CANARA BANK                                                     <>        INDEX NO             :   STAFF 14

PERSONNEL MANAGEMENT SECTION         <>        CIRCULAR  NO    :    113/ 2004  

PERSONNEL WING : 112 : J C ROAD               <>        DATE                      :   13.05.2004 

HEAD OFFICE : BANGALORE – 560 002.         <>        A G I Z          

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 SUB: Revision in Limits for reimbursement of  Entertainment / Business

Development Expenses – Consolidated Circular

We are pleased to inform that the Board of Directors at their meeting held on 11/05/2004, have permitted upward revision in limits of reimbursement of Entertainment / Business Development Expenses to Officers as under effective from 01/04/2004.

LIMITS FOR REIMBURSEMENT OF ENTERTAINMENT / BUSINESS DEVELOPMENT EXPENSES:

We are pleased to issue this consolidated circular in supersession of earlier guidelines.

Procedure for reimbursement of entertainment / business development expenses:

The Business Development Expenses is meant to cover the period from April to March, every year.

Claims towards reimbursement of business development expenses should be on production of receipts.

However, where this is not possible, to the extent of 50% of  the overall limit, claims could be made on submission of a declaration as per proforma given in Annexure-I. The remaining 50% shall be reimbursed subject of production of bills / vouchers.

Any limit unavailed in a year cannot be carried over to the subsequent year/s and the same shall be treated as lapsed.

In case, for any genuine reasons, the Officers are not in a position to avail the reimbursement during the year on account of pressing official exigencies, but incurs the expenditure during the month of February / March of a financial year, such expenses can be claimed in the month of April , on production of appropriate bills only i.e., the bills should pertaining to the expenses made during the month of February / March only.  However, reimbursement beyond the month of April cannot be considered for the claim pertaining to previous financial year.

Procedure for Accounting:

All the Branches / Offices shall maintain a register for recording the reimbursement permitted to Officers, individually, Permissible Expenditure is to be debited to General Charges – Business Development Expenses. [Permissible expenditure is an expenditure incurred for providing items like tea, coffee, soft drinks, snacks etc., only]. The triplicate of the debit slip should be separately filed along with the bills / declaration of  the officers.

Whenever the officer  is transferred, the transferor branch / office has to intimate the particulars of the balance of the entertainment / business development limit available for that particular financial year to the transferee branch / office.

Reimbursement of expenses shall be permitted by the I Line Managers in respect of Officers and II Line Managers including Managers in Scale – III. In the case of I Line Managers, the expenses can be permitted by themselves.

In respect of Officers in Scale –IV and above, the expenses can be permitted by the officers themselves.

GENERAL:

1)        In case of transfer from Operations to Administration and vice-versa, only proportionate  amount  of Business Development Expenses for the period actually worked in branches/ Administrative units in the corresponding year shall be reimbursed as applicable to respective units, as separate limits are stipulated for Administration and Operations.  The cut off date, for this purpose, shall be the date of relief from branches / offices.

2)         Whenever Officers in JMG Scale – I are posted to head Extension Counters as in –        Charge, they are eligible for reimbursement of Entertainment / Business Development Expenses, as applicable to Officers in JMG Scale – I working at Branches.

3)        The total reimbursement per year shall not exceed the Annual Limit Fixed.

4)        Limits mentioned above are the overall limits permitted for both business development and entertainment expenses put together.

5)        We are sure that all the eligible officers will make use of the revisions made as above in Entertainment / Business Development Expenses for achieving better results in Business Development.

K  SURESH RAO

GENERAL MANAGER

                                                       ALL  BRANCHES / OFFICES OF THE BANK

ANNEXURE – I

FROM:

I hereby declare that I have incurred a sum of Rs…………………………………………(Rupees ……………………………………………………………………………………………………..) as entertainment / business development expenses. As I am not in a position to produce the bills for the same, I request you to reimburse 50% of the permissible limit of Entertainment / Business Development Expenses of Rs……………………………………………………………………….  (Rupees ………………………………………………………………………………………….) by debiting to General Charges – Business Development Expenses Account.

Place :

Date:                 

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                                                                                                                     Signature