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EMPLOYEE REIMBURSEMENT POLICY
OBJECTIVES
To define the eligibility, entitlement and usage guidelines for all employee
reimbursements
INDEX PAGE NUMBER
1. Mobile Policy 2 4
2. Relocation Policy 5 8
3. Medical Reimbursement Policy 9 17
4. Domestic Travel Policy 18 24
5. Local Conveyance Policy 25
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POLICY ON USAGE OF MOBILE PHONES
I. OBJECTIVES :To define the eligibility, entitlement and usage guidelines for Mobile Phones.
II. APPLICABILITY:This policy is applicable to all employees ofCholamandalam DBS. This policy will
be reviewed periodically to determine appropriate inclusions, exclusions or revisions.
III. POLICYAll covered employees should comply with any organizational requirements, such as
providing the necessary bills for processing, responsible usage of the facility and so
on.
IV. GUIDELINES/PROCEDURES1. Employees are requested to be on the Corporate User Group (CUG) network
from the company authorized service provider to avail maximum benefits. This
service provider will be identified by the Administration department and will be
communicated to all employees and new joiners from time to time.
2. The Business Head will approve the coverage of this facility to the employees inhis department and send the information to Administration and Payables
(Finance). The recommendation will be based on business needs.
3. The company will bear the following expenses.i. Actual expenses including rentals depending upon the category applicable
as per the entitlement grid.
ii. Actual expenses would include Incoming Calls, Outgoing Calls, SMS androaming charges.
4. The following expenses will be excluded:Personal calls - Expenses incurred towards personal calls both at location and
during travel, needs to be clearly demarcated by the employee. The same would be
excluded from the reimbursement.
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3. In the event an employee is not on the CUG, however has a role that
requires extensive coordination with external vendors, clients or candidates,
the reimbursement policy will be applicable.
4. Exceptions in the any other grade/level would be dealt as an exception
subject to approvals from the Business Head and Head of Human Resource
Development.
VI. USAGE OF MOBILE PHONES DURING INTERNATIONAL TRAVELMobile phones are to be used for emergency business purposes only.
Although it is sometimes possible to make international calls from a mobile
phone, these calls can be made only for emergency purposes and shall not
exceed three minutes in duration. It is preferred that calls are made from or
received on the desk phone provided at accommodation/office.
Expenses incurred towards personal calls during travel, needs to be clearly
demarcated by the employee. The same would be recovered from the
employee.
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RELOCATION POLICY
I. OBJECTIVES :To provide a means for compensating eligible employees for authorized relocation
expenses. This document states the policy, guidelines, and procedures for paying
employee relocation expenses.
II. APPLICABILITY:This policy is applicable to all employees of Cholamandalam DBS.
Each situation will be reviewed on an individual basis, taking intoconsideration the reasonableness of the proposed request. No request will
"automatically" qualify for reimbursement.
III. POLICY The policy would be applicable for all relocation that arises due to business
exigencies or mutually accepted (both parties: employee and the company)
transfers only.
Any relocation from the established residence (as per company records) toanother in the same location (within the same city or town or equivalent), self
initiated, would not fall under the purview of this policy.
All covered employees should comply with any organizational requirements,such as providing the necessary bills for processing and responsible usage of
the benefits extended.
The policy provides for the following entitlements on transfer as outlined inthe following sections
o Orientation Visito Mode of Travelo Local Conveyanceo Shifting Of Household goods and Personal Property
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2. Mode of Travel: Travel that is undertaken on account of relocation by the employeealong with his immediate family would be entitled for reimbursement. The mode of
Travel would be as listed in the following table Entitlement Grid.
Table 1- Entitlement Grid for Travel
Grade Entitled Mode of Travel
MG 1 to 3 (Self, spouse, dependent children anddependent parents)
Rail I class or III tier ACMG 4 and 5 (Self, spouse, dependent children anddependent parents)
Rail II AC or III AC
MG 6 (Self, spouse, dependent children anddependent parents)
Rail II AC or III ACLow cost Airlines*
*Subject to approval from the President Asset Finance
However, the spouse, dependent children and parents should travel within 12
months of transfer for eligibility of travel expenses mentioned above. This would be
limited to a single travel only. If any in the family are eligible for concession, then
only the concession rate will be reimbursed.
3. Local Conveyance: Eligibility for staff in MG 1 to 3 will be actual expensesincurred for travel (by auto) for all members of the family. Management Staff from
MG 4 to MG 6 will be eligible for actuals by auto /public taxi, for all members of the
family.
4. Shifting of Household goods and Personal Property: The cost of packing,loading, transporting, unloading, and unpacking household goods and personal
property would be entitled for reimbursement. The entitlement would also include
the cost of disconnecting and reinstalling electrical appliances, payable as incidental
expenses of a sum not exceedingRupees Five thousand. Quotations from two to
three packing and moving companies should be procured, submitted to the HRD
Department for approval and the most reasonable quotation will be accepted.Only
on prior approval of the quotation, the management staff will be reimbursed as per
the eligibility.
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5. Insurance: The cost of moving protection insurance for the actual reasonable valueof household goods and personal property would be entitled for reimbursement.
Any additional charges for storage-in-transit at point of origin, extra pick-up and
deliveries, entry into pallets, and storage charges must be paid by the employee
directly to the moving company. All claims against the moving company for lost or
damaged goods should be negotiated directly between the employee and the moving
company, or the insurance company.
6. Passenger Vehicles: The cost of transporting a two wheeler will be included in theshifting of personal goods. In addition to the reimbursement of expenses towards
shifting of personal and household goods, employees in grades MG 5 and above
will be entitled to the actual cost of transport of car by rail.If the employee (gradeMG 5 and above) drives, in lieu of shipping automobile, payment will be at the
prevailing conveyance charges (as per the Domestic Travel Policy). The family, insuch cases, would be assumed to travel with the employee in the car and no alternate
claim can be requested. The driver bata, if any will be reimbursed; no other claims
will be processed.
7. Rental Advance:The employee would be entitled to avail a loan without interest forthe rental Advance that needs to be paid in the new Location, arising due to
relocation. The amount would be restricted to 10 months HRA or 10 months rent
or actual advance, whichever is lower. Payment of brokerage will be intended to
enable the employee to settle down in his new location. One months rent or one
month HRA or actual brokerage whichever is lower, will be the amount payable tothe employee as brokerage.
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MEDICAL REIMBURSEMENT POLICY
I. OBJECTIVETo reimburse the medical expenses incurred by the employees and their dependents.
II. APPLICABILITY1. The Scheme will apply to all Executive Staff including Trainees who will be considered
for absorption in the Executive Staff cadre of Cholamandalam Investment and Finance
Company Ltd and their families as defied hereunder and to the extent covered under the
scheme.
2. Family, for the purpose of the scheme would mean and include only the followingi. Spouse of the Executive Staff ( Domiciliary & Hospitalisation)ii. Own dependent children of the Executive Staff up to the age of 23 years who
are unmarried and or unemployed. ( Domiciliary & Hospitalisation)
iii. Dependent parents of the Executive Staff. (Only for Domiciliary)3. The scheme will apply to all Executive Staff who are on the rolls of the Companyand to
the Executive Staff who join the company. The scheme will apply till they are in the
services of the company or retirement.
III. MEDICAL BENEFITSThe scheme provides the following medical benefits to all eligible Executive staff, namely
1. DOMICILIARY2. HOSPITALISATION
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IV. DOMICILIARYELIGIBILITY LIMITS
Grade Amount Eligibile (Rs. per annum)
MG 1 to 6 Rs.15,000/-
1. Executive Staff shall be reimbursed medical expenses incurred towards domiciliarytreatments covered under the scheme as detailed in this policy, for self and family
subject to the annual domiciliary limits as applicable to their grade and age bracket.
The treatment would include Homeopathy, Ayurveda, Unani or any other form of
treatment approved by the Management.
2. The medical reimbursement towards domiciliary, as per the eligibility would bereimbursed to the employee based on the claims, with proofs, submitted to the HR,
every month. The unutilized amount is paid, after tax deduction to the employee at
the end of every financial year.
3. Domiciliary would cover the following expenses :-a. Medicines, drugs, injections prescribed by the medical practitioner. Bills may
be paid without a supporting prescription provided the doctor furnishes the
details of medicines / injections supplied.
b. Clinical, pathological and diagnostic tests prescribed by the doctor. In theabsence of doctors prescription the receipts from the lab should contain the
reference of the doctor.
c. Fees of the medical practitioner, consultant and specialist including expensetowards medicines directly given by the doctor at cost.
d. Cost of medicines purchased without doctors prescription is subject to amaximum of 50 of annual overall domiciliary limit. This would also include
Vicks, Iodex, etc.
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e. Cost of spectacles for self and family member should be within overalldomiciliary limit. This should be supported by doctors prescription, bills,
receipts, etc. Replacement of frame and cost of lenses will be within the
overall limit. Such claims should be supported by the earlier original / xerox
copy of the prescription of the doctor.
f. Cost of dental treatment and hearing aids duly supported by doctorsprescription and bills / receipts for the same within the overall domiciliary
limit.
g. Cost of annual medical checkup for the spouse.h. Purchases of steel belts/rest belts for back and knee caps, collars and
crutches as prescribed by the doctor will be reimbursed underDomiciliary/Hospitalization as the case may be.
Domiciliary reimbursement would exclude the following :
i. Expenses incurred on Cosmetics and general items like mosquito coils, hairoil, sanitary towels, talcum powder, etc.
ii. Expenses incurred on food items like Complan, Horlicks, Drinking chocolateand Protinules, etc, even if prescribed by doctors.
iii. Expenses incurred in Vitamins and Tonics unless it is prescribed by thedoctor and forms part of the treatment.
iv. Expenses on clinical and pathological tests and routine examinations that areincurred without doctors recommendations.
3. In cases of illness requiring continuous treatment over a prolonged period exceedingone month, but not longer than six months, Executive Staff will be permitted to submit
xerox copies of the prescriptions given by the doctor. In the cases of prolonged
treatment, the approximate period of treatment should be indicated in the doctors
prescription.
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V. HOSPITALISATIONENTITLEMENT GRID
Grade
Maximum amount for Hospitalisation
Including Room Tariff for a Family (Rs.
per annum)
MG 1 and 2 Rs. 18,000/-
MG 3 to 5 Rs. 24,000/-
MG 6 Rs. 30,000/-
1. Executive Staff shall be reimbursed medical expenses incurred towardshospitalization for self, spouse and dependent children only. Hospitalisation would
cover hospitalization within the country only. Management reserves the right to
limit the amount that could be reimbursed in this regard. However, reimbursement
for expenses towards major surgeries will be dealt with byHead HRon a case to case
basis.
2. Executive Staff, if required, may be allowed to purchase medical insurance policyapproved by the Management for their dependent parents from and out of their
domiciliary limits to meet medical expenses, their parents may have to incur towards
hospitalization.3. Hospitalization expenses would include expenses due to maternity. Pre-natal and
post-natal expenses in case of maternity will be reimbursed under domiciliary benefit
limits.
4. Reimbursement towards hospitalization would include pre and post hospitalizationexpenses (Only two months prior and two months after) room charges, nursing
attendants charges, fees of surgeons and anesthetist, operation theatre charges, use
of surgical appliances. anesthesia, oxygen, blood transfusion, etc., use of diagnostic
materials, medicines, injections and drugs, nursing charges, all types of tests or
examinations connected with diagnosis and treatment of illness for which
hospitalized, boarding to the patient by the hospital and fees of medical
practitioners and specialists.
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5. Hospitalisation would not cover expenses incurred for the following:i. General Medical Check-upii. Cosmetic or aesthetic treatment of any descriptioniii. Boarding / stay to the attendants
6. Wherever possible the hospital may be advised by the Management to send the billsdirectly to the insurance company for settlement.
VI. ADMINISTRATION1. All claims for reimbursement towards domiciliary expenses shall be submitted by the
Executive Staff in the prescribed format as in Annexure A supported by doctors
prescription, bills, receipts, certificates and other relevant documents to the Payrolls
concerned. The claim shall be submitted by the 10th of the month succeeding the
month in which expenditure was incurred.
2. When an Executive Staff or any one of the eligible members of his / her family ishospitalized he or she shall notify the same to Corporate Personnel within 72 hours
of the admission into the hospital giving the name of the patient, hospital, address
and telephone number. All claims in connection with hospitalization shall be
submitted in the prescribed format in Annexure B within one month from the date
of discharge of the patient, to Head HRfor approval.
3. Executive Staffavailing the benefits under the scheme will furnish the particulars oftheir family in the prescribed format in Annexure C at the commencement of
every year i.e. April. They shall also intimate any change/s from time to time.
4. Age for the purpose of the schemei. refers to age of the Executive Staff as on 1st April every yearii.
shall be reckoned based on the date of birth declared by the Executive Staffand Maintained in Personal Records of the company.
5. Year for the purpose of the scheme will mean the financial year. In the event of anychange in the grade of the executive staff, the benefit applicable for the domiciliary
treatment will be pro-rated.
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VII. GENERAL
1. The Executive Staff alone shall have the sole and exclusive right to make anyclaim and receive any payment under the scheme.
2. Medical expenses incurred by the Executive Staff during their overseas travel arenot covered under the scheme.
3. Any claim both domiciliary or hospitalization will be considered forreimbursement only when they are supported by all documents in original except
where it is specifically exempted; it will include doctors prescription, bills,receipts, discharge certificate from the Hospital, etc.
VIII. The management reserves the right to withdraw, amend, alter, or modify the scheme atany point of time.
IX. The medical insurance scheme and medical cash benefits extended under the currentsupplementary terms of service will stand superseded by the scheme and will cease to
apply from the day this scheme has come into force.
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ANNEXURE - A
MEDICAL CLAIM FORM : DOMICILIARY
NAME : UNIT : GRADE : DATE :
EMPLOYEE NUMBER :
AMOUNT CLAIMED : DOMICILIARY (RUPEES)
With Prescription AWithoutPrescrip
-tion
SpectaclesC
Sl.No
Name ofthePatient
Rela
tionship
Name&Du
rationofIllness
BillNos.&Date
Consultation
Clinical
Pathological
&
Diagnostic
Tests
Medicines
Dental
Treatment/HearingA
id
HearingAid
Meidcines
Total
GRAND TOTAL (A+B+C) =round off to nearest rupee = Rs.
No. of EnclosuresI CERTIFY THAT THE ABOVE CLAIMS ARE TRUE.
CLAIMANTS SIGNATURE
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ANNEXURE - BMEDICAL CLAIM FORM : HOSPITALISATION
Name : Unit : Designation :Employee No : Grade : Date :
Name of the Patient Relationship Nature and duration Amount claimedof illness for hospitalisation
Name of the doctor :
Name of Hospital / Nursing Home :
DETAILS OF EXPENSES
a) Room charges, board and nursing attendants Rs.b) Physicians, Surgeons and /or Anaesthetist fees Rs.c) Anaesthesia, Oxygen, Blood, OperationTheatre, Surgical Appliances, etc. Rs.d) Clinical, Pathological, Diagnostic tests Rs.e) Medical and Drugs Rs.f) Others - specify Rs.
Total - round off to nearest rupee Rs.
Enclosure : ( specify)
- Discharge Report enclosed - Yes / NoI certify that the above claims are true.
CLAIMANTS SIGNATURE
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ANNEXURE - C
COMPANY MEDICAL REIMBURSEMENT SCHEME
DECLARATION OF FAMILY PARTICULARS
NAME OF EMPLOYEE :
DESIGNATION :
GRADE :
EMPLOYEE NUMBER :
UNIT :
LOCATION :
DETAILS OF FAMILY
NAME RELATIONSHIP AGE
I certify that the family particulars given above are in accordance with the MedicalReimbursement Scheme notified by the company.
SIGNATURE OF THE EMPLOYEE
Note : 1. Form duly completed to be submitted to the authorized official.2. Any changes in the above particulars furnished to be communicated
to the authorized official.
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DOMESTIC TRAVEL POLICY
I. OBJECTIVEa. To reimburse the travelling expenses incurred by employees on account of
Companys work.
II. SCOPE AND COVERAGEThis policy shall apply to all employees (Grades MG 1 to MG 6) including
Management trainees of Cholamandalam DBS.
III. AUTHORITYa. The approving authority will be as under:
ROLE AUTHORITY
All Managers Functional Heads
Functional Heads Business Head / VP / MD
All other Employees / Branch Heads Respective Managers / Regional Managers
All other staff in Branches Respective Branch Heads
IV. TRAVEL ADVANCE AND SETTLEMENT1. The requisition for travel arrangements, advance and the settlement of travel
expenses should be made in the prescribed forms. The forms are available with
the Finance department/in the employee portal.
2. The request for advance will be approved by the approving authority.3. An employee going on tour may obtain cash advance to a maximum limit of one
day extra expenses more than the anticipated number of days on tour. The cash
advance will not exceed the maximum eligibility of boarding & lodging limits
outlined in this policy. The advances may be drawn from the company on the
date of travel or the previous working day.
4. The Accounts for advance drawn shall be settled with the Accounts Departmentalong with refund of balance if any, within 7 working days from the completion
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of tour. Any further advance for travel will not be given unless the previous
advance has been settled.
5. For all reimbursements of Air Travel, the boarding pass should be attached.6. For the purpose of claiming I AC/II AC/I Class Rail Fare except in cases where
tickets have been booked by the Company, the ticket number or a proof of
payment should be submitted.
7. In case where the higher class is claimed, by paying the excess fare in the train,the Railway Receipt for such additional claim should be attached.
V. MODE OF TRAVELThe employees on tour shall be allowed modes of travel as given below:
1.
For places which require only overnight journey employees in the grade (MG 1 -MG5) can travel by train only. For grades above MG 5, Air travel can be
considered as an option. Overnight journey signifies journey from origin to
destination station covered by rail in 10 hours.
2. For places which require more than overnight travel executives in grades:a. MG 1 to MG 3 - Allowed to travel by train only (Class : I Class Non AC
/ III AC/ AC Chair Car)
b. MG 4 MG 6 - Train Travel (I Class Non AC/ II AC/AC Chair Car).c. MG 4 MG 6 Air travel can be undertaken with prior approval from
the Business head during exigencies.
3. Should an employee use a mode of travel lower than he/she is allowed he/sheshall be reimbursed only the actual fare incurred.
4. In exceptional circumstances, if an executive has to use a mode of travel higherthan his / her entitlement, the same has to be authorized by Business Head prior
to the travel and later endorsed by him.
5.
Travel by higher class has to be authorized by the competent authority only afterhe / she is thoroughly satisfied that there are valid and compelling reasons for
doing so.
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VI. LOCAL CONVEYANCE1. Travel involving same day return from outside city limits to the base station
will come under local conveyance policy (and not under Domestic Travel
Policy). The reimbursement in such cases will be based on the local
conveyance and enroute expenses as per the limits applicable to the grade.
The city limit means the distance upto 150 kms one way from the base
station.
2. Travel within city limits will generally have to be by Auto for executives.a. MG 1 MG 4 - By Autob. MG 5 & MG 6 - Auto / Public Taxi
3. Where travelling (outside city limits) to moffusil town areas, the travel will beby bus only. If the executive is required to travel to multiple locations with
intermittent stoppages, then a private taxi can be engaged.
4. Hiring private taxi for local conveyance is permitted where the distancebetween the origin and destination is below 250 kms, on the prior approval
of the Business Head. For distance above 250 kms, the suggested mode of
travel is public transport.
VII. GUEST HOUSES / TRANSIT FLATS1. Eligible Management Staff are required to use the companys transit flat
wherever possible. List of Transit flat accommodation is enclosed.
2. Management Staff availing of transit flat / guest house for lodging and boardingcan claim actuals for the same based on the bill given to them by the transit flat /
guest house and the limits mentioned in this policy, do not apply in such cases.
3. If an Executive or Management Staff member does not avail of the boardingfacility at guesthouse / transit flat, limits as specified in this policy, for boarding
will apply.
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VIII. LODGING AND BOARDING IN HOTELS1. A list of benchmark hotels is available with the Administration department. The
list of hotels would be updated and maintained by the Administration
department. All executives are expected to stay in the bench marked hotels only.
Only where accommodation is not available in the specified hotels, can the
lodging entitlements be utilized.
2. Entitlement for boarding is specified gradewise inAnnexure B3. Classification of cities is also enclosed (Annexure A) and the lodging and
boarding will be calculated accordingly.
4. The tariff specified for lodging is exclusive of taxes.5. Additional boarding charges of Rs. 50/- per day is payable in case of city being
Delhi or Mumbai. Alternatively, the concerned Executive or Management staff
member may make his / her own arrangements and claim Flat Rate (referred
below) applicable to his / her grade.
6. Bills for group dinner of any type will not be accepted with any travel claim andthese have to be separately approved and claimed.
IX. FLAT RATES1. If an employee makes his / her own arrangements for lodging and boarding and
actuals are not claimed as per entitlement, he / she shall be entitled to flat rate to
cover lodging and boarding for each day or part of the day as shown in
Annexure B.
2. Flat rates can be claimed on the following basis:a. Duration of stay at the place of visit upto 12 hours 50% of the Flat
Rate applicable to the grade & place of visit.
b. Duration of stay at the place of visit is beyond 12 hours 100% of theFlat Rate applicable to the grade & place of visit.
c. The duration of stay is reckoned from the time the Executive orManagement staff reaches / leaves the place of visit.
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X. ENROUTE EXPENSESEmployees are eligible for enroute expenses as per limits of entitlement indicated in
Annexure B for breakfast / lunch / tea / dinner.
XI. INCIDENTALSThe expenses incurred for tips / laundry / porterage will be covered under this
category. For details please seeAnnexure B. The same need not be supported by
bills. This will not be applicable if Flat Rate is availed.
XII. OTHER PAYMENTS
1. FOR ATTENDING RESIDENTIAL PROGRAMMEWhere lodging and boarding are provided by host company / organization at
outstation locations, the employee will be reimbursed amounts on per day basis as
indicated in Annexure B. Reasonable expenses on laundry will be permitted over
and above the amounts specified.
2. TELEPHONEExpenses incurred towards official telephone calls will be reimbursed with theapproval of immediate superior. Wherever possible the same shall be supported by
bills.
XIII. GENERAL
1. Management Trainees shall be entitled to avail the travel entitlements as would beapplicable to the Executive grade (in which they are likely to be absorbed after
training.)
2. All travelling expenses statements and balance cash must be submitted within 7working days of the individuals return to head quarters, duly supported by relevant
vouchers and countersigned by the approving authority before being passed on for
payment.
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ANNEXURE A
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ANNEXURE B
ENTITLEMENT GRID
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LOCAL CONVEYANCE
1. OBJECTIVE1. To reimburse the local travelling expenses incurred by employees on
Companys work.
2. SCOPE AND COVERAGEThis policy shall apply to all employees (Grades MG 1 to MG 6) including
Management trainees of Cholamandalam DBS.
3. ENTITLEMENT1. Two wheeler
i. All grades would be reimbursed at the rate of Rs.2.75/km2. Car
i. Grade MG 4 to MG 6 would be reimbursed at the rate of Rs. 6/km
4. EXPENSE CLAIM PROCEDURE1. Records for actual usage with kms reading needs to be maintained properly and
annexed to the monthly claim.
2. All claims have to be made within 30 days from the date of travel.3. Actual auto fare will be reimbursed, if they do not use their own vehicle.4. Any commuting more than 150 kms (one way) from the base station will not come
under the local conveyance and for such commuting reimbursement of actuals as
mentioned in the Domestic travel policy.
5. All employees upto the grade of MG 3 using their personal cars for official purposesshall be entitled for conveyance reimbursement at the rate applicable for two-
wheelers only. Employees from the grade of MG 4 and above alone shall be entitled
for reimbursement at the rate applicable for cars, as mentioned above.
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