Thapar Institute of Engineering & Technology

Deemed to be University

Guest/Transit House Policy

1. Objectives
This policy lays down the guidelines for the Boarding & Lodging of TIET guests visiting the campus for various
purposes so as to ensure a comfortable experience for its guests keeping cost optimization in mind. This policy
will be effective from 1st Jan 2021.
2. Definitions
a) Boarding – Refers to “meals”.
b) Lodging – Refer to “accommodation”.
c) Guests – Any visitor to TIET for official/personal purpose as approved by the approving authority during their
stay on the campus.
d) Stay – Period from check-in to check-out.
e) Utilities – Cost of electricity & water.
3. Coverage
a) Guest House Premises
i. Guest House, TIET
ii. Guest Apartments, TIET
iii. Transit House, Derabassi
iv. Driver/Attendant room: 2 (free of cost)
v. Dining hall: Seating capacity - 15
b) Category of employees/others eligible to avail facility
i. Members of Board of Governors, Senate, Executive Council, Selection Committees, Boards of Studies
at Department/Schools/Centres, Sub Committees, Special Committees, Finance Committee.
ii. Examiners and Experts invited for viva-voce.
iii. Alumni members.
iv. Trainers, Faculty & participants of Seminars/Workshops/Symposia/Conferences/Training Programmes
organized by the Institute.
v. Official guests of Accreditation and Rankings teams.
Newly appointed employees.
vi. Official guests of UGC/AICTE/MHRD or of any other Regulator.
vii. Government Officials and any other person not covered in the categories mentioned above and
permitted by the Registrar/Director.
4. Approving Authority
a) Registrar
i. For Alumni, Faculty/Staff members and their guests, Student Parents, Professional Management
Staff, BOG Members and District Administration Officers.
ii. For Guest House booking prior approval of Registrar (TIET) Transit House In-charge (Derabassi) is
required. In case an employee books the Guest House, then it will be routed through the HOD.
b) Director:
i. Any booking that is beyond 7 days will require the approval of the Director.
ii. Accommodation for newly appointed employees in the guest house/guest apartments in the
absence of available accommodation.
iii. In case of unavailability of accommodation in a guest house for newly appointed employees, an
approval shall be taken from the Director for affordable accommodation outside the campus.

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Thapar Institute of Engineering & Technology
Deemed to be University

5. New Hires
a) New hires will be entitled to 7 days stay in the guest house, which can be extended to 14 days with
the prior approval of the Director.
b) From the date of occupation till the date of exiting the guest house, HRA will be deducted.
c) During the first 7 days, meals will not be charged and during the extended period after 7 days, meals
will be charged as per the guest house rates. (see below)
d) Guest Apartments can be allotted to unmarried employees on a sharing basis subject to availability.
If the employee is availing HRA then per day rent will be charged as approved by the Director from
time to time. If the employee surrenders the HRA, then no rent will be charged. All utilities
(electricity, water, etc.) will be borne by the resident(s) in equally shared proportions.
6. Guest House – Booking Process
a) A form (Annexure-LIII) is to be filled by the requisitioner preferably 2 days in advance and submitted
it to the Guest House In-charge/Caretaker after due approvals.
b) Allotment of rooms shall be done on the “First Come, First Served Basis”. If in the interim any official
guest arrives, then the priority for allotment will be as under.
i. Board Members
ii. Corporate Guests i.e. Placement Companies, Avantha Guest, etc.
iii. Foreign Dignitaries
iv. Faculty/Trainers
v. Parents & Others (subject to availability)
7. Boarding & Lodging Rules
a) Ordinarily guests are allowed to stay for 7 days. However, under special circumstances, they may
be permitted to extend the tenure of stay depending upon the purpose after the approval of the
Director.
b) Timings
i. Check-In Timings – 12:00 noon
ii. Checkout Timings – 12:00 noon
c) Lodging Charges
SN Particulars Normal* Concession**
1 Single Bed Room` Rs. 800/- Rs. 550/-
2 Double Bed Room Rs. 950/- Rs. 700/-
In addition to above the charges, extra bed will be Rs. 100 per day.
Note: Stay more than 8 hours shall be treated as one day. Any stay less than 8 hours will be treated as
half day and charges will be 50%. Any overnight stay be charged at 100%.
*Normal Charges
i. Student Parents, Faculty/Staff private guests.
ii. Participants of seminars/workshops/symposia/conferences/training programs organised by
departments/centres/schools of TIET.
**Concessional Charges
i. Members of Board of Governors, Executive Council, Academic Council, Selection Committees,
Boards of Studies at Department/Schools/Centres, Sub Committees, Special Committees, Finance
Committee,
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Thapar Institute of Engineering & Technology
Deemed to be University

ii. Examiners, Experts for viva-voce for M.Phil/Ph.D.

iii. Alumni members.
iv. Faculty member’s/s members of all Institutions recognized by TIET, Patiala
v. Participants of Seminars/Workshops/Symposia/Conferences/ Training Programmes organized by
the Schools/Centres/Departments of the TIET.
vi. Official Guests of UGC through concerned department.
vii. District Administration Officer / District Govt. Departments through Registrar.
viii. Person not covered in the categories mentioned above and permitted by the Registrar/Director.
Further, it may be noted that the Director may at his discretion waive the charges.
d) Boarding Charges
Charges (Rs.)
S.N Menu Timings
Veg Non Veg
1 Breakfast 07:30 – 09:00 am Rs. 100
2 Lunch 12:30 – 14:00 pm Rs. 200 Rs. 250
3 Dinner 20:00 – 21:30 pm Rs. 200 Rs. 250
Note:
i. In additional to the above, snacks will be charged extra on the basis of actual cost + services
charges. (See Annexure LIV)
ii. Service Tax if applicable will be charged extra.
e) Guest Apartments – As per para 5 (d) above, and in addition to that…
Description Charges (per month)
Rs. 20,000 per Guest Apartment per month.
C-Type Guest Apartments Utilities on actuals
(fully furnished) Rs. 1000 per Guest Apartment per day.
No charge on utilities
f) Lawns/Grounds
Description Charges (per day)
Lawns / Grounds/ Parks Rs. 2500.00
8. Guest House – Cancellation Process
Reservations may be cancelled 6 hrs. prior to occupancy either by phone/email by the requisitioner, failing
which room rent shall be levied.
9. Important Points (Do’s & Don’ts)
a) Services charges are applicable for late hours’ parties beyond applicable catering timings and for
more than Guest house capacity of Guests by a single requisitioner.
b) Advance notice of at least 3 hours for lunch/dinner is required. A notice of 24 hours is required if the
number of persons for lunch/dinner is more than six.
c) Guest(s) cannot accommodate any additional member(s) in guest room without informing caretaker.
d) All meals except bed tea will be served in the dining hall, the kitchen will close at 10.00 pm, and
admission to the Guest House after 11:00 pm can be refused if not intimated earlier.
e) The Guest House management reserves the right to cancel a booking, refuse accommodation or
change the room(s) allotted to a person or persons without assigning any reason(s) thereof.
Accommodation in the Guest House cannot be claimed as a matter of right

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Thapar Institute of Engineering & Technology
Deemed to be University

f) Allotment of accommodation in the Guest House shall not confer on the allottees any right of tenancy
of the premises and the Institute shall have the right to get the rooms vacated at any time without
giving any notice or assigning any reason in case of unauthorized stay/over stay.
g) The use of alcoholic beverages in the Guest House premises is strictly prohibited.
h) The occupants shall have to maintain peace and tranquility in the Guesthouse complex.
i) Pets are not allowed in the Guest House and Guest Apartments.
j) Drying of clothes on the verandah or balcony or any open areas is not permitted.
k) Cleanliness has to be maintained in and around the Guesthouse.
l) Guests will be charged for any damages caused by them to the building, furniture, and fixtures or
any other property of the Institute during their stay.
m) Official/Private events may be held in the Guest House with permission of the Director at a payment
of the prescribed fee.
n) Catering arrangements are available for limited persons for lunch and dinner for official parties as
per the prescribed rates. The semi-official get-together of the Offices/Departments/Faculty
members can also be hosted in the Guest House with sufficient prior booking. No outside catering
will be allowed in any case for such parties.
o) All adjustments memos should be duly verified & entered in their respective register(s) and must
reach the caretaker for adjustment.
p) Employees desirous of having meals in the Guest House will be permitted and will be required to pay
the prescribed rates as mentioned in Para 7 (c).
q) Cash/cheque payments shall be against the official receipt. Cheque should be in the name of
Registrar Thapar Institute of Engineering & Technology, Patiala.
r) The Director may exempt any person from payment of lodging and/or boarding charges and may
declare any person as an official guest. The Director may authorize grant exemption from any of the
above rules in an exceptional case.
s) The institute shall not be responsible for any loss or damage to person or the property of any
occupant during their stay in the Guest House.
t) Registrar is the Sole authority for allowing to stay in the Guest House/Staff Apartments for Normal /
Concessional rates or any other refund in the interest of the Institute.
u) The decision of the Director shall be final in regard to the interpretation of these rules.
v) The rules may be amended with the approval of the Director.
The management reserves the right to review and modify this document at any point of time based on its
internal policies and external environment.

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 Thapar Institute of Engineering & Technology
Deemed to be University

Annexure-LIII
Guest/Transit House Booking Form

Name of Guest : Mobile Number :

Address :
Purpose of Visit :
Date From : Date to :
(Note: Please read Terms & Conditions overleaf before filling the form)
Type of Accommodation (Please tick appropriate box)
Type Boarding Lodging Both Remarks
Single Bedroom
Double Bedroom
Guest Apartment
Note: Guest apartment will be allotted only to employees on joining subject to availability and approval.
Payment will be made by : Guest / Requisitioner
Meal Requirement
Number of Meals
Date Breakfast Lunch Dinner Remarks
Veg Non-Veg Veg Non-Veg Veg Non-Veg

Signature of the Requistioner : Approved (Normal / Concessional) / Not Approved

Name :
Designation : Signature of the Registrar :
Date : Date :
Mobile Number :

For Office Use Only

Room No(s).- _______________ is/are booked at Normal/Concessional rates
Regretted- Accommodation not available

Signature of Caretaker :
Date :

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Thapar Institute of Engineering & Technology
Deemed to be University

Terms & Conditions

1. Requests for Lodging/Boarding should reach in writing. Verbal requests may not be
entertained.
2. Requistioner should submit requisition form two days in advance to the caretaker after due
approvals.
3. An advance notice of at least 24 hours is required for lunch or dinner.
4. Food will be served during fixed hours as follows
Break Fast : 07:30 -09:00 hrs
Lunch : 12:30 -14:00 hrs
Dinner : 20:00-21:30 hrs
5. Consumption of alcohol within the guest house premises is prohibited.
6. In case of non-occupancy, the requisitioner is liable to pay the charge, unless booking is
cancelled at least 48 hrs in advance.
7. 100% loss/ damage, if any, on account of negligence on the part of requisitioner/occupant
would be borne by the said requisitioner/occupant.
8. Admission to the Guest House after 11:00 pm can be refused even if one had already
checked-in earlier.
9. Check out time 12:00 Noon.
10. All requests should come through HOD/HOS/Head of Centers/Unit concerned
11. Stay for a period longer than 7 days shall require Director’s permission.
12. Bills duly verified by HOD/payment must reach with I/C Guest House by cheque of card in the
name Thapar Institute of Engineering & Technology, Patiala.
13. 100% advance payment is required at the time of booking in case of outsiders.

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Thapar Institute of Engineering & Technology
Deemed to be University

Annexure-LIV

Menu

SN Item Rates (Rs.)

Breakfast: Cornflakes, Milk, Sugar, Jam, Tea, Sauce, Butter Toast,
1. Tea, Omelette, Paratha with curd Rs. 100

Lunch/Dinner: Veg : Soup, Dal, Rice, Curd, Seasonal Veg., Paneer, Rs. 200
Chapaties, Salad, Pickle & Sweet dish
2.
Lunch/Dinner: Non-Veg : All above + one Non-Veg dish Rs. 250
Extra items:
Tea Rs. 15
Coffee Rs. 25
Biscuit Rs. 20
Soft Drinks Rs. 25
3.
Lime Water Rs. 25
Milk (per glass) Rs. 25
Mineral water Rs. 20
Sandwich Rs. 40
Cheese Sandwich Rs. 50
Services charges for Private parties
Rs. 950
4. Service charges for Official parties
Rs. 500
(50% will be distributed to the Staff of Staff House)

Note:
i. In addition, snacks will be charged extra on the basis of actual cost + services charges.
ii. Service Tax if applicable will be charged extra.

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