserves the right to amend or modify this policy at any time without prior notice.
Disclaimer:
This policy is meant to provide general guidelines and should be used as a reference. This is not a legal document. Easy HR will not assume any legal liability that may arise from the use of this policy.