Chapter 14 Leave Travel Concession

8/14/2019 Chapter 14 Leave Travel Concession

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CHAPTER 14

LEAVE TRAVEL CONCESSION

I. Application:

i) Leave Travel Concession shall be admissible to all confirmed employees in the service of the Corporation.

ii) Leave Travel Concession shall not be admissible to -

a) Any employee in Class I or Class II who has not completed one year of continuous service in that cadre or any

employee in Class III or Class IV who has not completed six months continuous service in that cadre on the date

the outward journey is performed by him or any member of his family, as the case may be.

b) Any employee who is not a whole-time salaried employee of the Corporation or who has been appointed on

contract or work-charged basis.

c) An employee serving abroad.

Note: Any employee officiating in higher cadre will be eligible to Leave Travel Concession facility based on his substantive

cadre only.

II Definitions:

a) employee shall mean a permanent whole-time salaried employee in the service of the Corporation.

b) family shall mean an employees wife or husband, as the case may be, and parents, legitimate/legally adopted

children and step children wholly dependent on the employee.

Explanations:

1) Not more than one wife is included in the term family.

2) Parents having income/pension-exceeding Rs.1500/- per month will not be deemed to be dependent on the

employee. Declaration to the effect that the parents are either residing with him or residing with his family and

are dependent on the employee must be obtained from the employee who is claiming LTC benefits for parents.

It is further clarified that an employee whose father has income not exceeding Rs.1500/- shall be treated as

dependent for the purpose of LTC, even if the employees mother is having income/pension exceeding Rs.1500/

-per month and is not dependent. REF: P/ER/A/G/200/III/MMS dated 18.01.2001.

3) Children with income exceeding Rs.1500/- per month shall not be deemed to be dependent on the employee. A

stipend or scholarship, granted by a University or other Institutions shall not be deemed as income for this

purpose. However, stipend to the M.B.B.S. graduate during internship in hospital will be treated as income.

4) Widow female employee may claim LTC benefit either for her parents or her parents-in-law who reside with

her and are dependent on her.

c) Competent Authority shall mean

i) In respect of employee belonging to Class I and II:1) The Officer-in-charge of a Division in respect of employees in the Division.

2) The Zonal Manager in respect of the employees in the Zonal Office and the Officers-in-charge of the Divisions

in the Zone.

3) Chief Internal Auditor in respect of the employees in the Internal Audit Organization.

4) Chairman in respect of Zonal Managers, Executive Directors and Managing Directors.

5) Executive Director (E&OS)/Chief (E&OS) in respect of other employees in the Central Office.

ii) In respect of employee belonging to Class III & IV:

1) An Officer of the rank of ADM. nominated for this purpose by the Officer-in-charge of a Division in respect of

employees in the Division.

2) An Officer of the rank of ADM nominated by the Zonal Manager in respect of employees in the Zonal Office.


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3) An Officer of the rank of ADM nominated by the chief Internal Auditor in respect of employees in the Internal

Audit Organization.

4) An Officer of the rank of ADM nominated by the Executive Director (E&OS)/ Chief (E&OS) in respect of the

employees in the Central Office.

d) Appropriate Class shall mean the class shown below by which the employees and the members of their family are

entitled to travel while availing of LTC.

Category By Train By Road By Steamer

ZM and above I Class AC / II AC Sleeper including Bus or by single seat in I Class

Rajdhani a taxi

Other Officers in Class I I Class Ordinary / II AC Sleeper Bus or by single seat in I Class

including Rajdhani a taxi

Development officers I Class or II AC / Rajdhani Express --do-- --do--

Class II Chair Car / AC III Tier Sleeper

Class III employees I Class / II AC / Rajdhani Express Bus II Class

drawing a Basic Pay of Chair Car / AC III Tier Sleeper

Rs. 7945/- and above

Class III employees II Class / Sleeper Class (other than Bus II Class

drawing a Basic Pay of Rajdhani Express) I Class / II AC if

less than Rs. 7945/- night journey is involved / Chair Car

/ AC III Tier Sleeper in Rajdhani

Express (if night journey is involved)

Class IV employees I Class / II AC / Rajdhani Express Bus Deck

drawing a Basic Pay of Chair Car / AC III Tier Sleeper

Rs. 7945/- and above

Class IV employees II Class / Sleeper Class (other than

drawing a Basic Pay of Rajdhani Express) Bus Deck

less than Rs. 7945/-

Notes:

1. Reimbursement of fare by Rajdhani Express Chair Car, wherever permissible, will be allowed only if the employee

actually travels by Rajdhani Express Chair Car.

2. Officers of the rank of DM and above who are entitled to travel by Air while on tour may also travel by Air on LTC

alongwith the eligible members of the family subject to following conditions:

(a) For travel by air the surface distance between two places by shortest route by rail will be the basis for reckoning

entitlement of mileage under LTC Scheme. Where the two places are not connected by rail, reference may be

made to the Road Map for mileage by direct route.

(b) An Officer, who travels by air, will be reimbursed full air fare provided each of the onward and return journeys

by air is within the ceiling of surface distance of 2000 Kms.

(c) If distance travelled by air is more than surface distance of 2000 Kms. each way, the deduction for the excess

distance shall be on pro-rata basis.

Example: If an Officer travels from Thiruvananthapuram to Mumbai by air, the distance of 2136 kms and back, the

officer will incur air fare of Rs 4089/- one way. The reimbursement will be restricted to 2 X (2000 X 4089 / 2136) only.

(d) Where an Officers travel is partly by air and partly by other entitled modes of travel, i.e. Railways/Roadways,

the reimbursement shall be made as under:

Full air fare for distance travelled within the permissible 2000 Kms, by air either onward and/or return journeys plus

ii) The amount equal to the difference in train fare for 2000 Kms, and the train fare for the distance travelled by airwithin 2000 Kms. which is to be calculated on notional basis on surface distance.


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Example :

An Officer travels from Mumbai to Delhi by air and then goes by rail to Agra. The distance travelled by him by air from

Mumbai to Delhi is 1385 Kms. for which he gets full air reimbursement. The reimbursement for the balance distance

will be equal to the difference in train fare for 2000 Kms. and train fare for 1385 Kms. which is the distance travelled by

air and arrived at on a notional basis on the surface distance. The distance in Kms. should be rounded off to the

immediate lower Km. of the distance for which the railway fare is available in the railway fare Table. If the mode of

travel by return journey from Agra to Mumbai is by eligible class by train, then the reimbursement will be subject to a

ceiling of train fare for 2000 Kms. or actual distance if less.

2) When travel by air is combined with travel in train by the entitled class, the order of reimbursement would be first

for the distance travelled by air irrespective of the phase of air travel i.e. whether it precedes or follows rail travel.

The reimbursement for the balance distance, if any, admissible is to be calculated as per 1(d) (ii) above.

3) If an Officer travels by air and the remaining distance by a class lower than the entitled class, the actual expenses

restricted to the eligible distance by appropriate class will be reimbursed. In case of a Class I Officer who is entitled

to travel by air, for example, if the Officer travels by air for 1000 Kms. and another 1500 Kms. by II class train the

reimbursement will be limited to air fare for 1000 Kms. and the II Class train fare for another 1000 Kms.

III Frequency of Entitlement:

i) Leave Travel Concession can be availed in respect of the employee himself and each member of the family duringany block of 2 years either for journey to home town or for journey to places other than home town but not both.

ii) The current block for Class I and II Officers is the Calendar Year 2007 2008 and that for Class III and IV

employees is Financial Year 2006-08, i.e. 01.04.2006 to 31.03.2008.

iii) An employee or any member of the family who does not avail the concession in one block may carry forward and

aggregate the same alongwith the current block and travel to any place in India on LTC subject to a maximum

distance of 2000 X 2 kms each way.

iv) An employee who is unable to avail of LTC during the particular block of two years may carry forward the unavailed

LTC to the next year block. However, the unavailed facility of one block cannot be carried forward beyond the

immediate next block of two years.

When an employee carries forward the unavailed LTC facility of one block to the next block he will have the

following options.

(a) To avail of the carried forward LTC in the first year of the next block or

(b) To avail of the unutilised block and the LTC for the current block in the current block itself. The journey should

be completed before last day of the second year of current block.

v) An officer whose family is living away from the head quarters can avail of the Concession for himself for visit to

the hometown once every year during each two-year block provided no other eligible member avails of the concession

for the same block.

However, if an employee has claimed LTC reimbursement of the expenses incurred for even one member of thefamily, the facility of two trips to hometown in any block will not be available.

vi) The LTC facility for the unavailed block that is being carried over to the next block should be availed of only in the

first year of the next block. Carry over of LTC of a particular block to the second year of the next block should be

allowed only in exceptional and rare cases provided the Competent Authority is satisfied that sufficient and valid

reasons of office exigencies existed for not availing of the concession of the carried forward block either in that

block itself or during the first year of the next block.

When carry over is allowed to the second year of the next block for satisfactory reasons and his / her family travels

together the claim can be reimbursed against the carried forward block in respect of family members also. However,

where family members alone travel but not the employee, the need for carry over to the second year of the next

block because of refusal of leave or office exigencies does not arise and in such cases the benefit of carry over ofLTC to the second year of next block will not be available to the family.


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IV Home-Town:

i) Home-town shall mean the place as is declared by the employee duly supported by reasons, as the place where hewould normally reside but for his absence from such a station for service in the Corporation. Such a declarationshall be subject to acceptance by the Competent Authority.

ii) Every employee shall within one month from the date of confirmation submit to the Competent Authority a declarationof home town, failing which the place of his posting shall be declared as his home town.

iii) A declaration of hometown once made and accepted by the Competent Authority shall be treated as final and will

continue to be the home town during the entire service period of the employee.

Provided that the authority mentioned below may, in exceptional circumstances, accept a change in the hometownbut such a change shall not be made more than once during the entire service period of an employee.

Cadre Competent Authority

Class III & IV employees of the Division SDM-in-charge of the Division

All classes of employees working in the Zonal Zonal Manager-in-charge of the ZoneOffice and SDMs-in-charge of Divisions

All employees / Officers in Audit Department Chief (Audit)

All classes of employees in Central Office ED (E & OS) / Chief (E & OS)

Notes:

1) The declaration of hometown shall be submitted in the prescribed Form A.

2) For the purpose of determining whether a declaration of home town may be accepted, the authority mentionedabove shall satisfy himself that one or more of the following criteria is satisfied :

a) Whether the place declared by the employee is one which requires his physical presence at intervals fordischarging various domestic and/or social obligations and whether, after his entry into service, the employeehad been or is likely to be visiting that place regularly.

b) Whether the employee owns residential or landed property in that place or whether he is a member of a jointfamily owning such property there.

c) Whether near relations of the employee are resident in that place.

d) Whether the employee had been living in that place for some years prior to his entry into the service of theCorporation.

e) Where the employee or his family own residential or landed property in more than one place, such place amongthese as is chosen by the employee for reasons to be given, may be declared by him as his home town, subjectto acceptance by the Authority.

V Leave:

i) LTC shall be admissible both for travel to home town and to a place other than home town and is to be performedduring any sanctioned leave including Casual Leave but other than Special Leave or Quarantine Leave without anyrestriction as to the minimum number of days.

ii) LTC will not be admissible to an employee:

(a) who proceeds on leave and then resigns his post without returning to duty.

(b) if availed on Sunday/holiday or without availing of leave;

(c) while on suspension.

iii) LTC may be allowed to an employee:

(a) who is on sanctioned Sick Leave provided a certificate from the attending doctor deeming the employee/officerfit to undertake journey is submitted and found satisfactory by the Competent Authority;

(b) who performs journey during EOL provided it was duly sanctioned by the Competent Authority;

(c) both for outward and return journeys for travel to home town or other than home town while the employee is onleave preparatory to retirement or on terminal leave. The return journey must be completed before the retirementdate.


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Notes:

1) The condition regarding leave shall not apply to journeys performed by the members of an employees family;

2) LTC shall be admissible irrespective of the actual period of stay in the home town/place other than hometown.

VI Approval of Travel Agencies:

All Divisional Offices including Zonal Office at Zonal Headquarters are required to approve travel agencies of

good repute and standing for the purpose of LTC. At places where both Divisional and Zonal Offices are situated,

the approval is to be done by the Zonal Office. Similarly, for Zonal and Divisional Office at Mumbai, CentralOffice will approve the travel agencies.

While approving, it should be ensured that the travel agent is of long-standing and good reputation. They should

maintain records for a long period of time and should consent to produce records when called for verification. Thelogbook maintained by them should contain:

(i) Opening / Closing Meter Reading

(ii) Station to Station mileage

(iii) Registration number of vehicle used

(iv) Number of persons travelled

(v) Drivers name

(vi) Make and Model of the cab(vii) Seating Capacity

(viii) Charges per kilometer

The stamped receipt issued by the Travel Agent should contain the following information:

(i) Name and number of Train / Bus etc

(ii) Name of the passenger and the seat number allotted to them

(iii) Date of commencement and completion of each of the onward and return journey

(iv) Distance travelled (station to station)

(v) Fare charged for each person excluding boarding and lodging or halting charges

VII LTC between places connected by rail:i) Where an employee for cadres not eligible for air travel and having basic pay of Rs.7945/- and above and/or a

member of his family performs the journey by a longer route and/or by a higher mode or by different modes of

travel, the amount reimbursable shall be the actual fare restricted to the II class AC fare (other than Rajdhani

Express) for the eligible distance i.e. for 2000 kms each way or the actual fare, whichever is less. For cadreseligible for air travel: if the Officer travels by train, the reimbursement of fare will be restricted to II AC fare for

DM / SDM cadre and I AC fare for ZM and above subject to overall limit of 2000Kms each way.

Class I officers are entitled to travel by Rajdhani Express by eligible class and hence difference in Rajdhani Express

fare is reimbursable.

Example: An employee for cadre not eligible for air travel and whose basic pay is Rs.7945/- or more travels by air for

distance less than 2000 Kms. the reimbursement will be IInd A/C fare for 2000kms or actual fare whichever is less.

Similarly if an employee having basic pay of Rs7945/- or more combines two blocks and travels by air to and frofor a distance less than 2000kms (Surface) then the reimbursement will be 4 times the II AC fare for 2000 Kms. or actualfare whichever is less.

ii) Where an employee or a member of his family travel by air or by road or by steamer, between two places connectedby rail, the concession shall be determined with reference to the fare by the appropriate class of railway

accommodation or the fare for the mode of travel actually used, whichever is less.

iii) Where the places are connected by rail and a Class III employee whose basic pay is less than Rs.7945/- travels by

luxury bus involving night journey, notional II Class railway fare may be reimbursed to the employee.

VIII LTC between places not connected by rail:

i) In the case of travel by road between places connected by a recognised public transport system, the fare for the

mode of travel actually used shall be taken into account subject to the limit of the fare by the appropriate class oftravel by road.


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ii) Where the journey is performed by road, an employee belonging to Class III or Class IV would be entitled to travel

by luxury/semi-luxury buses regularly plying with Regional Transport Officers/Authoritys permission in that

route. The LTC claim amount that can be reimbursed in this regard shall be limited to the notional train fare by

appropriate class for the eligible distance.

iii) Wherever places that are connected neither by rail nor by road but connected through steamer/plane, LTC journeycan also be performed by steamer/plane. The LTC claim amount that can be reimbursed in this regard shall be

limited to the fare by eligible mode for the appropriate class for the eligible distance.

iv) Where the journey is performed between places not connected by any recognised public transport system, theactual cost of the journey shall be taken into account to the extent considered reasonable by the authority competent

to sanction the reimbursement.

Notes:

If in any case covered under sub-clause (iv), any doubt arises about the extent of reasonable cost, the decision of the

Officer-in-charge of the Division/Zonal Manager/Executive Director (P)/Chief Internal Auditor, as the case may be,

shall be final.

IX LTC by taxi:

If an employee / officer performs journey by hiring taxi, reimbursement shall be made as below:

(a) Reimbursements for travel by taxi:

Entire Distance travelled by an approved agency Actuals, restricted to fare for each way by eligible mode actual

for the distance travelled

Entire Distance travelled by an unapproved agency Reimbursement restricted to the actual expenses (or) the fare

by the eligible mode for appropriate class for the actual distance

travelled, subject to conditions given in IX (b) below

Part by taxi and part by other modes For the Reimbursement Allowed

distance

covered by

Train Actual expenses incurredTaxi Eligible train fare for the actual distance

travelled by taxi subject to requirements

detailed in IX (b) being in order

Bus Actuals subject to railway fare of

eligible class for the distance travelled

Yatra Actuals subject to railway fare of

eligible class for the distance travelled

Subject to overall eligibility of 2000kms by eligible class.

(b) Requirements to be submitted:

Approved Agency Unapproved Agency

i. Trip Sheet showing the station-to-station i. Trip Sheet showing the station-to-stationmileage mileageii.

ii. Number and names of persons travelled ii. Number and names of persons travelled

iii. Departure / Arrival Time at all stations iii. Departure / Arrival Time at all stations

iv. Registration number of the vehicle used iv. Registration number of the vehicle used

v. Stamped Receipt v. Stamped Receipt

vi. Ownership Certificate

vii. Photocopy of RC Book


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(c) Journey commencing from HQ/other than HQ:

Journey commencing from Headquarters Journey commencing from other than

Headquarters

i. Journey should be by an approved travel i. Requirements as detailed in IX (b) should be

agency only. submitted

ii. If there is no approved travel agency,

requirements as detailed in IX (b) should be submitted.

(a) If any ineligible person has also travelled in the taxi, the taxi fare paid should be proportionately reduced and

such reduced amount should be the reimbursable amount subject to other conditions mentioned above.

(b) Receipt issued by Central/State Government Tourist Bureaus will be treated at par with the receipts of recognised

Travel Agencies.

2. In case the receipt issued is not by an approved travel agency and the requirements to be submitted for travel by an

unapproved agency, as mentioned in IX (b) above are not submitted, the reimbursement shall be restricted to the

least of the following:

(a) The amount calculated at the rate of 65 paise per Km. for the distances travelled for the family as a whole;

(b) The train fare by the II class (Express-Mail excluding sleeper charges) for the distance travelled and for theeligible members who travelled, irrespective of the fact whether the places are connected by rail;

(c) Actual Cost.

3. No reimbursement shall be allowed for travel by a friends car or by a private car borrowed for such purpose.

4. Where single seat facility is available and the travel is undertaken on the basis and rates of a single seat then the

receipt issued by taxi driver/owner or any travel agency may be accepted provided that travel by a single seat in taxi

is the entitled class of the employee. In other cases reimbursement will be in terms of 2 above.

5. In the case of travel by taxi the Competent Authority shall not waive any of the requirements of receipts, etc.

mentioned in IX (b).

6. LTC travel by various modes: PER/ER/A/G/200 dated 04/08/2000.If an employee travels by a higher capacity vehicle like Tata Sumo/ Jeep/Mahindra etc., which are used similar to

taxi the reimbursement shall be allowed on the same terms & conditions laid down in Clause 11 on LTC instructions

1994.

X Incidentals:

i) No incidental expenses shall be payable in respect of journeys for Leave Travel Concession.

ii) Service charges paid to authorised travel agents for tickets booked are to be reimbursed to the extent the Office

allows for official bookings on production of the printed receipt to that effect. Service charges once for onward

journey and once for return journey may be allowed.

iii) The reservation charges once for onward journey and once for return journey are allowed.

iv) Expenses on local transport shall not be admissible.

XI Journeys of employees and members of family:

i) An employee and his family may travel together or independently and Leave Travel Concession in respect of the

journeys of either shall not depend upon the journeys of the other. The members of the employees family may also

travel together or separately.

ii) The return journey of the employee or each member of his family shall be completed within six months from the

date of commencement of the outward journey of the employee or member of the family, as the case may be.

Provided that the Officer-in-charge of the Division/Zonal Manager/Executive Director (P)/Chief Internal Auditor,

as the case may be, may relax this condition in special cases.

iii) An employee married during the extended LTC block period can avail of LTC for himself and for his wife. He/Shecan avail of LTC for his/her spouse by combining two blocks provided he/she is otherwise eligible.


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iv) If husband and wife are working in different Organisations, LTC facilities may be allowed to our employee as per

our rules, subject to the condition that his/her spouse should not claim reimbursement from his/her employer for the

same journey for which an employee is claiming reimbursement. Before our employees LTC claim is settled, it is

necessary to confirm by obtaining a declaration from the employee that his/her spouse has not claimed the benefits

from his/her employer in respect of the same journey for which an employee has submitted the claim.

XII Special Provision where both husband and wife are employees of the Corporation:

i) Where both husband and wife are employees, Leave Travel Concession shall be as admissible to the husband or

wife but not for both.

ii) Where both husband and wife are employees, they shall be treated as a single family unit and shall declare only one

place as their home town.

iii) Where the wife of an employee is also an employee holding a post at the same headquarters, the wife shall be

treated as a member of the employees family but the appropriate class of the wife, if higher, shall be the one

admissible to the husband and the family.

iv) Where the husband and wife are both employees and both serving at different headquarters, LTC shall apply separately

to each of them and such members of the family as are resident and dependent on each of them.

Provided that the concession in respect of the wife and each member of the family shall be available only once in

every block of two years either under sub-clause (iii) or sub-clause (iv).v) In cases where both husband and wife are employees of the Corporation, Leave Travel Concession benefit as is

allowed to the male employee and his wife may be allowed to the parents of the female employee also, provided

they are residing with her and are dependent on her.

XIII Miscellaneous:

i) When the travel is by a circuitous route, to decide reimbursement the total distance travelled divided by two is taken

as the distance travelled on onward / return journey.

Example:

LTC claim of a Class III who draws Basic Pay of more than Rs 7945/- by a circuitous route:

Claimed:

Number of persons From To Distance Mode Fare

Adults Children

6 - Chennai Kumbakonam 376 Taxi

6 - Kumbakonam Rameswaram 375 Taxi

6 - Rameswaram Kanyakumari 322 Taxi

6 - Kanyakumari Tirunelveli 471 Taxi

6 - Tirunelveli Palani 398 Taxi

6 - Palani Yercaud 356 Taxi

6 - Yercaud Chennai 332 Taxi

Total Distance 2630 22247.10

As the travel is by circuitous route and the distance travelled is 2630 kms, half of the distance, i.e., 1315 kms is taken as

the farthest point.

Amount eligible:

However, the actual distance travelled taken from the road map comes to 2468 kms only. Hence, the distance allowed

comes to 1234 kms each way.

The amount that can be settled will be the II AC fare for 1234 kms (Rs 1383/-) each way for one person.

For 6 adults: (1383 X 2) X 6 = Rs 16,596.00Payable: Rs 16,596.00


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ii) Where the journey is performed in stages, we may allow reimbursement of the actual expenses limited to the fare

for 2000 Kms. by the eligible class. For example, an employee travels from Mumbai to Delhi (distance of 1388

Kms.) by I Class in two stages i.e. Mumbai to Ahmedabad (distance of 492 Kms. fare Rs.605/-) and Ahmedabad to

Delhi (distance of 896 Kms. fare Rs.918/-). In such a case reimbursement of the actual expenses limited to the fare

for 2000 Kms. by IInd AC sleeper Class can be allowed.

Example:

LTC claim of a Class III employee drawing Basic Pay of more than Rs 7945/- availing two blocks:

Entitlement = II AC fare for 2000Kms x 4 x 2 persons = 1871 x 4 x 2 = 14968/-

Plus Reservation, SF and Safety Charges each way. Reservation and SF only once each way.

Claimed:

Number of persons From To Distance Mode Fare including

Adults Children (kms) reservation

charges (Rs)

2 - Chennai New Delhi 2184 II AC (2071 X 2) + 50

2 - New Delhi Haridwar, New Delhi 500 Bus 650 X 2

Rishikesh back to

2 - New Delhi Agra, Mathura, 500 Bus 650 x 2

back to New Delhi

2 - New Delhi Simla, Chandigarh 950 Bus 2250 X 2

and back to New

Delhi

2 - New Delhi Jaipur and back to 550 Bus 800 X 2

New Delhi

2 - New Delhi Chennai 2184 II AC (2071 X 2) + 50

TOTAL 17,084.00

Admissible:

From To Distance Allowed Mode Allowed Amount

(kms)

Chennai New Delhi 2184 II AC fare for 2184 2071 X 2 = 4142

kms (1936+25+30+80)X2

New Delhi Haridwar, Rishikesh, back 500 Actuals, being less 650 X 2 = 1300 *

to Delhi than the II AC fare for500 kms

New Delhi Agra, Mathura, back to 500 Actuals, being less

Delhi than the II AC fare for 650 X 2 = 1300 *

500 kms

New Delhi Simla, Chandigarh and 950 II AC fare for 950 kms (725 X 2) X 2= 2900 **

back to New Delhi

New Delhi Jaipur and back to New 550 Actuals, being less 800 X 2 = 1600 *Delhi than the II AC fare for

550 kms

New Delhi Chennai 2184 II AC fare for 2184 kms 2071 X 2 = 4142

(1936+25+30+80) X 2

TOTAL 15,384.00

* Actual fare less than II AC fare

** (2 X II AC fare for 950/2Kms) X 2


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Amount Payable:

Towards Journey : Rs 15,384.00

Service Charges for onward journey : Rs 50.00

Service Charges for return journey : Rs 50.00

Payable : Rs 15,484.00

iii) An employee and/or members of the family may, while availing of the concession, travel by a longer route

and/or a higher class and/or by or different modes of travel. However, the Leave Travel Concession would besubject to the limit of the fare by the appropriate class for 2000 kms each way.

Further, while travelling to a place other than home town an employee or members of his family can visit nearby

places making any place on the onward and/or return journeys as base camp. The only condition is that they

should not commute between 2 places more than once. The fares for the additional trip, if commuted between two

places more than once, as also the trips in the nature of local travel shall be disallowed.

iv) An employee and members of his family may perform journeys to different places while availing of the benefit.

v) The children of the employee, who are prosecuting whole-time studies at places other than the headquarters of

the employee, will be eligible to the concession

vi) The spouse of an employee staying away from the headquarters of the employee will be allowed to travel on LTC

to places other than home-town as holiday travel subject to 2000 Kms. limit each way.vii) An Employee or any member of the family may avail of any concession such as seasonal concession, student

concession, etc. In such cases, the concessional fare alone shall be taken into account for the purpose of

reimbursement.

viii) Certificates/receipts issued by recognised schools, colleges, educational institutes shall be accepted in respect of

employees children who join sightseeing tours organised by their schools/colleges/educational institutions.

ix) The journey in respect of which the concession is admissible need not necessarily commence from or end at the

headquarters of the employee either in his own case or in the case of members of his family. However, the

concession shall be that admissible in respect of the actual distance travelled limited to what would have been

admissible had the journey been performed between the headquarters and the place concerned by the appropriate

class subject to 2000 Kms.x) Journeys performed through approved travel / yatra agencies will be admissible under the Leave Travel Concession.

The reimbursement shall be allowed on the basis of the railway fare by the appropriate class irrespective of the

actual mode of travel used subject to the prescribed limits or the amount spent by the employee, whichever is

less.

xi) For the purpose of sight-seeing or pilgrimage, etc., the concession shall be allowed for travel upto motorable

distance only and the expenses incurred by the employee for climbing up and down the hill by unconventional

means of transport like mules, tattoos, etc. should not be taken into account for the purpose of reimbursement.

xii) Where the holiday travel consists of travel in India and abroad, the criteria should be the distance travelled in

India or 2000 Kms. whichever is less. For this purpose, the travel in India would include the distance from the

point of embarkation in India to the nearest point on the border of India. The nearest point in India, to the foreignplace is not relevant.

For example, if an employee travels from Mumbai to London direct no amount will be reimbursable. But if he

travels to London via Delhi, the amount reimbursable will be restricted to the distance travelled from Mumbai to

Delhi and from Delhi to the nearest point on the Indian Border (as the crow flies) subject to the limit of 2000

Kms. Similarly, if an employee flies to Singapore from Chennai or Kolkata, nothing will be reimbursable. But if

he were to fly from Mumbai or Delhi to Singapore, then the distance covered from the Point of embarkation (i.e.

Delhi or Mumbai) to the border in India will be the reimbursable limit, subject to 2000 Kms.

xiii) Night Journey: Night Journey means any single journey or break journey on through ticket undertaken for a

minimum of 4 1/2 hours between 8.00 p.m. to 6.00 a.m.

xiv) Tatkal Reservation charges shall not be reimbursed in case of journey on LTC (Memo Ref P/ER/A/TE/x dt 13/08/

1999))


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xv) Safety surcharges levied by rail/air authorities may be reimbursed to the employee regardless of the number of

journeys performed if otherwise entitled for reimbursement, subject to overall eligibility of the employee concerned

under LTC Travel. However, service charges to travel agent may be reimbursed only once for onward and return

journey. (Ref: CO letter Per/ER/A/G/200 dated 19.07.2004).

xvi) Sight Seeing at Goa: CO clarification dated 22.11.1993, North Goa, South Goa and Dabolim fall outside the

municipal limits of Panjim. Hence sight seeing to these places does not fall under local sight seeing.

xvii) Air travel for children below 5yrs.: CO circular reference PER/A/G/200 dated 03/06/1998 says that if an employee

not entitled for air travel travels by air reimbursement will be determined with reference to the entitled class intrain. As per railway rules, fare is not charged for a child aged less than 5 yrs, so the question of reimbursement

of notional train fare for the child below 5 yrs does not arise.

In respect of children between 5 to 12 yrs the reimbursement will be limited to the extent of 50% of train fare of

adult for the eligible distance.

xviii) For journey by bus/ approved travel: CO circular No ZD/921/ASP/99 dt 07/06/1995. For child between 3 and 5

yrs of age travel by bus between two places whether connected by rail or not reimbursement may be allowed

taking the age of child as over 5 yrs but less than 12 yrs. and half the notional train fare of the eligible class of

actual distance travelled or the actual fare charged by the travel /yatra agent whichever is less.

xix) For journey by Taxi Children aged below 5 yrs: CO circular PER/ER/A/G/200 /VII /MMS dated 01/02/2003 In

case travel by taxi reimbursement may be made without proportionate recovery towards children aged upto 5 yrswhere journey is performed by hiring the full taxi.

xx) Travel by Yatra: CO circular Personnel/ER/A/G/200/VIII/MMS dated 07/11/2003 In case of travel by yatra agency

the reimbursement irrespective of the actual mode of travel used shall be subject to the actual distance travelled

or 2000 kms whichever is less for ever block of two yrs by the eligible class.

xxi) Senior Citizens: CO reference P/ER/A/G/200/II dated 09/05/2000.

Reimbursement in case of senior citizens

i) If the full journey is performed by availing concession reimbursement should be reduced proportionately and be

limited to twice the fare of 2000kms. At concessional rate by entitled class of travel by train or air or actual incurred

whichever is lower.

ii) where part of the journey is performed by availing concession reimbursement should be limited to the actual fare

paid for such part of journey plus the fare for the eligible balance distance travelled by them by the entitled class

to travel in train.

iii) In the fore said case where the employee is not entitled to travel by air as matter of rule total reimbursement should

not exceed twice the fare for 2000 kms by entitled class of travel by train.

XIVTravel to Home Town

In addition to all the above mentioned, being common to both LTC and Home Town travel, the parameters given below

will be the only distinct difference between home town travel and LTC:

Parameter LTC To Home TownDistance of 2000 kms each way Restricted Not Restricted

Shortest Route Not necessary Compulsory

Cheapest Route Not necessary Compulsory

Fare Restricted to 2000 kms each way by Payable for the actual distance

eligible class travelled by the eligible class


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1. Hometown Travel between places connected by rail:

(a) An employee whose family is living away from his headquarters may avail of the concession once every year

during the two-year block for travel to the hometown. However, while claiming reimbursement for visiting the

hometown twice in a two-year block, the family shall forgo their eligibility for LTC.

(b) The children of the employee, who are prosecuting whole time studies at places other than the headquarters of

the employee, will be eligible to the concession for the purpose of visiting hometown or the headquarters of the

employee. The reimbursement in these cases shall be the actual fare incurred for the journeys from the place of

study to the home town or headquarters and back by the appropriate class by the shortest / cheapest route. If

however any railway concession in the fare, like the seasonal concession is availed of the concessional fare

alone shall be taken into account for the purpose of reimbursement.

(c) If, for the entire journey by the shortest or cheapest route between headquarters and hometown or a part thereof

an employee has to pay railway fare on the basis of an assumed or weighted mileage or at inflated rates, the

employee shall be entitled to leave travel concession irrespective of the actual distance between his headquarters

and hometown. In such a case, the amount reimbursable by the Corporation to the employee in respect of each

journey shall be the actual railway fare.

(d) Where an employee or a member of his family travel by air or by road or by steamer, between two places

connected by rail, the concession shall be determined with reference to the fare by the appropriate class of

railway accommodation or the fare for the mode of travel actually used, whichever is less.Notes:

1. If, in a case covered by sub-clause (d) a part of the journey has to be performed by road also, the Leave Travel

Concession admissible shall be determined in the manner prescribed in the above sub-clause taking into account

the appropriate fares for such road journey.

2. In case of an employee belonging to Class I or Class II the provisions of sub-clause (d) shall also apply in cases

where the journey is performed by own car, the cost of propulsion being borne by the officer. For this purpose the

petrol and oil charges for the shortest route shall be taken as the fare by the mode of travel actually used. This

provision shall not apply to employees belonging to Class III and Class IV.

2. Hometown travel between places not connected by rail:

(a) In the case of travel by road between places connected by a recognised public transport system, the fare for the

shortest route by the mode of travel actually used shall be taken into account subject to the limit of fare by the

appropriate class of travel by road.

(b) An employee and members of his family may travel by steamer where an alternate means of travel is not

available or is more expensive. In such cases, the actual fare limited to the fare by the appropriate class by train

shall be taken into account.

(c) In respect of journeys between places not connected by rail which are performed by steamer or air, other than

those covered by sub-clause (b), the amount to be taken into account shall be the fare for the appropriate class

of travel by the eligible mode or by steamer, as the case may be, provided the employee is not entitled to travel

by air.

(d) Where the journey is performed between places not connected by any recognised public transport system, the

actual cost of the journey shall be taken into account to the extent considered reasonable by the authority

competent to sanction the reimbursement.

Notes:

1. If in any case covered under sub-clause (d), any doubt arises about the extent of reasonable cost, the decision of the

Officer-in-charge of the Divisional / Zonal Manager / Executive Director (P) / Chief Internal Auditor, as the case

may be, shall be final.

2. In the case of employees belonging to Class I or Class II the provisions of sub-clause (d) shall also apply in the case

of travel by own car, the cost of propulsion being borne by the Officer. The petrol and oil charges for the shortest

route shall be taken as the fare by the mode of travel actually used.


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3. Hometown travel by car:

Officers belonging to Class I or Class II shall be entitled to travel by car while on LTC. If the journey is undertaken

by car, reimbursement under the LTC would be admissible only when the journey is performed by an Officer and/

or members of his family in a car owned by the Officer concerned or allotted to him under any of the schemes of the

Corporation. The basis for reimbursement in such cases shall be the actual petrol and oil charges, subject to the

limit of the fare by the appropriate class, as prescribed under the rules. In case an Officer is unable to produce

receipt/vouchers for the petrol and oil charges and the Competent Authority is satisfied that the journey was performed

by car owned by the Officer or allotted to him by the Corporation, reimbursement may be allowed on the basis of

the mileage rates under the Scheme VI (conveyance facilities to Marketing Officials) subject to the limit of the

prescribed ceilings by the appropriate class.

Class III and IV are not eligible for journey by car.

4. Hometown Travel for One Way Journey:

(a) Admissibility of Leave Travel Concession for one way journey shall be determined with reference to the facts

existing at the time of outward and return journeys independently.

(b) Leave Travel Concession shall be admissible only for the outward journey to the home town in the following cases:

(i) Dependent son/daughter getting employment or getting married after going to the home town or remainingthere for prosecution of studies.

(ii) The family having performed the journey to home town have no intention of completing the return journey

from home town, provided the employee foregoes in writing the Leave Travel Concession in respect of the

return journey, if performed by the family members at a subsequent date.

(c) The Leave Travel Concession shall be available only for the journey to the headquarters in the following cases:

(i) Newly married wife coming from the home town to headquarters;

(ii) Family members living at the home town who did not avail of the concession for the outward journey;

(iii) Dependent son/daughter coming from the home town where he/she has been prosecuting studies or living with

grandparents, etc.;

(iv)Child legally adopted by an employee while staying in the home town.

(d) During leave preparatory to retirement, Leave Travel Concession shall be admissible to the employee and members

of family both in respect of the outward and return journey from the headquarters to home town or other than home

town.

5. Any member of the family who is staying at a place other than the headquarters and who otherwise qualifies would

be eligible for the concession for the purpose of visiting either the home town or the headquarters of the employee.

If amember of the family travels to a home town the reimbursement shall be the actual fare incurred from the place

of residence of such member of the family to the hometown and back limited to what would have been admissible

had the journey been performed from the headquarters of the officer/employee to the hometown and back byappropriate class and by the cheapest / shortest route.

6. An officer whose family is living away from the head quarters can avail Leave Travel Concession for himself alone

once every year during each block provided no other eligible member avails of the concession for the same block.

However, if an employee claims reimbursement of the expenses incurred by any member of the family for visiting

the headquarters / hometown, the facility of two trips to hometown in any block will not be available.

7. Hometown Travel in case of employees who are posted away from mainland:

Employees who are posted from the mainland to Port Blair and availing of LTC will be allowed free passage by

steamer by the appropriate class for self and family from Port Blair to the port on the mainland nearest to home-

town and back, the actual duration of the voyage being treated as Special Leave. Leave Travel Concession to home

and leave will be reckoned from the place and date of disembarkation on mainland till the date of embarkation from

the mainland on return journey from the place of disembarkation.


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8. Travel to Hometown in combination with transfer or tour:

(a) Where an employee travels to his home-town availing of Leave Travel Concession and proceeds therefrom on

transfer to new headquarters, he should be eligible to Leave Travel Concession provided it is otherwise admissible.

The Leave Travel Concession in such case shall be limited to the extent the total distance from the old headquarters

to the home town and from the home-town to the new headquarters, exceeds the distance for which transfer

travelling allowance is admissible.

(b) Where an employee proceeds from a station where he is on tour to his home-town on leave and proceedstherefrom to his headquarters for resuming duty, Leave Travel Concession shall be admissible for journeys

from the tour station to the home town and from the home to the headquarters deeming the tour station as the

starting point of the outward journey.

(c) Where an employee travels to his home town availing of Leave Travel Concession and proceeds from the home

town to a tour station and returns therefrom to his headquarters, the Leave Travel Concession shall be admissible

in respect of the journey from the headquarters to the home town only.

Notes:

1. In cases of the type referred in sub-clause (a) above, it shall be open to an employee not to avail of the Leave Travel

Concession on such an occasion in which case Leave Travel Concession may be availed of later provided it isotherwise admissible.

2. An employee who avails of the concession in terms of sub-clause (a) above, shall make the claim at the time of

submitting the transfer travelling allowance bill.

9. Home Town Travel restricted to journeys within India:

(a) Leave Travel Concession shall be restricted to Journeys within India.

(b) An employee, whose hometown is outside India, shall be entitled to Leave Travel Concession for visiting his

hometown. The Leave Travel Concession in such a case shall be limited to that admissible in respect of the

journey upto and from-

i) The railway station in India nearest to his home town; or

ii) The port of embarkation/disembarkation in India which is nearest to his hometown.

XV Advances:

i) An advance may be granted to an employee against the reimbursement admissible.

ii) The amount of advance shall be limited to four-fifths of the entitled amount, which shall have to be reimbursed in

respect of the cost of outward and return journeys.

iii) Where an employee and members of the family avail of Leave Travel Concession at different times, advances may

be granted on each such occasion.

iv) Advance in respect of both the outward and return journeys to an employee and/or members of the family may begranted at the time of commencement of the outward journey only if the period of leave granted to the employee the

period of anticipated absence or the period of absence of the members of family does not exceed 90 days. Where

the period of leave or anticipated absence exceeds 90 days, advance may be granted in respect of the outward

journey only.

v) An employee may be allowed to draw the advance as permissible not earlier than 16 days prior to the commencement

of the journey. However, LTC advance may be granted to an employee earlier than 16 days of the commencement

of the journey only against the production of money receipts or tickets. Further, not earlier than 16 days of the

commencement of the journey another advance may be granted without insisting on production of receipts/tickets.

vi) The advance drawn shall be refunded forthwith if the journey is not commenced as reserved.

vii) Advance drawn under the LTC Rules shall be deemed to become due as under:


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a) Where the advance is drawn for both the outward journey and return journey, one half of the advance shall be

refunded on the date on which the employees come to know that the period of leave or anticipated absence

would exceed 90 days or when such period of 90 days expires (a period of 90 days being reckoned from the date

of commencement of leave or the date of commencement of outward journey, as the case may be) whichever is

earlier.

b) The entire amount of advance drawn shall become due for refund if outward journey is not commenced on the

date on which it was to commence.

c) Where an employee who is eligible to travel by higher class of Railway accommodation travels by lower class

of Railway accommodation or where cheaper mode of travel is adopted or where he does not visit all the places

indicated by him in Form B at the time of drawal of the advance (or otherwise), excess amount of advance

drawn shall become due for refund on the date on which the authority competent to sanction the reimbursement

under the instructions ascertains the amount required to be refunded and intimates about it to the employee

concerned.

viii) The employee concerned should refund LTC advance sanctioned to them within 7 days after the advance drawn by

them becomes due for refund as per clause (vii) above, under the instructions. If the employee fails to refund it

within the prescribed period of 7 days then the amount of advance due for return or refund shall be recovered from

the next pay bill of the employee.

ix) Authority competent to sanction an advance under this clause shall be the same as for sanction of an advance

towards travelling allowance.

Note:

Application for advance from an employee shall be submitted in Form B.

XVIProcedure for reimbursement:

i) The authority competent to sanction the reimbursement shall be the authority competent to pass the travelling

allowance bills of the employees.

ii) An employee availing of LTC shall submit his claim for reimbursement within 15 days from the date of completion

of the return journey or of the outward journey in cases where LTC is admissible in respect of outward journey

only. However, any delay in submission of the claim can be condoned by the Competent Authority in the following

manner:

1) Upto 3 months:

Employees/Officers working at Competent Authority

Branch and Divisional Office Senior/DM-in-charge

Zonal Office An Officer in the rank of DM authorised by ZM

Central Office An Officer in the rank of DM authorised by ED (E&OS) / Chief (E&OS) /

Chief Internal Auditor

Audit Centres Secretary (Audit) / Deputy Secretary (Audit)

2) Beyond 3 months:

No relaxation is permitted except in cases of prolonged illness during the period of 3 months. Such cases should be

referred to ZM/CIA/Executive Director (E&OS)/Chief (E&OS).

iii) An employee shall alongwith his claim for reimbursement, submit necessary cash receipts or vouchers or tickets in

respect of travel by train. The employee shall also give such other information as may be required by the authority

competent to sanction reimbursement.

If an employee is unable to produce the proof as mentioned above the Officer-in-charge of the Division/ZonalManager/Executive Director (E&OS)/ Chief Internal Auditor, as the case may be, may at their discretion and in


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exceptional cases, waive this requirement for part of the journey if proper proof has been produced for rest of the

journey and the Competent Authority is satisfied about the bonafides of the claim provided it is established that the

employee had visited the final destination. For the purpose of reimbursement the part of the journey for which the

Competent Authority waives proof, should be deemed to have been performed by rail in the lowest class without

sleeper accommodation.

The Competent Authority while waiving production of proof for a part of the journey should satisfy himself that the

employee concerned as also each eligible member of the family had undertaken the journey to the final destination.

Only on being satisfied and after recording the reason/s in writing in the file to the effect as to how he satisfiedhimself that the employee and/or each member/s of the family had reached the final destination, the Competent

Authority should exercise his discretion for waiver of production of proof for part of the journey.

iv) Where an employees home town is not entirely connected by the train, that is to say, when an employee has to

travel otherwise than by train from the nearest railway station to reach his own home town, the Competent Authority

may, at his discretion, also waive production of receipt for that portion of the journey which is not connected by

train, provided that the employee had produced receipt/vouchers evidencing journey to the railway station nearest

to the home town and the distance between the railway station and the home town is not more than 50 Kms. In such

cases, the Competent Authority may allow reimbursement of appropriate bus fare from the nearest railway station

to home town and back. Where the distance is more than 50 Kms., the Competent Authority should insist upon

production of receipts/vouchers.

Notes:

1) The claim for reimbursement shall be submitted in Form D. Distance between the places of travel shall be invariably

furnished by the employee.

2) In cases where an employee continues to be on leave after he returns to the headquarters, the period of 15 days may

be counted from the date of his resuming duty.

3) Receipts issued by travel agents specifically authorised by the railway authorities for ticket purchased by the

employees through them may be accepted provided ticket number, the name of the passenger and other relevant

details are given therein.

4) Leave Travel Concession shall not be admissible in respect of journey performed by an employee or a member ofhis family holding a ticket on which reservation has been made in the name of the other persons.

5) LTC claims for air travel where airlines do not issue air tickets:

Some private airlines like Air Deccan, Spice Jet, Kingfisher, etc. are known not to issue air ticket in usual form and

instead they issue a print out giving details of air travel such as name of passenger, sector, date of travel fare

charged, etc. In such case employee has to submit a Xerox copy of print out attested by Class I Officer of the

Corporation and original boarding pass.

In case of e-tickets also the print out of e-ticket alongwith original boarding pass is to be submitted.

XVIIEntitlement on promotion from Class III to Class I:

1. Class III employees who are promoted to Class I are eligible to Class I LTC benefits only after they have put in oneyear of continuous service in Class I.

2. The unavailed concession as admissible to such employees in Class III, which accrued to them prior to their taking

charge in Class I, may be availed of by them within a period of one year from the date they took charge in the Class

I cadre. The carry-over of the Class III concession would not be admissible after an employee has become eligible

to Class I LTC benefits.

3. An officer may avail of LTC benefits for the Calendar Year 2005-2006 block after he becomes eligible to Class I

benefits, irrespective of the fact that he has or has not availed of the LTC benefits available to him for the Class III

LTC block ending 31.03.2006.

4. Though the Officer avails LTC facility that has accrued to him as a Class III employee, the basic pay for determining

the appropriate mode of travel for reimbursement purposes should be the one drawn by him on the date of histravel.

Documents

Chapter 14 Leave Travel Concession