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Claim Reimbursement Policy

 

Human Resources [HRP] Claim Reimbursement Policy
  Last Revision Date

“ Insert Date”

 

 

“YOUR COMPANY LOGO”

 

Document Summary
Title: Claim Reimbursement Policy
Policy Owner: “Policy Owner Name”
Effective Date: “Effective Date”
Supersedes: “Date of the previous version”
Approved By: “Name & Title of the approving authority”
Policy Level: “On the basis of policy applicability”

TABLE OF CONTENTS

1     PURPOSE.. 2

2     SCOPE.. 2

3     POLICY.. 2

3.1        Objectives. 2

3.2        Eligibility & Pay Grade. 2

3.3        Reimbursement Guidelines. 3

3.4        Local Conveyance Reimbursement (LCR) 3

3.5        Dinner Reimbursement (DR) 4

3.6        Mobile Reimbursement (MR) 4

3.7        Internet / Data-Card Reimbursement (IR) 5

3.8        Procedures for Claims & Reimbursement 5

3.9        Reporting and Controls. 0

3.10     Governance. 0

3.11     Exceptions. 1

4     ROLES & RESPONSIBILITIES.. 1

5     GLOSSARY.. 1

6     RELATED POLICIES, PROCEDURES, OR OTHER REFERENCES.. 1

7     REVISION LOG.. 2

8     APPENDIX A.. 2

 

1      PURPOSE

           The purpose of claim reimbursement policy is to facilitate and provide reimbursements to employees who incur necessary expense as a result of business requirement.

2      SCOPE

The policy is applicable to all employees of “Your Company Name” across all locations including the group companies.

3      POLICY

3.1     Objectives

The prime objective of this policy is to assist employees to claim reimbursements for any reasonable and necessary expenses (local conveyance, mobile, internet and dinner) incurred as a result of business requirement.

The policy enables employees to exercise sound judgment when incurring and requesting for reimbursement of business related expenses.

This policy represents the minimum standard that employees must follow when they incur, review or seek reimbursement for business related expenses.

3.2     Eligibility & Pay Grade

All employees of “Your Company Name” (Confirmed or on probation) shall stand eligible to claim reimbursements as per their pay grade.

 

PAY GRADE DESIGNATIONS
G1 CEO, CFO, CTO, CHAIRPERSON, MD, DIRECTOR, SVP
G2 VP, BUSINESS HEAD, PROJECT HEAD, PRODUCT HEAD, AVP, DEPT. HEAD, DELIVERY HEAD
G3 MANAGERS, SR. MANAGERS, PROJECT MANAGER, SR. PROJECT MANAGER
G4 TEAM LEAD, PROJECT LEAD, PRINCIPAL LEAD, ASST. MANAGER, PRINCIPAL BUSINESS ANALYST, PRINCIPAL CONSULTANT, SR. TECH LEAD
G5 ENGINEER, SR. ENGINEER, CONSULTANT, SR. CONSULTANTS, EXECUTIVES , SR. EXECUTIVES, BUSINESS ANALYST, SR. BUSINESS ANALYST, DEVELOPER, CUSTOMER SUPPORT ENGINEER, CUSTOMER SUPPORT EXECUTIVE, DATA ANALYST, COORDINATOR, DESIGNER, SR. DESIGNER, WRITER, EA
G6 TRAINEES, JR. CONSULTANTS, JR. EXECUTIVES, INTERNS, DATA ENTRY OPERATOR, FIELD EXECUTIVE, JR. DEVELOPER, JR. ENGINEER

3.3     Reimbursement Guidelines

3.3.1    The Company has established the following standards for employees who claim reimbursement for business related expenses. It is the responsibility of the employee and his manager to ensure compliance with these policies.

3.3.2    It is the responsibility of the employees and those who approve expenditures to read, understand and ensure compliance with these policies and procedures. The employee must be familiar with the need for each expense, ensure that appropriate documentation is provided, and submit complete and accurate expense reports.

3.3.3    All queries should be addressed with their immediate Manager or Admin team. Employee should exercise sound judgment when incurring expenses on behalf of the Company.

3.3.4    Employee will be reimbursed for bona-fide business expenses as defined in this policy that are incurred while working and travelling on authorized company business.

3.3.5    All travel and other business expenses should be kept at the lowest possible consistent with the effective conduct of the business.

3.4     Local Conveyance Reimbursement (LCR)

3.4.1    An employee may use his/her own personal vehicles in case he/she is commuting on official duty. The per kilometer entitlement in such a case is as under: –

 

PAY GRADE PERSONAL VEHICLE RATE (WITH BILLS)
G1, G2, G3, G4 FOUR WHEELER RS. “Insert Rate” PER KM
 G5, G6 TWO WHEELER RS. “Insert Rate” PER KM

 

PAY GRADE MODE OF TRANSPORT RATE
G1, G2, G3 CAB ACTUAL (WITH BILL)
G4, G5, G6 BUS/ METRO/ AUTO ACTUAL (WITHOUT BILL)

 

Note:

  • Petrol bills are required on monthly basis for claiming local conveyance bills.

3.4.2    A maximum of “Insert Number” Km (Delhi/ NCR region) would be considered for local travel reimbursement starting from office location.

3.4.3    Office or home location (whichever is lesser) shall be considered as the garage point (journey start and end point) for calculating local travel distance.

3.4.4    Expense incurred on travelling to work and back (from home) shall not be covered under local conveyance and hence can’t be claimed.

3.4.5    The employees can avail office cab facilities in case of business exigencies or if required to travel during odd hours (before 6AM or after 10 pm) for business assignments. Written consent over email from the HOD is required; however, G1 & G2 employees are exempted.

3.4.6    To avail office cab facility, the employee is expected to inform the Admin department for Cab bookings preferably one day in advance. However, in case of business exigencies 2 hours’ advance notice within the office hours (i.e. 9:00 A.M. to 5:30 P.M.) is acceptable.

3.4.7    Private cab (taxi) bookings are not encouraged during office hours and the same will not be reimbursed. However, an employee is free to book a cab or radio taxi in case of unavailability of office cab/ admin staff. The same shall be reimbursed at the rate of Rs.12/KM or actual bill rates (whichever is lower). Claim shall not be processed in the absence of supporting bills.

3.5     Dinner Reimbursement (DR)

3.5.1    In case the employee is expected to stay-back in office due to business deliverables post 9 PM, he/she is entitled to claim reimbursements for dinner expense at the rate of Rs. “Enter amount” or on actual bill (whichever is lesser). Refer the table below for details;

 

PAY GRADE DINNER ALLOWANCE
G1, G2, G3, G4,G5,G6 Rs. “Enter Amount”/meal per person

3.6     Mobile Reimbursement (MR)

3.6.1    Employees in the Pay Grades (G1, G2 & G3) stand eligible to mobile claim reimbursements considering their position and nature of work.

3.6.2    Employees in the Pay Grades (G4, G5 & G6) shall ONLY be eligible to claim reimbursements if the same are mentioned in their offer/appointment letter.

3.6.3    Employees who are eligible for monthly Mobile Reimbursement, they would either be provided with the mobile chips from the company or they may use their own personal numbers for official purpose.

3.6.4    An employee stands eligible to claim Mobile Reimbursement as per the provision mentioned in the table below;

 

PAY GRADE MONTHLY MOBILE REIMBURSEMENT

(MAX. LIMIT WITH BILLS)

G1 RS. “Enter Amount”/-
G2 RS. “Enter Amount”/-
G3 RS. “Enter Amount”/-
G4, G5 UP TO RS. “Enter Amount”/-

(IF MENTIONED IN APPOINTMENT LETTER).

G6 UP TO RS. “Enter Amount”/-

(IF MENTIONED IN APPOINTMENT LETTER).

3.6.5    The decision of whether an employee stands eligible for Mobile reimbursement would solely depend upon the employee’s job profile & management discretion.

3.7     Internet / Data-Card Reimbursement (IR)

3.7.1    The Employees falling in the below mentioned Pay Grades stand eligible for Internet/ Data card reimbursement on basis of their job profile & nature of work;

 

 

PAY GRADE MONTHLY INTERNET REIMBURSEMENT 

(MAX. LIMIT WITH BILLS)

G1 RS. “Enter Amount”/-
G2 RS. “Enter Amount”/-
G3 RS. “Enter Amount”/-
G4 RS. “Enter Amount”/-

3.7.2    Data card or Wi-Fi modem etc. shall be purchased by the employee itself and only monthly reimbursements can be claimed.

3.7.3    The decision of whether an employee would be eligible for Internet reimbursement would solely depend upon the employee’s job profile. Only those employees having the internet reimbursement provision mentioned in the appointment letter shall stand eligible to claim internet reimbursements.

3.7.4    Employees in pay grade (G3, G4, G5 & G6) who are not eligible for Internet Reimbursement can get internet dongle issued from the IT department in case travelling to client location or out of town for work purpose by filing up the “Dongle Request Form”.

3.8     Procedures for Claims & Reimbursement

3.8.1    To claim reimbursements, an employee is required to fill up the appropriate. Claim/ Reimbursement form as mentioned below;

§  Local Travel Expense Reimbursement Form

§  Claim Reimbursement Form (for Mobile/ Internet Reimbursement)

§  Dongle Request Form

§  Cab Approval Form

3.8.2    Important dates for claim submission, processing & reimbursement are as follows;

  • “Enter Date” of every month – Deadline for claim submission (to Admin team)
  • “Start Date” to “End Date” – Claim processing & approvals (by Payroll team)
  • “Final Date” of every month – Claim reimbursement credit

 

3.8.3 Bills received later than “Enter Date” of the month would be cleared in corresponding next month billing cycle only.

3.8.4    Claims older than 2 months would not be entertained at any level and shall not be reimbursed.

3.8.5    In case any further assistance or clarification is required, the employee can approach the Admin or Payroll team for seeking clarification.

3.9     Reporting and Controls

3.9.1      The employee shall be only entitled for allowances and claims as per the provision in the policy documents. Any claims outside the purview of the policy shall not be payable.

3.9.2      The employee is advised to read the claim reimbursement policy carefully and approach the Admin/Front Desk or Payroll Team to seek assistance or clarifications on any doubts (if any) before travelling or incurring any doubtful expenses.

3.9.3      The employee is required to attach supporting bills when filing for claims as directed in the policy. Claims without supporting bills shall not be processed and will be rejected.

3.9.4      It is presumed that the employee shall not submit fake bills or supporting documents to claim reimbursement. Any such case would be considered as fraud and may warrant a strict disciplinary action leading up to termination of employment.

3.9.5      The Payroll team responsible for processing claims reserves the right to question or seek clarification from the employee on the claims filed.

3.9.6      The Payroll reserves the right to cancel or reject the claims as per their jurisprudence using the policy as the benchmark. In case of rejection, the Payroll team shall provide the employee with the reasons for rejection.

3.9.7      Any reimbursement or claim disputes shall be referred to HR team (Talent Management). The decision of the HRD can’t be challenged and shall be deemed final.

3.10  Governance

3.10.1   The Policy shall be governed by the Payroll department.

3.10.2   The Admin/Front Desk team shall make all travel arrangements as directed in the policy.

3.10.3   The Payroll team shall process claims and allowance payouts as directed in the policy document.

3.10.4   All escalations shall be referred to HRD (Talent Management). The verdict of HRD on any disputes or issues with regards to claims or reimbursements shall be deemed final.

 

3.11  Exceptions

3.11.1   No exceptions shall be made in the policy unless the policy is revoked by the HRD or the Management Team.

3.11.2   Any exceptions in this policy can be only approved by Head HR along with consent of the Management Team.

4      ROLES & RESPONSIBILITIES

Role Responsibilities
Employee Individual employee is responsible for claiming reimbursement and allowance as per the provisions in the policy.
People Manager The People Managers are responsible for approving or rejecting travel plans as per business exigency.
Admin/Front Desk Team The Admin/Front Desk team shall be responsible for making travel and accommodation arrangements. The Front Desk team shall be responsible for responding to queries, providing claim forms and submitting claim forms.
Payroll Team Process, audit and payout reimbursement claims and allowances.
HR (Talent Management) Team Resolving disputes and responding to unresolved queries.

5      GLOSSARY

Acronyms Definition
LCR Local Conveyance Reimbursement (Local Travel/Conveyance)
DR Dinner Reimbursement
IR Internet Reimbursement
MR Mobile Reimbursement

6      RELATED POLICIES, PROCEDURES, OR OTHER REFERENCES

Reference Link
“Reference to previous policy” drafted by “Employee Name”. “Attach below in Appendix”

7      REVISION LOG

Rev Description of Changes Changed By Approved By Date
1.0 “Highlight section of policy impacted” “Employee Name & Title” “Management Name & Title” “Mention Date”
2.0        

8      APPENDIX A

“Attach related policies & procedures”