Applying for LTC (Leave Travel Concession) in HRMS is very different from applying for normal leave. It is a two-stage process, and missing even one step can lead to rejection of your claim. Many employees make mistakes because they apply only after travel or upload bills without prior approval.
In government HRMS portals like e-HRMS 2.0, LTC is strictly rule-based and audit-sensitive. You must first take prior permission (LTC Intimation) and only then submit your LTC claim after completing the journey.
This guide explains the entire LTC process in HRMS, from application to final settlement, in clear and practical terms.
What Is LTC in HRMS?
LTC allows eligible employees to claim reimbursement of travel fare for themselves and their eligible family members while on leave.
There are two main types:
- Home Town LTC – Travel to your declared hometown
- All India LTC – Travel to any place in India (once in a 4-year block)
LTC covers travel cost only. Expenses like hotel stay, food, taxi, or sightseeing are not reimbursable.
Step 1: Apply for Prior Permission (LTC Intimation)
This is the most important step. Without prior permission, your LTC claim can be rejected even if the journey was genuine.
Step 1.1: Log in to HRMS
Log in to your HRMS portal using your Employee ID and Password.
For government employees, login is usually through e-Parichay.
Step 1.2: Open the LTC Module
Go to:
- Employee Self Service (ESS)
- LTC / Leave Travel Concession
- LTC Intimation / Application
Step 1.3: Select LTC Type
Choose one:
- Home Town LTC
- All India LTC
Make sure it matches your eligibility and block rules.
Step 1.4: Enter LTC Details
Fill in the following carefully:
Block Year
Select the current LTC block (for example, 2026–2029).
Proposed Journey Dates
Enter onward and return dates.
Place of Visit
Mention destination clearly.
Family Members
Select dependents from your approved family declaration in HRMS.
Only registered family members are allowed.
Step 1.5: Apply for LTC Advance (Optional)
If you want advance payment:
- Tick Apply for LTC Advance
- You may receive up to 90% of estimated fare before travel
Step 1.6: Submit for Approval
Click Submit / Forward.
The application goes through:
- Reporting Officer
- Administrative Authority / DDO
Do not book tickets until this step is approved.
Step 2: Book Tickets as per LTC Rules
Once LTC intimation is approved, you can book your tickets. This step is heavily audited.
Mandatory Booking Rules (Government Employees)
Air Travel:
Tickets must be booked only through:
- Authorized travel agents (Balmer Lawrie / Ashok Travels)
- Or IRCTC portal
Rail Travel:
Tickets must be booked through IRCTC.
Tickets booked via private portals (MakeMyTrip, Goibibo, etc.) are usually not reimbursed under LTC rules.
Always save:
- Ticket invoice
- Booking confirmation
- Boarding passes
Step 3: Submit LTC Claim After Travel
After completing the journey, you must submit your claim within the prescribed time.
Time Limits (General Rule)
- Within 30 days – if LTC advance was taken
- Within 90 days – if no advance was taken
Step 3.1: Open LTC Claim / Settlement
Log in to HRMS and go to:
- LTC Module
- LTC Claim / LTC Settlement
Step 3.2: Enter Actual Travel Details
Fill in:
- Ticket numbers
- Actual travel dates
- Fare paid
Ensure details match uploaded documents exactly.
Step 3.3: Upload Mandatory Documents
You must upload:
- Tickets / Invoices from authorized agent
- Boarding passes (mandatory for air travel)
- Journey certificate / declaration
- Advance adjustment details (if applicable)
Blurry or incomplete documents often cause rejection.
Step 3.4: Submit Claim for Approval
Click Submit.
The claim goes to:
- DDO / Accounts Officer
- Verification and audit
Once approved, the reimbursement amount is credited to your bank account.
Important Rules You Must Remember
| Aspect | Rule |
| Prior approval | Mandatory before travel |
| Block year | Must have valid LTC credit |
| Family members | Must be registered in HRMS |
| Leave | EL / CL must be applied separately |
| Expenses covered | Travel fare only |
| Boarding pass | Mandatory for air LTC |
Common Reasons for LTC Rejection
- LTC intimation not approved before travel
- Tickets booked from unauthorized agents
- Missing boarding passes
- Family member not declared in HRMS
- Claim submitted after deadline
Most rejections happen due to procedural mistakes, not eligibility.
Best Practices for Smooth LTC Approval
- Apply LTC intimation well in advance
- Never book tickets before approval
- Use only authorized booking platforms
- Upload clear, complete documents
- Track claim status until payment is credited
Final Thoughts
Applying for LTC in HRMS is not difficult, but it demands discipline and timing. Think of LTC as a three-step chain:
Intimation → Approved Travel → Verified Claim
If any link is missing, the claim can fail. When done correctly, HRMS makes LTC processing transparent, traceable, and audit-safe.
Take your time, follow the steps carefully, and your LTC claim will move smoothly from application to payment—without stress or last-minute surprises.
