Employee Office Travel Policy


(For Daily Commute – Safety-Focused)    I   Effective Date: 01 Jan 2024
Applies To: All employees commuting to the office for regular work using personal or public transportation.

1. Purpose

This policy is designed to ensure the safety and well-being of employees during their commute to and from the office. It outlines best practices and company expectations related to daily travel via car, bike, bus, metro, or carpool.

2. Scope

Applies to all full-time and contract employees who commute to the workplace using:

  • Personal vehicles (car or two-wheeler)
  • Public transport (bus, metro, train)
  • Shared transport or carpools

This policy excludes official travel for client visits, training, or deployments.

3. General Safety Guidelines

  • Employees are responsible for ensuring their travel arrangements are safe, legal, and reliable.
  • All commuters must follow local traffic and transport regulations.
  • In case of dangerous weather, civil disturbances, or transit strikes, employees should contact their reporting manager for alternative work arrangements (e.g., work-from-home).

4. Safety for Personal Vehicle Users

a. For Two-Wheeler Riders

  • Always wear a BIS-certified helmet (rider and pillion).
  • Wear visible or reflective clothing in low-light conditions.
  • Obey all traffic signals and speed limits.
  • Avoid using phones or headphones while riding.
  • Regularly maintain brakes, lights, tires, and horn.

b. For Car Users

  • Always wear seat belts (driver and all passengers).
  • Ensure the vehicle is properly registered, insured, and roadworthy.
  • Avoid aggressive driving or speeding, especially during peak hours.
  • Do not use mobile phones while driving unless using hands-free devices.
  • Ensure clear visibility (clean windshields, working lights).

5. Safety for Public Transport Users

  • Use official and reliable transportation services.
  • Be vigilant in crowded areas to avoid theft or personal harm.
  • Avoid traveling during high-risk hours or in unsafe routes.
  • In case of late hours, inform your manager and consider arranging group travel.

6. Safety for Carpooling

  • Employees are encouraged to share rides with trusted colleagues.
  • All carpool participants should agree on safe driving practices.
  • Keep emergency contact details readily available.
  • Carpooling arrangements are voluntary and at the participants’ discretion.

7. Parking and Office Premises

  • Park only in designated areas or as directed by facility/security teams.
  • Two-wheelers should be locked and secured.
  • Do not leave valuables visible inside parked vehicles.

8. Incident Reporting

  • Any accidents, injuries, or safety-related incidents during commute hours must be reported to HR or the reporting manager as soon as possible.
  • The company may assist in guiding next steps (medical, legal, etc.) but is not responsible for personal liability arising during daily commutes.

9. Emergency Preparedness

  • Keep emergency numbers saved on your mobile device (police, ambulance, local emergency helpline).
  • Inform family or a colleague if you’re working late or taking an unfamiliar route.
  • Use navigation apps to avoid unsafe or high-traffic routes.

10. Policy Compliance

  • Non-compliance with this policy (e.g., repeated safety violations, reckless behavior) may be addressed through internal disciplinary procedures.
  • Employees are encouraged to proactively raise concerns or suggest improvements to travel safety.

11. Policy Review

This policy is subject to review every 12 months or as needed based on operational and safety requirements.