Local Conveyance Reimbursement Policy

Objectives and Scope

The Conveyance Policy has been formulated to define conveyance entitlements and guidelines while travelling on official business with process details for the approval and reimbursement of travel expenses using Public Transportation/ own conveyance for official use.

Scope – While eligibility is applicable to all the team members of Ample, Claim reimbursement is not applicable to corporate sales team at Bangalore, Chennai and Hyderabad as they follow petrol indent system.

Organization Policy

  • Reimbursement of local conveyance shall be processed based on the approval of Reporting Manager.
  • In case of Sales / Field Executives, the daily sales report / Call sheet needs to be updated in the CRM and report needs to be submitted in support of the total distance travelled per day / for the claim period.
  • Travel to metro station and metro ticket will be reimbursed if that is effective and efficient method of travel
  • National Highway travel by four – wheeler has to be approved by HOD only with specific reason, however highway travel within the city limits need not be approved by HOD.
  • Bills, except auto – where ticket/bill is available needs to be submitted for the financial process & payout.
  • Conveyance claims for all local travel other than commuting between place of work (Base location) and residence shall be reimbursed. However, team member is eligible to claim in case he / she goes to locations other than the base location from home.
  • Claims of parking bills at customer’s location / Toll charges shall be reimbursed against submission of bills only.
  • No claims other than expense towards fuel are reimbursed. (Parking expenses incurred at base location, Vehicle maintenance charges etc)
  • Any claims received in respect of violation of traffic rules are not eligible for reimbursement.

Eligibility Matrix

Guidelines

  • Team members need to submit the Local Expense Claim form in Zoho within 15 days from the date of travel.
  • The claim request needs to be approved by the reporting manager within 3 days from the date of submission and the finance team would disburse the amount within 12 days from the date of approval.
  • The TAT for the entire process of disbursement is 15 working days.
  • In case of a claim where claimed amount is higher than the eligible amount / criteria, then reimbursement shall be processed as per the applicable criteria/ to the extent of eligible limits (For example: A Team member submits a parking bill for a car but he is eligible for Two wheeler as a mode of travel, hence, amount to the extent of two wheeler parking shall be reimbursed. Similarly, in case of fuel expense claim).

Policy commencement and validity

  • This policy shall be effective from 1st of February 2022 and remains valid till revoked. However, management is free to make any amendments to the Policy or withdraw it any time, with appropriate communication.
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