Travel and Reimbursement

‍Scope

This policy applies to all employees and trainees engaged with the Company (collectively referred to as "Employees" for the purpose of this policy).

Authority Concerned

For any questions or clarifications related to this policy, Employees should reach out to the HR Team. Any interpretation or clarification of this policy shall remain at the sole discretion of the Company.

Conflict

In case of any conflict between this policy and the employment or other engagement agreement of the Employee with the Company, the terms of such agreement shall prevail.

Objective

The Company is committed to ensuring a smooth and transparent process for business travel and expense reimbursement while promoting responsible use of Company resources. This policy establishes clear guideline

• Streamline business travel and expense management.
• Minimize out-of-pocket expenses for Employees.
• Ensure financial compliance with internal policies and regulations.
• Prevent misuse of Company resources.

To facilitate this process, employees are required to use the following Company-approved tools: Uber for Business, MakeMyTrip (MyBiz), Zomato for Enterprise, and prepaid cards (EnKash/Forex). Reimbursements will only be considered in exceptional cases where these tools were unavailable, provided prior approval was obtained.‍

Expense Tools

Employees are expected to use the designated tools for official business-related expenses:

Uber for Business

Purpose: Official intra-city travel for business purposes.

Permitted Usage: Client meetings, business events, airport transfers, and any work-related travel.

Approval Requirement: Employees must select the correct trip purpose, enter the client name, and provide relevant remarks in the Uber app.

Restrictions:

• Daily office commutes and personal rides are not allowed.
• Unauthorized rides charged to the Company account will be deducted from the Employee's salary.
• In case Uber for Business is unavailable, prior approval for reimbursement is required.

MakeMyTrip (MyBiz)

Purpose: Official outstation travel, including flights, hotels, buses, and trains.

Booking Process:

• Travel requests must be submitted via the designated Slack travel-booking channel at least three (3) days in advance.
• Travel must commence from the Employee's designated office location.

Restrictions:

• Any changes or upgrades must be pre-approved by the Finance Team.
• Travel booked outside MyBiz without prior approval will not be reimbursed.
• Any personal deviations from business travel plans will not be reimbursed.

Zomato for Enterprise

Purpose: Approved business meals during late hours or weekends while on business engagements.

Permitted Usage:

• Business meals after 9 PM or on weekends.
• Meal expenses must be reasonable and within the approved Company budget.

Restrictions:

• Personal orders, team outings without business justification, and non-essential food expenses will not be reimbursed.
• Misuse of the platform may result in deductions from the Employee's salary.

Prepaid Cards (EnKash/Forex)

Purpose: Pre-approved business purchases and travel expenses.

Usage Guidelines:

• Pre-approval must be obtained before using prepaid cards.
• Valid receipts and invoices must be submitted for all transactions.

Restrictions:

• Unauthorized or personal purchases are strictly prohibited.
• Failure to provide valid invoices may result in salary deductions.

Reimbursement Process (For Exceptions Only)

Reimbursements will only be processed in exceptional cases where the designated tools were unavailable. In such cases, Employees must:

Submit claims via Keka with valid receipts/invoices. Screenshots of GPay or other digital payments will not be accepted.

Provide detailed descriptions, including the purpose of the expense and the names of attendees (if applicable).

Submit claims within one (1) month from the date of expense. Late submissions may not be processed.

Avoid submitting claims for colleagues. Each Employee must submit their own expenses.

Expense Approval & Audit

All claims will undergo review by the Finance Team before approval.

Regular audits will be conducted to ensure compliance with this policy.

Any discrepancies or unauthorized claims may lead to further investigation or corrective action.

Non-Compliance & Penalties

To maintain transparency and integrity, the following non-compliance actions may result in penalties:

Duplicate claims: Any expense already processed via Company tools should not be submitted again for reimbursement.

Unauthorized expenses: Personal or unauthorized expenses claimed without valid proof may result in deductions from salary.

Repeated misuse: Employees repeatedly misusing travel and reimbursement policies may face disciplinary action, including loss of reimbursement privileges or termination.

Special Circumstances and Exceptions

Any deviation from this policy requires prior approval from the designated officer within the Company. Exceptions must be supported by valid business justifications.

Confidentiality and Non-Compliance

Employees are expected to maintain the confidentiality of all reimbursement-related information. Unauthorized disclosure of such information may lead to disciplinary action, including termination of employment.

Review and Amendment

The Company reserves the right to modify this policy at any time to reflect evolving business needs or legal requirements. Employees will be informed of any significant changes within a reasonable timeframe.

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