EMPLOYEE REIMBURSEMENT POLICY
This Reimbursement Policy ("Policy") is effective from ________ ("Effective Date") and applies to ________, its subsidiaries and joint ventures over which the ________ exercises management control ("We", "Us", "Our", "Company").
All the employees and other stakeholders of the Company are expected to update and follow the procedures set out under this Policy.
1. SCOPE
This Policy applies to all employees including trainees, apprentices, interns, part-time and full-time employees of the Company.
2. GENERAL GUIDELINES
(a). This Policy outlines the reimbursement Policy of the ________ concerning the reimbursement of specific and reasonable expenditures incurred by the employees exclusively for the purpose of the Company's business. The expenditure shall be necessary for the business transactions of the Company and shall be in relation to the individual's regular responsibilities or special assignments.
(b). The Policy helps in processing the payment in a timely manner and documentation on authorized expenditures.
(c). The employees shall read and understand this Policy before incurring any expenditure on behalf of the Company.
(d). All the employees or other persons who is intending to get reimbursement from the Company shall adhere to this Policy. Failure to adhere to this Policy may result in non-reimbursement of the expenditure incurred or other disciplinary actions against the employee.
(e). The employee may be entitled to full or partial reimbursement of expenditure after the approval of the concerned authorities mentioned under this Policy. Any reimbursement request submitted without the necessary supporting documentation may be rejected.
(f). The employees are required to use the most economical and cost-effective method when incurring business expenses. If any expenditure is found to be unnecessary or extravagant, such expenditure will not be reimbursed by the Company and the employee shall be solely responsible for the same.
(g). The approved business-related expenditures may be paid by the Company in advance or reimbursed upon submission of valid documents in accordance with this Policy.
(h). The reimbursements are not taxed as part of employees income.
(i). The business expenditure will be approved by the ________ ("Approver") unless otherwise mentioned under this Policy.
3. REIMBURSABLE EXPENDITURES
The following expenditures are generally reimbursed by the Company after the scrutinization and approval by the approver:
(a). Travel Expenditures
(I). All the pre-approved and justified travel expenditures will be reimbursed to the employee.
(II). The employee shall always endeavour to book the tickets in advance and shall choose the best and low-cost option.
(III). The travelling shall only be considered where alternative options are not feasible.
(IV). Before undertaking any business trip, the concerned employee shall submit a request to the: ________, and such request form shall include all necessary information including the purpose, location, duration, method of travelling, estimated budget, etc.
(V). The employees may utilize personal vehicles for business travel when other transportation is unavailable or uneconomical.
(VI). Mileage will be reimbursed as per the predetermined rate fixed by the Company and is inclusive of all automobile costs including fuel, repairs/maintenance, insurance, etc.
(VII). The reimbursement slip for a personal automobile shall include the following details date, time, business purpose, origin and destination locations, kilometres, approval by, etc.
(VIII). Everyday commuting to/from your work location is not covered under this reimbursement.
(IX). Any accidents or other damages to the vehicle is not covered under this Policy and the employees are advised to have full coverage insurance for their vehicles.
(X). Necessary taxis or other ground transportation will be reimbursed. The employees are required to check the economic and convenient options like Uber or Ola before considering any general taxi services which may be expensive.
(XI). Travel expenses of the companions will not be reimbursed by the Company unless otherwise approved in writing and are the sole responsibility of the employee.
(b). Food expenditures
(I). The reasonable food expenditure will be reimbursed to the employees upon submission of the detailed purpose and itemized list of receipts.
(II). Individual daily meal expense is limited to Rs ________ (________), unless special approval is received from the approver.
(III). Room services or expenditure on alcohol are not covered under this Policy.
(c). Accommodation
(I). All accommodations shall be pre-approved in writing by the Company unless the employee was unable to take prior permission due to reasons beyond his/her control. Such special conditions shall be scrutinized by the approver and the decision of the approver shall be final.
(II). Employees shall always use moderately priced accommodations whenever possible.
(III). Maximum amount reimbursable for accommodation per days is Rs ________ (________), unless special approval is received from the approver.
(IV). Room upgrades are permitted only if there is no additional cost to the Company.
(d). Other expenditures
(I). The certain section of employees are eligible to get mobile phone bill reimbursement. The cap of phone charges per month is Rs.________(________).
(II). The pre-approved expenditures on training and education of employees.
(III). The pre-approved cost of tools and equipment exclusively used for the business purpose.
(IV). The pre-approved costs on licenses or professional fees incurred directly in relation to the Company.
(V). The medical reimbursement. The maximum amount reimbursed per annum is Rs.________(________). Only the medical expenditure of the employees are covered.
4. NON-REIMBURSABLE EXPENSES
The Company generally reimburse the expenses which are incurred directly in connection with the business. The following are some of the expenses which are non-reimbursable and the list is not exhaustive:
(a). Personal expenses of any kind.
(b). Fines or penalties from any law enforcement agencies in connection with the act of the employees.
(c). Travel insurance. Employees are advised to opt for personal travel insurance whenever possible.
(d). Personal entertainments.
(e). Unauthorized expenditures on meals, entertainment, etc.
(f). Unauthorized upgrades in transportation or accommodation.
(g). Expenditures on companions unless it was necessary and approved by the Company.
(h). The loss or theft of personal belongings of the employee.
(i). The expenditure for personal gains.
(j). Personal purchases.
5. EMPLOYEE RESPONSIBILITIES
(a). Always document the expenditures which the Company is not directly arranged for the employee.
(b). The list provided under this Policy is by no means exhaustive. Employees should always get approval from the ________, or higher authorities before incurring any expenditure on behalf of the Company.
(c). Shall always apply the mind and take expenditure decisions which are most favourable for the Company.
(d). Whenever possible avoid mixing up the personal and business expenditures. If unavoidable, the employees are required to submit a detailed break-up of expenditures.
(e). In case of any doubt in relation to business expenditure, always consult with the ________, before spending on such expenditures.
(f). If any employee spends on unapproved business expenditure, the Company have the full right to reject such reimbursement request and in that case, the employee shall indemnify the Company of any liabilities.
6. 82288558'5 8552885585255555
(________). 822528258 85588 588528 82 5255225 8825 252 852282 8258822 22 252 ________'8 8282855822222 228882.
(________). 822252 522528822 522 25222582552 22 825582 22 252 ________, 252 52252825 85588 2525252582 85282 252 528285282 22 8585 25222582552 82 8222282822 8825 ________'8 85882288 525 85588 228552 2552 8585 252225825528 552 82 8222885282 8825 2588 228882 525 22525 5228885882 22888828 22 252 ________.
(________). 552 522528258 552 52822288882 22 522252 222222858 588882882552 888528, 288582 22 25222828, 252825852822 22 528522228, 852585 22 2588 228882, 228. 22 252 582525 55252582828 22 252 ________ 525 2588822 22 85885 252 52252258522 582822 252 82 25222 5258282 8225 252 52252825 525 252 255822 22282222.
(________). 552 25222828 82855525 82 252 222822228 82 8222885282 8825 2588 228882 85588 82 52882825 525 5525258225 8825252 522 52552 52852.
(________). 552 522528258 85588 222 5225282 252 252225825528 82855525 82 252 52252825 828282 25 522 22525 822825 222822228 25 582525 55252582828 22 252 52252825.
7. PROCEDURE FOR REIMBURSEMENT
(a). The employee shall submit the expenditure reimbursement form within ________ days from the date of expenditure.
(b). The reimbursement request form shall be approved by the ________ before the submission to ________.
(c).The request form shall be submitted to the: ________. The ________ shall scrutinize the request form along with the other documents attached and shall make sure such application is in compliance with this Policy and other applicable rules and regulations of the Company.
(d). The request form shall contain all required information including the date of expenditure, place, descriptions, details of products/services, business relation, the details of person/department approved such expenditure, etc.
(e). Always submit approval emails or documents along with the claim request.
(f). Submit the original copy of the receipts and invoices. The employee may be asked to submit the bank statements to substantiate or for the cross verification of the expenditures.
(g). The reimbursements shall be paid to the concerned employee within ________ days from the date of submission of the request form or if such request is rejected by the concerned authorities, the same shall be communicated to the concerned employee within ________ days from the date of submission.
(h). The employees are required to return the reimbursement or allowance that exceeds the substantiated expense within ________ days from the date of communication from the concerned department.
(i). If the employee fails to refund the excess amount paid on account of reimbursement within ________ days, such excess amount may be adjusted against the salary or other payments due against the employee.
(j). Any disputes in relation to the reimbursement amount or rejection of reimbursement shall be escalated to the ________ or higher authority within a period of ________ days from the date of communication or payment of the disputed reimbursement amount.
8. DOCUMENTATION
(a). The files and records in connection with disciplinary actions shall be preserved for the following period from the last date of employment: ________.
9. CHANGES TO THIS POLICY
(a). We reserve the right to revise and make changes to this Policy from time to time to adapt to the changing scenarios and laws. The employees and other stakeholders are required to check and refer to the updated version from time to time on the website or other records of the Company.
10. FURTHER INFORMATION
(a). For any queries or further information about this Policy, the employee or other concerned person can contact the following department/person: ________ (________).
11. ACKNOWLEDGEMENT
(a). By signing this Policy:
(b). I acknowledge that I have reviewed the above-listed policies and guidelines of the Company and understand my responsibilities.
(c). I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
(d). I agree to abide by the aforementioned policies and I understand that my failure to follow the policies may result in disciplinary action, up to and including dismissal.
Employee Name:
Designation:
Date:
_________________________
Signature
REIMBURSEMENT REQUEST FORM
________
Name of the employee:
Designation:
Department:
Branch:
Date/period of expenditure:
Category of expenditure:
Description of expenditure:
Total amount:
Approved by:
Claimed by:
Dated:
Signature:
Checked by:
Signature:
EMPLOYEE REIMBURSEMENT POLICY
This Reimbursement Policy ("Policy") is effective from ________ ("Effective Date") and applies to ________, its subsidiaries and joint ventures over which the ________ exercises management control ("We", "Us", "Our", "Company").
All the employees and other stakeholders of the Company are expected to update and follow the procedures set out under this Policy.
1. SCOPE
This Policy applies to all employees including trainees, apprentices, interns, part-time and full-time employees of the Company.
2. GENERAL GUIDELINES
(a). This Policy outlines the reimbursement Policy of the ________ concerning the reimbursement of specific and reasonable expenditures incurred by the employees exclusively for the purpose of the Company's business. The expenditure shall be necessary for the business transactions of the Company and shall be in relation to the individual's regular responsibilities or special assignments.
(b). The Policy helps in processing the payment in a timely manner and documentation on authorized expenditures.
(c). The employees shall read and understand this Policy before incurring any expenditure on behalf of the Company.
(d). All the employees or other persons who is intending to get reimbursement from the Company shall adhere to this Policy. Failure to adhere to this Policy may result in non-reimbursement of the expenditure incurred or other disciplinary actions against the employee.
(e). The employee may be entitled to full or partial reimbursement of expenditure after the approval of the concerned authorities mentioned under this Policy. Any reimbursement request submitted without the necessary supporting documentation may be rejected.
(f). The employees are required to use the most economical and cost-effective method when incurring business expenses. If any expenditure is found to be unnecessary or extravagant, such expenditure will not be reimbursed by the Company and the employee shall be solely responsible for the same.
(g). The approved business-related expenditures may be paid by the Company in advance or reimbursed upon submission of valid documents in accordance with this Policy.
(h). The reimbursements are not taxed as part of employees income.
(i). The business expenditure will be approved by the ________ ("Approver") unless otherwise mentioned under this Policy.
3. REIMBURSABLE EXPENDITURES
The following expenditures are generally reimbursed by the Company after the scrutinization and approval by the approver:
(a). Travel Expenditures
(I). All the pre-approved and justified travel expenditures will be reimbursed to the employee.
(II). The employee shall always endeavour to book the tickets in advance and shall choose the best and low-cost option.
(III). The travelling shall only be considered where alternative options are not feasible.
(IV). Before undertaking any business trip, the concerned employee shall submit a request to the: ________, and such request form shall include all necessary information including the purpose, location, duration, method of travelling, estimated budget, etc.
(V). The employees may utilize personal vehicles for business travel when other transportation is unavailable or uneconomical.
(VI). Mileage will be reimbursed as per the predetermined rate fixed by the Company and is inclusive of all automobile costs including fuel, repairs/maintenance, insurance, etc.
(VII). The reimbursement slip for a personal automobile shall include the following details date, time, business purpose, origin and destination locations, kilometres, approval by, etc.
(VIII). Everyday commuting to/from your work location is not covered under this reimbursement.
(IX). Any accidents or other damages to the vehicle is not covered under this Policy and the employees are advised to have full coverage insurance for their vehicles.
(X). Necessary taxis or other ground transportation will be reimbursed. The employees are required to check the economic and convenient options like Uber or Ola before considering any general taxi services which may be expensive.
(XI). Travel expenses of the companions will not be reimbursed by the Company unless otherwise approved in writing and are the sole responsibility of the employee.
(b). Food expenditures
(I). The reasonable food expenditure will be reimbursed to the employees upon submission of the detailed purpose and itemized list of receipts.
(II). Individual daily meal expense is limited to Rs ________ (________), unless special approval is received from the approver.
(III). Room services or expenditure on alcohol are not covered under this Policy.
(c). Accommodation
(I). All accommodations shall be pre-approved in writing by the Company unless the employee was unable to take prior permission due to reasons beyond his/her control. Such special conditions shall be scrutinized by the approver and the decision of the approver shall be final.
(II). Employees shall always use moderately priced accommodations whenever possible.
(III). Maximum amount reimbursable for accommodation per days is Rs ________ (________), unless special approval is received from the approver.
(IV). Room upgrades are permitted only if there is no additional cost to the Company.
(d). Other expenditures
(I). The certain section of employees are eligible to get mobile phone bill reimbursement. The cap of phone charges per month is Rs.________(________).
(II). The pre-approved expenditures on training and education of employees.
(III). The pre-approved cost of tools and equipment exclusively used for the business purpose.
(IV). The pre-approved costs on licenses or professional fees incurred directly in relation to the Company.
(V). The medical reimbursement. The maximum amount reimbursed per annum is Rs.________(________). Only the medical expenditure of the employees are covered.
4. NON-REIMBURSABLE EXPENSES
The Company generally reimburse the expenses which are incurred directly in connection with the business. The following are some of the expenses which are non-reimbursable and the list is not exhaustive:
(a). Personal expenses of any kind.
(b). Fines or penalties from any law enforcement agencies in connection with the act of the employees.
(c). Travel insurance. Employees are advised to opt for personal travel insurance whenever possible.
(d). Personal entertainments.
(e). Unauthorized expenditures on meals, entertainment, etc.
(f). Unauthorized upgrades in transportation or accommodation.
(g). Expenditures on companions unless it was necessary and approved by the Company.
(h). The loss or theft of personal belongings of the employee.
(i). The expenditure for personal gains.
(j). Personal purchases.
5. EMPLOYEE RESPONSIBILITIES
(a). Always document the expenditures which the Company is not directly arranged for the employee.
(b). The list provided under this Policy is by no means exhaustive. Employees should always get approval from the ________, or higher authorities before incurring any expenditure on behalf of the Company.
(c). Shall always apply the mind and take expenditure decisions which are most favourable for the Company.
(d). Whenever possible avoid mixing up the personal and business expenditures. If unavoidable, the employees are required to submit a detailed break-up of expenditures.
(e). In case of any doubt in relation to business expenditure, always consult with the ________, before spending on such expenditures.
(f). If any employee spends on unapproved business expenditure, the Company have the full right to reject such reimbursement request and in that case, the employee shall indemnify the Company of any liabilities.
6. 82288558'5 8552885585255555
(________). 822528258 85588 588528 82 5255225 8825 252 852282 8258822 22 252 ________'8 8282855822222 228882.
(________). 822252 522528822 522 25222582552 22 825582 22 252 ________, 252 52252825 85588 2525252582 85282 252 528285282 22 8585 25222582552 82 8222282822 8825 ________'8 85882288 525 85588 228552 2552 8585 252225825528 552 82 8222885282 8825 2588 228882 525 22525 5228885882 22888828 22 252 ________.
(________). 552 522528258 552 52822288882 22 522252 222222858 588882882552 888528, 288582 22 25222828, 252825852822 22 528522228, 852585 22 2588 228882, 228. 22 252 582525 55252582828 22 252 ________ 525 2588822 22 85885 252 52252258522 582822 252 82 25222 5258282 8225 252 52252825 525 252 255822 22282222.
(________). 552 25222828 82855525 82 252 222822228 82 8222885282 8825 2588 228882 85588 82 52882825 525 5525258225 8825252 522 52552 52852.
(________). 552 522528258 85588 222 5225282 252 252225825528 82855525 82 252 52252825 828282 25 522 22525 822825 222822228 25 582525 55252582828 22 252 52252825.
7. PROCEDURE FOR REIMBURSEMENT
(a). The employee shall submit the expenditure reimbursement form within ________ days from the date of expenditure.
(b). The reimbursement request form shall be approved by the ________ before the submission to ________.
(c).The request form shall be submitted to the: ________. The ________ shall scrutinize the request form along with the other documents attached and shall make sure such application is in compliance with this Policy and other applicable rules and regulations of the Company.
(d). The request form shall contain all required information including the date of expenditure, place, descriptions, details of products/services, business relation, the details of person/department approved such expenditure, etc.
(e). Always submit approval emails or documents along with the claim request.
(f). Submit the original copy of the receipts and invoices. The employee may be asked to submit the bank statements to substantiate or for the cross verification of the expenditures.
(g). The reimbursements shall be paid to the concerned employee within ________ days from the date of submission of the request form or if such request is rejected by the concerned authorities, the same shall be communicated to the concerned employee within ________ days from the date of submission.
(h). The employees are required to return the reimbursement or allowance that exceeds the substantiated expense within ________ days from the date of communication from the concerned department.
(i). If the employee fails to refund the excess amount paid on account of reimbursement within ________ days, such excess amount may be adjusted against the salary or other payments due against the employee.
(j). Any disputes in relation to the reimbursement amount or rejection of reimbursement shall be escalated to the ________ or higher authority within a period of ________ days from the date of communication or payment of the disputed reimbursement amount.
8. DOCUMENTATION
(a). The files and records in connection with disciplinary actions shall be preserved for the following period from the last date of employment: ________.
9. CHANGES TO THIS POLICY
(a). We reserve the right to revise and make changes to this Policy from time to time to adapt to the changing scenarios and laws. The employees and other stakeholders are required to check and refer to the updated version from time to time on the website or other records of the Company.
10. FURTHER INFORMATION
(a). For any queries or further information about this Policy, the employee or other concerned person can contact the following department/person: ________ (________).
11. ACKNOWLEDGEMENT
(a). By signing this Policy:
(b). I acknowledge that I have reviewed the above-listed policies and guidelines of the Company and understand my responsibilities.
(c). I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
(d). I agree to abide by the aforementioned policies and I understand that my failure to follow the policies may result in disciplinary action, up to and including dismissal.
Employee Name:
Designation:
Date:
_________________________
Signature
REIMBURSEMENT REQUEST FORM
________
Name of the employee:
Designation:
Department:
Branch:
Date/period of expenditure:
Category of expenditure:
Description of expenditure:
Total amount:
Approved by:
Claimed by:
Dated:
Signature:
Checked by:
Signature:
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