Vol – III / CHAPTER-VII 20

LEAVE TRAVEL CONCESSION

Authority APPLICABLE ONLY TO OFFICERS IN

(a) PC N0.13/2000 GRADE- VIII & ABOVE
Dt.29-6-2000
Paras 1 & 4
(b) PC No.25/2000
dt.13-10-2000
para-1

Authority The following rules are framed to enable the

IDN [Link]/04/ employees and their families to undertake journeys to
58E, Home Towns/any other places in India (within the
dt.23-04-1982 territory of India) and back, while on V.L. / L.O.P
(Sanctioned) separately or in combination covering
the full period of LTC.

2. DEFINITIONS:
2.1 Family: :”Family” shall mean –
The employee’s wife/husband, as the case may be, residing with the employee
and wholly dependent upon him/her;
Legitimate children and step-children;
Dependent parents, step mother;
Dependant unmarried sisters (applicable only where the parents are also
dependent or are not alive);
Dependent minor brothers residing with the employee and wholly dependent
upon him/her (applicable only where the parents are also dependents or are
not alive).
Subject to the condition that the total number of brothers and sisters for
the purpose of claiming concession under the rules shall not exceed two (i.e.,
two brothers or two sisters, or one brother and one sister).
Dependent:
Authority Parents ,sister or brother, residing with the employee
PC No. and whose income from all sources does not exceed
Dt. Rs 1,500 per month, shall be deemed to be wholly
dependent upon the employee for the purpose of this
rule.
Vol – III / CHAPTER-VII 21

Note: In case of availing LTC for brothers, their date of birth certificate(s) along
with an attested copy shall be produced by the employee.

2.2 Home Town : “Home Town” means the permanent home town or village
as entered in the appropriate official record of the employee concerned, or such
other place as has been declared by him, duly supported by reasons, such as
ownership of immovable property, permanent residence of near relatives,
where he is required to attend various domestic and social obligations, etc., at
the place where he would normally reside but for his absence from such a
station for service in BDL. Where the husband and wife are employees of BDL,
the couple should be treated as single family and declare one place to be their
home town which should be the same place for both of them. In making the
declaration, it is open to them to choose the home town of the parents of either
spouse or any other place where they have to fulfill their social and religious
obligation. But having once declared a place to be their home town, that place
should be treated as their joint home town for all times.

NOTE : CHANGE OF HOME TOWN FOR THE LTC PURPOSES.

Authority The rules regarding declaration and change of Home

BDL/04/51/ Town for LTC purposes are as under :
16/C-P&A
Dt. 27-01-1992

Home Town : “Home Town” means the permanent home town or village as
entered in the appropriate official record of the employee concerned, or such
other place as has been declared by him, duly supported by reasons, such as
ownership of immovable property, permanent residence of near relatives,
where he is required to attend various domestic and social obligations etc., at
the place where he would normally reside but for his absence from such a
station for service in BDL.

The declaration of Home Town once made shall ordinarily be treated as final.
However, in exceptional circumstances, the controlling officer may authorize a
change in such declaration, provided that such a change shall not be more than
once during the service of an employee.

The change of Home Town is to be resorted to as an exception rather than as a

rule. Any request for change of Home Town is examined with reference to the
following criteria :
Vol – III / CHAPTER-VII 22

Whether the place declared by the employee is the one which requires his
physical presence at intervals for discharging various domestic and social
obligations, if so, whether after his entry into service, the employee had been
visiting that place frequently;

Whether the employee owns residential property in that place or whether he is

a member of a joint family having such property there (where an employee or
the family of which he is a member owns residential and/or land property in
more than one place the employee may choose one such place as his Home
Town giving reasons for the same);

Whether his near relations are permanently residing in that place; and

Whether prior to his entry into the company, the employee had been living
there for some years.

Further, the employee is required to submit evidence or certificate issued by

Government/revenue Officials not below the rank of Tahsildar in respect of
residential/land property.

The change of Home Town is subject to verification. If it is found, on

verification, that the information furnished by the employee is not correct, the
concerned employee shall be liable for disciplinary action besides recovery of
the amount paid towards LTC.

Employees are advised, in their own interest, not to send a request for change
of Home Town unless there is a valid reason to do so.

3 WHEN HUSBAND AND WIFE ARE EMPLOYEES:

3.1 When both the husband and wife are BDL employees, the concession
will be admissible to the family on the scale admissible to the husband or the
wife (and not both) who applies for this concession.

3.2 The declaration of hometown once made shall ordinarily be treated as

final. However, in exceptional circumstances the Managing Director may
authorize a change in such declaration, provided that such a change shall not
be more than once during the service of an employee.
Vol – III / CHAPTER-VII 23

4. SCHEMES AVAILABLE FOR LTC:

Authority 4.1 Under the scheme an employee and his/her family,

1) BDL/03/21/79 once in a block of Four* years, will be entitled to visit

dt.03-06-1987 home town and once in a block of four years any
place in India. Reimbursement of train fares/Air
2) BDL/03/21/79 fares/Bus Fares will be made without any restriction
Dt.11-06-1987 (w.e.f. 01.06.1987).
Vol – III / CHAPTER-VII 24

Authority PC No.41/91 dt.09-01-1991 CLARIFICATIONS

Sl POINTS RAISED BY THE CLARIFICATION

DIVISIONS/EMPLOYEES
1. An employee has encashed his All- Since the All-India LTC
India LTC in 1988 (i.e. during the encashment was made with
extended period of block year 1986- reference to the block year 1986-
87); whether he could be allowed to 87, there is no bar to the
perform the journey to Home Town employee and his family members
during this block year (i.e. 1988-98) performing journey to the Home
Town during the current two years
Block, i.e. 1988-89 or during the
extended year 1990.
2. Whether the dependent parents of an The employee and his immediate
employee have already availed of the family members may be allowed
All-India LTC in current block of 1986- either to perform journey or
89, whether the employee could be encash the LTC (Authority PC
allowed to encash his entitlement of No.43/91 dt.21.01.1991).
All-India LTC for himself and
immediate family members (i.e. his/her
spouse and children).
3. An employee applied for encashment Since the employee had actually
of his LTC during 1986-87, but no applied for LTC encashment
account of non-availability of funds, the during the block year 1986-87, he
LTC encashment was allowed in the may be allowed to perform the
block 1988-89 only. He had not journey to Home Town during the
availed the Home Town LTC during block year 1988-89 or during the
the block year 86-87; whether he could extended year 1990.
be allowed to perform journey to Home
Town during this block i.e., 1988-89
4. An employee has encashed his All- Since encashment has been
India LTC during the two year block availed during 1988-89 block, the
1988-89. He did not avail of the Home question of allowing LTC to Home
Town LTC during 1986-87. Town for 1988-89 block does not
Dependent parents also did not avail arise.
the All-India LTC; whether he could be
allowed to perform the journey to
Home Town during the current block
year (i.e. 1988-89).
5. An employee has already encashed Since the All-India LTC was
his LTC during the block year 1986-87 encashed/availed in the 1986-87
Vol – III / CHAPTER-VII 25

and his dependent parents have also Block years, the LTC to Home
performed journey to any place in Town during the block year 1988-
India; whether the Home Town journey 89 may be allowed.
under LTC could be allowed to him
during his block year (1988-89).
6 Employees are allowed to encash their The Officers are also permitted for
for the block year 1986-89, in the year encashment of LTC relating to the
1990 as per the agreement reached Block year 1986-89, upto the end
with the Union. In case of Officers is of December 1990 (i.e.) grace
this provision applicable. period, as a special case.
However, the encashment is to be
availed by both Executives and
Non-Executives before the end of
block year i.e. before 31.12.1993
in respect of block year 1990-93
and thereafter. No grace period
of 1 year is permissible.
7. Under the encashment scheme, in Dependent parents (Father and/or
case if an employee/officer wishes for Mother) and Sisters and minor
encashment for a particular block of 4 brothers (not exceeding two) are
years, who are the other members of permitted to avail LTC (any where
the family not covered under the in India).
encashment scheme but eligible to
avail LTC (any where in India).
Vol – III / CHAPTER-VII 26

5 SCOPE & ENTITLEMENT:

Authority 5.1 While traveling, the employees will be entitled

BDL/03/21/79 to the same class of accommodation which they are
Dt.03-06-1987 entitled under the BDL TA/DA Rules for journeys by
rail on temporary duty at the time the journeys are
undertaken. However, officers in Grade VIII and above and/or their family
members will be entitled to travel by Air while availing the Leave Travel
Concession. The Leave Travel Concession claims will be reimbursed on
production of railway receipts or ticket numbers/Air tickets/bus tickets (w.e.f.
01-06-1987).

Authority 5.2 The concession will be admissible to all the

BDL/03/21/79 employees of BDL who have completed a minimum of
Dt.03-06-1987 one year’s continuous service with the company.
(w.e.f.01-06-1987).

5.3 If the wife and husband are working in different departments:

a) If husband and wife are working in different departments, companies,

establishments, etc., and where LTC facilities or other type of travelling
concession/privilege by bus/train are given, they can avail of this concession at
one place only, where it is beneficial to them.

b) In such cases the employee should furnish a certificate at the time of

availing his/her LTC claim, to the effect that his wife / her husband for whom
LTC is claimed by him/her is employed in ____ (Name of the public sector
undertaking/corporation/autonomous bodies etc.) which provides LTC
facilities/other types of concession/bus pass facility/other types of train facility
etc., has not preferred and will not prefer any claim in this behalf, on her/his
employer.

c) The concession is allowed once in a period of two calender years.

However, an employee who has a family living away from his place of work,
may avail of the concession for himself alone every year for visiting his
hometown instead of having the concession for both self and family once in a
block of two years.
Vol – III / CHAPTER-VII 27

5.4 Extent of Eligibility:

a) The concession will be admissible to all the employees of BDL who have
completed a minimum of one year’s continuous service with the company.

However temporary or contract employees will be eligible for the

concession only for Home Town beyond 400 kms/after completion of one year
provided they are likely to continue for further period of one year totalling to two
years.

b) The concession is restricted to journeys within the territory of India and

is admissible for journeys between places connected by rail/partly connected
by rail and partly connected by road/steamer services and also between places
not connected by rail.

c) If the employee’s hometown is outside India, the assistance is

admissible upto the last Indian Railway station of the border or port nearest to
his hometown on Indian border and back.

d) If the employee’s hometown/all India journey (by shortest route) are not
connected by rail/Govt. Road Transport and where other modes of transport
are used for the journey, the extent of Leave Travel Concession allowable shall
be the railway fare by the eligible class or actuals whichever is less.

e) If there are any local restrictions on visits to places in border area, it is

the responsibility of the employee to fulfill the conditions for visit to the places
which are subject to local restrictions.

f) In case the employee falls sick while availing the LTC beyond
sanctioned leave, he may support his absence with the medical certificate from
ESI/Govt. Reg. Doctor/RMP of the place where he falls sick and undergoes
treatment. In such cases where the leave availability is sick leave/LOP such
leave will be accepted, as a special case as eligible for LTC.

g) If an employee is on unauthorized LOP during LTC journey period, the

claim submitted by him will be forfeited.

6. EMPLOYEE AND FAMILY AS INDEPENDENT UNITS:

In the case of journey to hometown, the employee and his family can
commence journey at the same time or at different times from the headquarter
or from different places and reach their hometown and go back to their
Vol – III / CHAPTER-VII 28

respective places or to headquarter. However the claim will be restricted to

from headquarter to hometown and back or actuals whichever is less.

Similarly, in the case of availing LTC to anywhere in India (once in a block of

four years) the employee and his family can commence their journey from the
headquarters or from different places and travel at the same time or different
times to the same place or different places separately and return back to their
respective starting points or headquarter but the claim will be restricted to, from
headquarter to different places of travel and back to headquarter or actuals
whichever is less.

6.1 Claim for family may be separate:

Where an employee and his family perform journeys separately, there is

no objection to his presenting separate claims for himself and family.

6.2 Concession for one way journey :

The concession is admissible to employee’s family with reference to the

facts existing at the time of forward and return journeys independently. The
following types of cases are given by way of illustrations.

a) Reimbursement in respect of the outward journey only:

i) The dependent son/daughter getting employment or getting married after

going to hometown or remaining there for prosecution of studies.

ii) The family having performed the journey to hometown have no intention of
completing the return journey from hometown, provided the employee
foregoes, in writing, the concession in respect of the return journey if performed
by the family members at a subsequent date.

b) Reimbursement in respect of the return journey only :

i) A newly married husband/wife coming from hometown to headquarter station

or a husband/wife who has been living long at home town and did not avail of
the LTC in respect of the outward journey.

ii) A dependent son/daughter returning with parents or coming alone from

hometown where he/she has been prosecuting studies or living with grand
parents etc.
Vol – III / CHAPTER-VII 29

iii) A child who was previously below five years of age but has completed five at
the time of the return journey.

iv) A child legally adopted by an employee while staying in the hometown.

Note: A child who was below twelve at the time of the outward journey but has
completed twelve at the time of return journey will be entitled to half fare for the
outward journey and full fare for the return journey.

7. TWO YEAR AND FOUR YEAR BLOCK:

7.1 How to reckon the first block on the entry into service:

An employee who is recruited at any time during 1972 or earlier will be

entitled for the concession during the block 1972 and 1973, but an employee
who is appointed during the year 1973 will forego the concession for the block
1972-73 as he would not have completed one year of service before 1st
January 1974. He can avail of the concession once during the block 1974-75
and once during the block 1976-77 and so on. The four year block will
commence from 1974 viz. 1974-77, 1978-81 and so on.

7.2 When employee or his family unable to avail LTC:

The employee and/or his family, who are unable to avail themselves of
the concession in a block of two years, will be permitted to avail of the
concession for that block, before the end of the first year of the next block. The
next block will remain unchanged.

8. Selection of Routes:

8.1 If an employee travels in a higher class than that to which he is entitled,

company's assistance for the portion beyond the initial distance will be
restricted to the fares of the appropriate class for that portion of the journey.

8.2 Travel by lower class:

If an employee travels by lower class the assistance will be based on the

lower class fare actually paid.
Vol – III / CHAPTER-VII 30

8.3 Travel by own car:

i) When the employee and/or his/her family travel by road between two points
connected by rail by his/her own car, the cost of propulsion being borne by the
employee himself/herself, the extent of company's assistance will be limited to
what would have been admissible had the journey been performed by rail by
the entitled class or the actual expenditure for the journey whichever is less. In
such cases a certificate to the effect that he/she and or the member of his/her
family travelled by their own car and that the actual expenses incurred were not
less than the railway fares, should be furnished by the employee.

ii) The following conditions should be fulfilled whenever an employee and/or

his/her family travelled by road between two points connected by rail by own
car, the cost of propulsion being borne by the employee himself/herself.

(a) The employee should state his/her intention to travel by road in his own car
in the application form for drawing advance and only when the permission of
the Management is granted. he/she can avail of this facility.

(b) The route proposed to be followed should be specified.

(c) The route actually used and the actual mileage covered should be
mentioned in the bill for final claim of the LTC.

(d) He/she has to produce petrol/diesel/hotel bill or any purchase bill in his/her
name or any other proof of purchase in support of having traveled to the place
for which LTC is claimed by him/her.

(c) The fare allowed to him would be restricted to what would have been paid,
had he/she traveled by eligible class.

(f) Following details should also be furnished.

Make of Car:
Car Regn. No.:
Place of Registration:
Name & address of owner:
Cost of Petrol/oil Bills:
Wage of driver, if any:

Non-production of cash memos/vouchers (in support of POL purchased

on the way) may be waived by the MD, if he is otherwise satisfied in regard to
Vol – III / CHAPTER-VII 31

the genuineness of the claim and the bonafide of the journey having been
performed.

8.4 Different class in the same journey :

An employee may travel in any class for the initial distance of each
journey for hometown which is his own liability. Beyond the initial distance,
there would be no objection to an employee traveling in a lower or higher class,
but company's assistance would be limited to the fare of the accommodation of
the entitled class and/or the lower class to the extent actually used or actuals
whichever is less.

8.5 When an employee/family on the way to hometown:

An employee or his/her family members may travel by any route, or halt

anywhere on the way to or from the hometown but the assistance to be given
by the company will be limited to the fare by the shortest route only, calculated
on the basis of through ticket.

8.6 When travel by other class/conveyance other than eligible:

There is no objection to the company employee performing journeys under

the scheme of LTC to and from his hometown by deluxe air-conditioned
express / Rajdhani express but the reimbursement to him would be limited to
what would have been eligible/reimbursable had he travelled by the class of
accommodation to which he is entitled for such journeys by any other train or
the actual fare minus proportionate fare for the first 400 Kms as the case may
be or whichever is less.

8.7 When the places are not connected by rail or Govt. Transport:

(a) LTC may also be admissible for journeys between places not connected
by rail, Govt. Transport provided such journeys are performed by the shortest
road route/steamer services. In such cases the extent of assistance from the
company (i.e., for journey) will be limited to what would have been admissible,
had the journey been made by rail in the entitled class, or the actual
expenditure, whichever is less.

(b) In case, the employee travels by air, his eligibility for

reimbursement of fares will be determined by the entitled class by train or
actuals whichever is less.
Vol – III / CHAPTER-VII 32

(c) In case the employee purchases circular/tour tickets he has to

declare the places of visits with reference to which he or members of his family
will avail of the concession to visit any places in India.

Once this is done, the claim will be regulated as between the

Headquarters and the places indicated by the employee by the shortest direct
route. The actual claim will be limited to the amount that would be admissible
as if the employee travelled between the headquarters and the declared
distance by the shortest direct route in the class of accommodation actually
used by purchasing circular tour tickets or by the entitled class, whichever is
less.

(d) In case an employee desires to travel in 'Yatra Special' Train he

should obtain prior permission of MD, subject to the production of the following:

i) A copy of sanction/allotment of special train from railway authorities.

ii) The list of passengers traveled by the special train.

iii) Receipts for fares, excluding boarding and lodging charges.

iv) Any proof as having reached the destination by him/her.

In such cases the extent of eligibility will be as admissible under these

rules.

NOTE

Authority All the employees are requested to make note of the

Cir. [Link]/04 above and are advised to perform LTC journey
Dt.03-12-1986 through Rail or by any other travels operated directly
by Tourism Development Corporation in the Public Sector,
State Transport Corporation only and transport services run by the other
Government or local bodies.

9. Grant of advances:

9.1 Advances are granted to employees 30 days before the commencement

of the journey to enable them to avail the concession provided the claims for
advances are received in Admin. Department at least 10 days in advance. The
amount of such advances in each case will be limited to 80% of the estimated
amount of fares for to and fro journeys.
Vol – III / CHAPTER-VII 33

9.2 If the family travels separately the advance may also be drawn
separately to the extent of admissibility.

9.3 The advance should be refunded in full, if the outward journey is not
commenced within 30 days of grant of advance to the employee, failing which
the amount of advance shall be recovered in full from the employee's salary.

9.4 If the employee applies for advance second time after recovery of first
advance it will be paid only if he furnishes an undertaking in writing to the effect
that he would perform the journey and failing which he would refund the
advance in full and he should also produce the railway/bus tickets purchased
by him for onward journey in support of his intention to perform the journey. If
the journey is not commenced as per the programme, he should refund the
advance in full, failing which the advance will be recovered in full from his
salary or any other amount due to him. He will not be eligible for any further
advance for that block of 4 years for himself and his family. He may, however,
perform the journey and submit his LTC claim for reimbursement in the normal
course.

9.5 If the period of absence of the employee or any member of his/her family
is likely to exceed 90 days, one half of the advance in respect of persons
concerned should be refunded to the company forthwith.

9.6 When an advance is taken by the employee for self or family or both for
travel in a particular class, but travel is actually performed by a lower class or in
cases where the expense incurred fall below the amount of advance drawn, the
amount of the difference should be refunded within a week from the date of
resuming duty or from the date of completion of return journey in the case of
family, without waiting to submit the detailed bill in adjustment of the advance
taken.

10. The LTC claims should be prepared in the form prescribed for the
purpose and submitted to the Accounts Department through the leave
sanctioning authority within 15 days of the completion of the return journey.
The LTC claim should invariably be supported by money receipts from the
railway/ticket Nos. or RTC/Steamer services or other proofs of having travelled
where there is no rail and/or Govt. buses are available.
Vol – III / CHAPTER-VII 34

11. Travel by Company empanelled transport agencies:

Employees will be allowed to travel by the company empanelled

transport agencies subject to the following conditions being fulfilled both by the
Transport agency and the employees. The list of empanelled agencies will be
issued separately by the Management.

The travel agent has to take declaration from the employees with regard to the
names of the family members/dependents traveling by his transport.

The travel agent should produce a copy of permit for the particular tour
alongwith the list of passengers travelling by his transport.

During the tour, the travel agent should obtain octroi/checkpost receipts or a
voucher showing evidence of crossing a checkpost with a seal on it, where
possible and produce the same to the company.

The travel agent should produce a certificate or a receipt from Municipal

authority/police/RTO authority/Hotel bill, one or two bills for petrol or diesel
purchased on the way/destination or any other evidence of having touched the
destination.

Money receipt indicating that the charges do not include boarding and lodging
charges.

The employee should inform atleast 48 hours before journey, the particular
transport agency, place, time, etc., to the Personnel Department for necessary
action as may be deemed fit.

Reimbursement of the claims in such cases will be restricted to the rail fare of
the entitled class between the starting station and the farthest place visited by
the direct routes subject to actuals excluding incidentals mentioned above.

12. Travel by (chartered) bus/company organized bus (Group):

Employee will be allowed to travel by the charter bus/company

organized bus (i.e., group of employees) subject to the following conditions:

The employee has to obtain prior permission of MD for performing the

journey(s) by chartered bus or company organized bus.
Vol – III / CHAPTER-VII 35

The chartered bus should belong to the registered transport agency running
buses on hire.

The conditions stipulated in rule (11) should also be fulfilled.

Reimbursement of the claims in such cases will be restricted to the rail fare of
the entitled class between the starting station and the farthest place visited by
the direct routes limited to actual expenditure excluding incidentals.

13. POINTS FOR SCRUTINISING LTC CLAIMS:

Whether the employee has completed one year of continuous service on the
date of the journey.

Whether the employee availing LTC for himself is on regular C.L. or V.L. or
whether any relaxation was approved by the competent authority.

Whether the claim has been preferred within 15 days of the date of completion
of the return journey.

Whether the claim is for the journey performed within India.

If the journey was performed by road transport or steamer service in

conjunction with the railway, whether such services are recognized.

Whether the hometown is at a distance of more than 400/160 KMs from

headquarters as the case may be.

Relationship of the members of the family to the head of the family and age.

Whether the claim is by the shortest route.

Whether the employee is entitled to the class of accommodation by which he

travelled.

Whether the employee has previously intimated before the journey was
undertaken.

Check serial number of railway tickets, cash receipts.

Whether a note of the journey has been recorded in appropriate register

maintained for the LTC.
Vol – III / CHAPTER-VII 36

Whether the concession has been availed only once during the block of two
calendar years, or during its grace period.

Whether advance taken has been adjusted in full or excess refunded.

Whether the travel is by empanelled Transport Agency.

14. GENERAL:

14.1 The management reserves the right to restrict the scope of concession
in particular cases of employees at its discretion.

14.2 Any mis-statement of facts with a view to accruing any benefits under
these rules or any violation of these rules will render the employee liable for
disciplinary action as per the rules of the company.

15. These rules will come into force with immediate effect and supersede all
other instructions issued on LTC earlier.

16. The Management reserves the right to amend, add or delete any of the
above rules or withdraw the above concession at any time

17. In case of any doubt about entitlement and interpretation of these rules,
the decision of Managing Director shall be final.

18. MD may also relax these rules in exceptional cases.

19. LTC advance will be paid only after the employee produces sanctioned
leave application for the period during which the employee himself utilizes LTC
benefit.

20. Any case pending prior to issue of these instructions will be decided on
the merits of each case and such decisions shall not be quoted as
precedences.

***