Objective
The purpose of this Travel & Expense (T&E) Policy is to establish clear guidelines for official business travel and expense reimbursement. The policy ensures that all travel-related expenses are necessary, reasonable, properly authorized, and aligned with the company's financial and operational objectives.
This policy applies to all employees, consultants, and authorized representatives traveling on behalf of the company for business purposes.
1. Travel Authorization
All business travel must be approved before any bookings or expenses are incurred.
Advance Booking Requirements
- Travel requests should be submitted at least 7–14 days prior to the travel date whenever possible.
- Air tickets and hotel reservations must be booked through company-approved travel partners or booking channels.
- Employees should select the most economical and practical travel options.
- Last-minute travel bookings require additional justification and approval.
- Personal travel arrangements combined with business travel must receive prior approval and any additional personal costs will be borne by the employee.
2. Eligible Expenses
The company will reimburse reasonable and approved business-related expenses.
Airfare
- Economy class airfare is the standard mode of travel for domestic and international trips.
- Business class travel may be approved for senior management or long-haul international flights as per company guidelines.
- Additional baggage charges are reimbursable only when required for business purposes.
Hotel Accommodation
- Employees should select hotels within approved budget limits.
- Standard room charges are reimbursable.
- Premium room upgrades, minibar expenses, and luxury services are not covered unless specifically approved.
Local Transportation
Eligible transportation expenses include:
- Airport transfers
- Taxi, cab, or ride-hailing services
- Metro, train, or bus fares
- Rental vehicles (with prior approval)
- Parking and toll charges incurred during official work
Employees should choose the most cost-effective transportation option available.
Meals
- Reasonable meal expenses incurred during official travel are reimbursable.
- Alcoholic beverages will not be reimbursed unless specifically approved for client entertainment.
- Meal reimbursement may be subject to daily limits established by the company.
3. Reimbursement Process
Submission Deadlines
- Expense claims must be submitted within 15 days of completion of travel.
- Delayed submissions may be rejected unless supported by valid reasons and approved by management.
Supporting Documentation
Employees must provide:
- Original invoices and receipts
- Air tickets and boarding passes (where applicable)
- Hotel bills
- Transportation receipts
- Approved travel authorization form
- Any additional documents requested by Finance or HR
Approval Process
- Employee submits expense claim.
- Reporting Manager verifies expenses.
- Finance Department reviews supporting documents.
- Approved reimbursement is processed through payroll or bank transfer.
Reimbursement Timeline
- Approved claims will generally be reimbursed within 7–15 working days from the date of final approval.
4. Non-Reimbursable Expenses
The following expenses will not be reimbursed by the company:
Personal Entertainment
- Movie tickets
- Recreational activities
- Personal shopping
- Club memberships
- Spa or wellness services
Family Travel
- Travel expenses of spouses, children, relatives, or friends accompanying the employee.
- Additional hotel charges resulting from family members sharing accommodation.
- Meals and transportation costs related to accompanying family members.
Other Non-Reimbursable Expenses
- Traffic fines and penalties
- Personal phone calls (unless business-related)
- Loss of personal belongings
- Expenses incurred without required approval
- Luxury upgrades not authorized by management
Alcoholic beverages for personal consumption