1.  Objective:
1.1 The Scheme of Reimbursement of Conveyance Expenditure is introduced with a view to encouraging the employees of the Company to own and maintain their own conveyance and to use such conveyance on journeys undertaken for official purposes thereby reducing demands on use of the Company's vehicles and for promoting speedy and efficient performance of official duties.

2.  Scope and Coverage:
2.1 The Scheme will cover all regular employees including deputationists and lien holders from W1 to E8 (i.e. below Board level posts) as per their entitlement in para 4.1, excluding workcharged, casual and daily rated employees.

3.  Eligibility for grant of reimbursement:
Reimbursement shall be admissible to the employees subject to fulfillment of the following conditions of eligibility:

3.1 Ownership and maintenance of the conveyance by the employees is essential on functional basis in the interest of the Company and useful in the efficient and effective discharge of his official duties.

3.2 The employees are required to perform frequent journeys for the Company's work.

3.3 The employee is required to attend to official business beyond normal duty hours for which no Company transport or extra compensation is admissible.

3.4 Reimbursement will be allowed for one vehicle only provided it is owned and registered in the name of the eligible employees and he holds a regular and valid driving licence to drive the vehicle so registered. However, employees in possession of a Learners Driving Licence shall also be eligible, provided that on expiry of the term of the Learner Driving Licence, the employee shall furnish a copy of the regular Driving Licence, failing which conveyance reimbursement sanctioned to him shall be withdrawn.

4.  Rates of Reimbursement: (w.e.f. 1.7.2004)
4.1 Expenditure incurred on maintenance of conveyance and use of the same in the performance of journey on official business shall be reimbursed monthly to eligible employees subject to the following limits per month:

Executives

Type of Vehicle	Category of employees	Reimbursement limit (Rs. /p.m.)
Car	E7 & above E5 & E6 E2 to E4	3452 3147 2836
Scooter/Motor Cycle	All Executives	1065
Moped	All Executives	573

Supervisors

Type of Vehicle	Category of Employees	Reimbursement limit (Rs. /p.m.)
Scooter/Motor Cycle	Supervisors	776
Moped	Supervisors	431

Workmen

Type of Vehicle	Category of Employees	Reimbursement limit (Rs. /p.m.)
Scooter/Motor Cycle	Workmen	528
Moped	Workmen	359

Note: 1. Scooter/Motorcycle like Vespa XE, Vespa PL 170, Honda etc. having a minimum brake H.P. of 5 or more will be considered for the grant of reimbursement under this scheme. Maruti Van/Jeep will also be treated as Car.

2. Employees owning higher mode of conveyance can be allowed to use the same for official journey subject to reimbursement of Monthly Conveyance Expenditure and Yearly maintenance charge as per their entitled mode.

4.1.3 Transport Subsidy to Orthopaedically handicapped employees.
In terms of Department of Public Enterprises (DPE) OM No. 6(7)/2002-DPE(SC/ST) Cell) dated 5th September 2003, all blind or orthopaedically handicapped employees with disability of lower extremities shall be allowed Transport Subsidy at double the normal rates.However, this will be subject to the following conditions:

1. Transport Subsidy will be allowed to an employee with physical disability of blindness or orthopaedically handicapped with disability of lower extremities.
2. The subsidy shall not be admissible in case such handicapped employees have been provided with Company Transport.
3. The Subsidy will not be admissible during absence from duty exceeding 30 days due to leave, training, tour, etc.
4. The subsidy shall not be admissible to those employees who are provided Company Accommodation with a distance of one Km. Or within a campus housing the place of work and residence. In such cases normal subsidy will be paid only.

5.  Terms and Conditions of Reimbursement:
Grant of monthly reimbursement of conveyance expenditure will be governed by the following terms and conditions:

5.1 An employee who is entitled to reimbursement of conveyance expenditure shall use his own conveyance for official journeys within the limits of the city/town/head quarters/Company's township where he will not be entitled to claim any local Travelling Allowances. Provided, however, that when the local distance covered in such official journeys is in excess of 200 Kms. in any single month, claim for local conveyance charges will be admissible at rates prescribed under the rules. For this purpose, an employee will be required to furnish the details of all official journeys performed during the month by him/indicating date, place, mileage and purpose of visits. Provided O&M Staff, using own vehicle for emergency duty between 8:00PM to 8:00 AM or on holiday beyond his normal duty hours in the interest of Company, will be allowed reimbursement with approval of General Manager without furnishing the details of journeys performed during the month in excess of 200 Kms.

For the purpose of this rule, journeys from and to residence shall not be treated as official unless undertaken on holidays.

5.2 Conveyance reimbursement will be admissible only on proportionate basis where an employee is absent from the Headquarters/place of duty on leave/tour/temporary transfer or otherwise or where the vehicle is not utilized for official purposes owing to the same not being maintained in running condition, for a period in excess of 15 days inclusive of holidays in any calendar month. Otherwise, it will be paid in full. For reckoning the period of 15 Days of non utilization, holidays/weekly offs falling during the period of absence or tour/leave, only, shall be taken into account.

5.3 An Employee who has been allowed reimbursement of Monthly Conveyance Expenditure for using his/her own conveyance in the interest of Company’s work but subsequently not able to drive the vehicle due to temporary disablement. In such cases reimbursement of monthly conveyance expenditure may be allowed for official journey undertaken by employee with their own conveyance with the help of an authorized driver or relative having valid driving license for which the employee has to apply afresh mentioning the name of the person who will drive the vehicle alongwith details of Driving License in possession and obtain the permission of HOD under Clause 6.0 . No additional financial assistance/liability shall be born by the corporation for deployment of Driver.

6. . Procedure for grant of reimbursement
6.1 An employee who satisfies the conditions of eligibility laid down herein may apply in the prescribed form (Annexure-A) through proper channel to his Head of the Department for the grant of monthly reimbursement of conveyance expenditure under the rules. If the Head of the Department is prima facie satisfied that it is necessary for the Employee to maintain and use his own conveyance in the interest of the Company's work, he will recommend and refer the application to the concerned Personnel Department. The Personnel Department will examine the same and after physical verification of the vehicle submit the recommendations to the competent authority.

On receiving the approval of the competent authority, the concerned Personnel Department shall issue the sanction order for monthly reimbursement of conveyance expenditure w.e.f. the first day of the month fallowing the date of application or the date of registration of the vehicle whichever is later.

However, in cases where the Competent Authority is satisfied that the registration of the vehicle in the name of the applicant is likely to be delayed because of reasons beyond his control, reimbursement may be granted provisionally with effect from the first day of the month following the date of application provided that the applicant produces satisfactory documentary evidence in support of the purchase and ownership of the vehicle from the date specified in the application.

In pursuance of the sanction issued under Rule 6 above, reimbursement may be made on the basis of a certificate of monthly claim in the prescribed Performa (Annexure 'B') submitted by the employee at the end of each calendar month provided that he certifies to the effect that Company's vehicles were not used by him during the calendar month in the performance of official journeys to any of the places/sites other than those specifically excluded/allowed by ,orders under the provision of Clause 5.2.

6.2 In the event of an employee being transferred from one place of posting to another, a revised order, sanctioning monthly reimbursement of conveyance expenditure shall be issued by the concerned P&A department after complying with all necessary formalities envisaged under the existing Rules, irrespective of the fact that the employee was already in receipt of monthly reimbursement of conveyance expenditure at his previous place of posting.

For determining as to whether the employee has actually shifted his vehicle to his new place of posting, the vehicle would be required to be physically inspected by a representative of the P&A department.

In these cases, however, the payment of monthly reimbursement of conveyance expenditure will be made from the date the employee starts using his conveyance for official journeys at the new place of posting.

7.  Claim for reimbursement
7.1 The claims for reimbursement of journeys in excess of 200 Kms in a month under Rule5.l shall be made separately incorporating the details of all official journeys including journey upto 200 Kms performed by the employee at the end of each calendar month provided that, he certifies to the effect that Company's vehicles were not used by him in performance of such journeys for which the claim is preferred. The claim will be sanctioned by the concerned Head of Department.

8.  Cancellation of grant of reimbursement
8.1 The employee entitled to reimbursement of conveyance expenditure under these rules will, if he is no longer in possession of the vehicle through loss, sale, theft, etc., immediately report the matter to the Personnel Department with a copy to the Accounts Department.

The Personnel Department shall thereupon notify cancellation of the earlier order sanctioning monthly reimbursement of conveyance expenditure under these rules.

9.  General
9.1 Monthly reimbursement of conveyance expenditure under this Scheme being on a purely functional basis and not expected to be a source of profit and thus taxable under the Income Tax Act 1961, it shall be expected of each employee in receipt of the same to maintain full records of their official journeys in their own vehicles for production before the Income-tax Department if and when required to establish that what is paid under the Scheme is by way of reimbursement of actual expenses on travel in the performance of official duties in connection with Company's business. Such records will also form the basis for payment of conveyance charges as envisaged in Clause 5.1 above.