26 Cumulative Professional Development Allowance (CPDA)
CPDA IIT Bombay, professional development allowance, IITB CPDA rules, conference travel reimbursement
The CPDA is an MoE provision under which the Institute provides faculty at all levels with some level of support for travel (including international) and contingency expenses. At the time of writing, the allowance amounts to ₹ 3,00,000 for a block period of 3 years (the current block is April 2025 to March 2028). It is to be noted that CPDA cannot be utilised by the faculty when he/she is under any extraordinary leave.
26.1 Rules governing CPDA
The CPDA funds are primarily intended to support travel to make oral/poster presentations at international or national conferences. Please note that most government-supported projects do not allow travel funds to be used for international travel. CPDA funds can also be utilised on reimbursement basis for paying the membership fee of various professional bodies, books and contingent expenses.
Out of ₹ 3,00,000, a minimum of ₹ 2,00,000 is earmarked for presenting papers at conferences and a maximum ₹ 1,00,000 can be spent towards membership of professional bodies, contingent expenses (includes purchase of books and stationery items) 1. Expenses for a conference includes cost of travel (booked through Balmer Lawrie & Company, Ashok Travels, or IRCTC), local transport, overseas medical insurance, visa fees, registration fee and daily allowance (hotel up to US $300 per day plus a per diem of US $100/125/150 per day depending on the country) for the period of conference and two additional days (for travel) preceding/succeeding the conference, subject to a maximum of (5+2) days. In case of shortage of funds, the excess expenditure can be met from projects and travel grants from other funding agencies.
CPDA block April 2025 to March 2028
- For faculty who join or retire during the block, the contingency amount is sanctioned pro rata.
- Lab consumables should as far as possible come from the department budget. A claim for lab consumables under CPDA needs the HoD to certify that department funds are not available.
- Contingency amounts beyond the annual limit can be used at once with prior approval of the Dean (FA) or the competent authority.
- Settlement of a CPDA advance must be submitted within 15 days of completing the travel; reimbursement claims (when no advance was drawn) within 60 days, with prior approval for the travel. A penalty may apply for late claims.
- Submit proof of payment with every advance settlement or reimbursement claim, not just the invoice. Bills and receipts must be in the claimant’s name. For UPI, NEFT/RTGS or card payments, attach the transaction details. For cash payments, attach a receipt from the payee. For bills of ₹ 10,000 and above, the documents must show that the supplier was actually paid. If a receipt is missing, explain why and attach whatever evidence you have. Without proof of payment, the claim may be hard to verify and settle.
- Travel must be booked through Balmer Lawrie & Company, Ashok Travels or IRCTC. Boarding passes and a screenshot of the lowest available airfare at the time of booking must be submitted.
- Only visa fees, insurance and local road travel count as incidental expenses. Taxi/auto/notary charges for visa appointments, conveyance booking charges, mobile phone, printing/poster, baggage and seat selection charges are not allowed.
- Daily allowance is paid at 100% for journeys over 12 hours, 70% for 6 to 12 hours, and not at all for under 6 hours.
Source: Circular No. C&A/CPDA/2025 dated 03.06.2025, CPDA – National/International travel (April 2025 to March 2028), with its annexures.
As per Institute rules following expenses are not allowed using CPDA funds:
- Hiring of staff
- Non consumable items (asset items)
- Purchase of computers, laptops, tablets or any similar items by any name.
- Computer peripherals such as printers, scanners, other accessory equipment, recording equipment such as cameras, audio/video recorders, etc.
Out of the maximum allocation of contingency fund of ₹ 1,00,000 in the block of three years, an amount up to ₹ 33,000 can be spent in the first year, a further ₹ 33,000 plus the unused portion of the first year’s allocation in the second year, and the entire unspent balance out of the total allocation in the last year.
Availability of 1,00,000 contingency fund is divided as follows: a. Up to ₹ 33,000 available in first year b. Unspent from (a) + ₹ 33,000 available in second year c. Unspent from (a) + (b) + ₹ 34,000 available in third year - If ₹ 2,00,000 from the CPDA conference funds are not used to attend a conference, up to ₹ 50,000 may be availed for expenses towards books. - CPDA will not be available to the Faculty members who will proceed on lien and extraordinary leave (During the period of lien or extraordinary leave).
The daily allowance provided to Faculty Members for participation in International conferences are as follows:
| Country/ Region | Per Diem (USD) | Hotel charges per day (USD) |
|---|---|---|
| Outside India for Conferences or Seminars | $100/125/150 (by country) | Up to $ 300; amount payable at actuals (with bills/receipts) |
| Outside India for Faculty and Staff Members sent by the Institute on assignments or as a part of delegation on Government work. | $100/125/150 | Would be reimbursed on actual expenditure incurred (with bills/receipts) with special approval of Director. |
If the full hospitality has been provided (boarding and lodging) by the organizers, only per diem of 25% of the rates mentioned in the table above (25% of the per diem rate for the country visited) will be paid.
The per diem of US $100/125/150 depends on the country of visit, as per the Annexure of MEA order No. Q/FD/695/03/2000 dated 25.09.2023. The hotel limit for conferences, symposia, workshops and project work is US $300 per day for a maximum of 7 days, against bills. These rates apply from 06.12.2024. (Source: Circular No. REG/BoG-271/2025 dated 23.01.2025.)
26.2 Domestic travel: daily allowance rates
IIT Bombay pays daily allowance on official tours within India at the Government of India rates. The Institute raised these rates from 01.01.2024, when DA reached 50%:
| Pay level (faculty) | Travel class |
|---|---|
| 14 and above (Professor) | Air business/club class, or rail AC-I |
| 12 and 13 (Asst. Prof. Grade I, Assoc. Prof.) | Air economy class, or rail AC-I |
| 9 to 11 (Asst. Prof. Grade II) | Air economy class, or rail AC-II |
The daily allowance rates for all employees are:
| Pay level | Hotel/day (plus taxes) | Local travel/day | Food/day |
|---|---|---|---|
| 14 and above | ₹ 9,375 (was ₹ 7,500) | AC taxi at actuals for official travel | ₹ 1,500 (was ₹ 1,200) |
| 12 and 13 | ₹ 5,625 (was ₹ 4,500) | AC taxi, up to 50 km | ₹ 1,250 (was ₹ 1,000) |
| 9 to 11 | ₹ 2,813 (was ₹ 2,250) | ₹ 423 (was ₹ 338) | ₹ 1,125 (was ₹ 900) |
| 6 to 8 | ₹ 938 (was ₹ 750) | ₹ 281 (was ₹ 225) | ₹ 1,000 (was ₹ 800) |
| 5 and below | ₹ 563 (was ₹ 450) | ₹ 141 (was ₹ 113) | ₹ 625 (was ₹ 500) |
In Class ‘X’ cities, employees up to Level 8 can claim up to ₹ 1,250 per day for their stay (was ₹ 1,000), on production of a receipt.
| Item | Earlier | Revised |
|---|---|---|
| Own car or taxi, per km (where no state rate is set) | ₹ 24 | ₹ 30 |
| Auto rickshaw, own scooter, etc., per km (same condition) | ₹ 12 | ₹ 15 |
| Journeys on foot, per km | ₹ 12 | ₹ 15 |
| Personal effects by road, Level 6 and above, per km | ₹ 50 | ₹ 63 |
| Personal effects by road, Level 5, per km | ₹ 25 | ₹ 31 |
| Personal effects by road, Level 4 and below, per km | ₹ 15 | ₹ 19 |
The personal effects rates apply on transfer, after retirement and so on. The circular heads them “per day”, but the DoE OM sets them per km.
- Claim hotel and taxi costs with bills. At Level 8 and below, you can make a self-certified claim up to the ceiling, without vouchers. The Class ‘X’ city amount needs vouchers. The food allowance is a lump sum and needs no vouchers. You get all of it for an absence from headquarters of more than 12 hours, 70% for 6 to 12 hours, and 30% for less than 6 hours (DoE OM, para E(v)). On CPDA claims, journeys under 6 hours get nothing.
Sources: IIT Bombay Circular No. HR-2/HCM-2/TA/2024 dated 25.07.2024, Revision of Daily Allowance rates on enhancement of DA for official tour within India (rates); DoE OM No. 19030/1/2017-E.IV dated 13.07.2017 (travel class and other terms, which the circular keeps unchanged).