Leave Travel Concession Claim: Provisions, Documents and Frequency

LTC (Leave Travel Concession) is a tax benefit provided by the Indian government to salaried individuals for expenses incurred on travel. The LTC is primarily applicable to government employees, employees of public sector companies, and some private sector employees, depending on their employer's policies and the prevailing tax regulations.

Here's a comprehensive overview of LTC claim

Purpose

The primary purpose of the LTC is to encourage employees to take leave and travel to different parts of the country with their families. It is aimed at promoting domestic

Eligibility

To be eligible for LTC, an employee must have completed one year of continuous service with their employer. Generally, government employees and those working in public sector companies are eligible. Some private companies may also offer LTC as part of their employee benefits. Eligibility and specific rules may vary depending on the employer's policies. The employee can claim this benefit for travel expenses incurred for themselves and their family members, including spouse, children, and dependent parents or siblings.

Block Years

• The LTC benefit is available for two journeys in a block of four calendar years.
• The government defines the block years. Each block consists of four years.
• The block year may differ based on government notifications.

Entitlement

• The entitlement for LTC depends on the employee's grade or designation.
• The travel fare is limited to economy-class airfare for the shortest route, train fare, or a specific class of the ship/bus.

Travel Modes

LTC can be claimed for travel by air, rail, or public transport like buses. For air travel, the claim is limited to economy-class tickets, unless specified otherwise by the employer.

Destination

The LTC claim can be availed for travel to different parts of India, depending on the employee's home location and the rules specified by the employer.

Expenditure

Employees need to incur travel expenses and keep the necessary documentation, such as tickets, boarding passes, and bills for hotel accommodation and other expenses.

Exemption Rules

• The exemption is available on the actual expenses incurred on travel, including the cost of the journey, accommodation, and local conveyance.
• The exemption is subject to the condition that the amount does not exceed the eligible fare.
• If the expenses are less than the entitled fare, the exemption is limited to the actual expenses.
• If the expenses are higher than the entitled fare, the exemption is limited to the entitled fare.

To claim LTC under the Income Tax Act, you generally need to submit the following documents

• Travel tickets: You should provide the original tickets or e-tickets as proof of your travel expenses.
• Boarding passes: Original boarding passes may be required to verify your travel dates and destinations.
• Leave sanction letter: A letter from your employer approving your leave and confirming that the purpose of your leave was to travel.
• Travel itinerary: A document outlining your travel plans, including the destinations and dates.
• Proof of expenditure: Receipts or bills for expenses incurred during the travel, such as hotel bills, taxi fares, etc.
• Declaration form: Some companies may require you to fill out a specific form

Carry Forward

Unused LTC benefits from one block can be carried forward to the next block

Implications for Employers

Employers who provide LTC benefits to their employees must ensure that the eligibility criteria and exemption limits are met. They must maintain proper records of the travel expenses incurred by their employees and provide the necessary documentation to support the exemption claim. Failure to comply with these requirements can result in penalties and legal consequences for the employer.

Let's consider an example to understand how LTC (Leave Travel Concession) works for a government employee named Rajesh

Example: Rajesh and his LTC Claim

Rajesh works as a government employee in the Ministry of Finance. He is eligible to avail of LTC benefits as part of his employment benefits. The current LTC block is 2019-2022, meaning Rajesh can claim LTC benefits for two journeys within this four-year period.

In 2021, Rajesh plans to utilize his LTC to take a trip with his family to Kerala during the summer vacation. His family includes his spouse, two children, and his dependent parents. The journey will be by air, and they will stay in Kerala for a week.

Step 1: Planning and Getting Approval

Before proceeding with the trip, Rajesh needs to plan the journey and ensure that he has enough leave balance. He also needs to obtain leave approval from his office for the intended travel dates.

Step 2: Booking Tickets and Accommodation

Rajesh books economy class air tickets for his entire family from his home city (Delhi) to the destination city in Kerala. He keeps the original e-tickets as proof of travel expenses. Additionally, he books accommodation in a reputable hotel for the duration of their stay and obtains a receipt for the hotel booking.

Step 3: Travel and Expenses

During their trip, Rajesh and his family incur various expenses, such as local transportation, sightseeing, meals, etc. They keep all the relevant bills and receipts as proof of expenditure.

Step 4: Return and Reimbursement

After returning from the trip, Rajesh compiles all the required documents, including e-tickets, boarding passes, hotel receipts, and bills for other expenses. He then submits these documents to his office's administrative department for reimbursement of LTC expenses.

Step 5: LTC Claim and Tax Exemption

The administrative department reviews Rajesh's LTC claim and ensures that all the necessary documentation is provided. Once verified, the claimed amount for the airfare (economy class) is exempt from income tax up to the prescribed limit.

Step 6: Remaining LTC Entitlement

As Rajesh has availed of LTC benefits for one journey in the current block (2019-2022), he can still claim the LTC benefit for one more journey during this block, subject to his employer's policies.

Please note that the above example is for illustrative purposes only, and the actual process and rules may vary based on the employer's policies and prevailing tax regulations.

Conclusion

Employers and employees must ensure compliance with the eligibility criteria and exemption limits to avoid penalties and legal consequences. By providing this benefit, employers can improve employee morale and retention while also reducing their tax liability.