Relocation Policy

Objective

The objective of this policy is to define a process to mitigate the inconveniences experienced by team members while operating away from their base city of work. It is also to bring in consistency in the way the relocations are handled at various cities in different instances. 

This policy establishes a framework for team members who relocate between Ample group of companies through:

  • Voluntary team member’s request 
  • Temporary relocation 
  • Permanent relocation

Policy commencement and validity

This policy shall be effective from 1st of June 2019 and remains valid till revoked. However, management is free to make any amendments to the Policy or withdraw it any time, with appropriate communication. 

Scope

This policy shall be applicable for team members on Ample payroll and consultants.

Guidelines for Relocation

  • Relocation is when a team member has to be sent to a city other than the base city owing to business requirement.

  • Relocation shall be done for a special task / assignment / higher responsibility.

  • A travel for less than 15 days will be considered as business travel and reimbursement will be done basis the business travel policy. 

  • A temporary relocation would be a case where the movement is for a minimum of 15 days to a  maximum of 6 months. 

  • A permanent relocation would be a case where the team member is moved permanently to another city.

  • ‘Base city’ is the permanent city of work assigned as notified in the offer letter or transfer letter, whichever is the latest.

  • The provisions of this policy will apply if the city of work is different from what is declared during the time of appointment.

  • A voluntary relocation request shall be entertained only in case where the business has a requirement at the city and the team member fulfils the criteria of the requirement for which the relocation allowance would not be applicable.

  • The relocation allowance is inclusive of food, stay and local conveyance reimbursements; no additional amount will be paid.

  • In case of permanent relocation, it will be at the discretion of the HOD and Head HR to consider any change in the CTC basis the role, apart from the relocation allowance.

  • To benefit the team member from availing tax exemptions, the allowance will be treated as reimbursement component.

  • The relocation allowance would be calculated and paid only on a pro-rata basis.

  • The cessation of the relocation period will be at the discretion of the HOD basis the completion of the assigned task. Post the cessation of the relocation period, the resultant relocation benefits shall be withdrawn from the succeeding month.

  • Utilising the provisions of the relocation allowance for personal gains of any kind will not be allowed and will draw strict actions.

Procedure and Payout

  • The reporting manager initiates the process of identifying the team member to be deputed, decides on the location and probable commencement date.

  • The reporting manager explains the assignment and mutually firms up the commencement date with the team member. An agreement of these discussions are documented over an email. Following this, the business head consents on the same. 

  • Business communicates to the HR with the above details of the relocation.

  • The HR manager would, in consultation with the Business HOD decide the allowance (refer Annexure 1) and take a consent from the team member in writing.

  • Approval from the HR head will be taken to proceed with the relocation process.

  • HR will co-ordinate with the Admin department to arrange for accommodation for the team member at the new location for the first 10 days and the expense during these days will be considered as per the business travel policy. The team member will identify and move out to a permanent accommodation, post which for the remaining days the relocation amount will be paid on a pro-rata basis.

  • Admin to make further travel arrangements for the team member as per eligibility.

  • Team member to fill up the “Travel Claim form – Out Station” and mention the stay period as 1 month and submit to Finance for disbursement of his stay expense.

Annexure 1

Classification of cities

* The amount mentioned in the table above are indicative and any exceptions would be at the discretion of the Business HOD and HR Head.

Class A

Mumbai, Delhi/NCR, Kolkata, Bangalore, Chennai and Hyderabad, Goa

Class B

All state capitals other than mentioned in “A”, Pune, Cochin, Gwalior, Calicut, Coimbatore

Class C

All other cities and towns not covered in “A” and “B”, Pondicherry, Kottayam, Thrissur, Udupi