Dinesh Divekar
Business Mentor, Consultant And Trainer
Sr. Manager Hr/admin
Educator, Management Consultant & Trainer
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Hi all,
My name is Vidya appointed as HR generalist, this is my first job.
I need to frame a policy for expenses reimbursement in our company.
As this is a start up company i have no senior level managers to help and guide me in framing policies.
So i request any senior HR manager to guide me in framing the said policy.

HI Reimbursement in the sense what type of the expenses? Is it for Fuel expenses or related to any purchases? or Travel expenses reimbursement?
Dear Vidya,
Reimbursement of expenses or handling imprest cash are the matters of the Accounts Department. Therefore, if they release the policy the better. Mention clearly in the policy the format of the voucher, who are authorised to approve the the voucher, who will be the final signatory, how the audit will take place, when it will take place and so on.
Dinesh Divekar

Thank you so much Mr. Dinesh My duty here is only to frame policy and give it, later it will be dealed and handled by accounts department...hope im right??
A Human Resources Generalist is a really key person within the human resources function of an organisation. Principally, the HR Generalist is responsible for the day-to-day management of HR operations, which means that they manage the administration of the policies, procedures and programmes of the organisation.
as it is your first job you have be more prepared and a need for special assessment is required as you know , operational works , conducting interviews , geting performance reports , evaluation of job applicant , six month appraisal , and all other HR stuff ,.
be prepared all the best i suggest you this web site you can get the approriate tools software it will help ou very much in your entire career ( corp.etsCouncil.com )
check it out worth the try

Dear Vidya,
As required, PFA the Reimbursement Form which includes, Conveyance, Telephone, Staff Welfare etc. heads. You can add/delete the heads as per your requirement.
Righlty said by you, HR has to frame out the formats and policy in r/o Employee. Later the a/cs dept. has to make the payment.
But you have to be very specific and take care of the criteria, process and approval systems in the policy, to prohibit misuse by the employees.
The major task for you will be to frame Reimbursement Policy in a way to maximize employee welfare and should be cost optimized as well.
Good luck to you for your new assignment/s.

Attached Files
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File Type: xls Re-imbursement Form.xls (15.2 KB, 1277 views)

Ms.Vidya Mohan,As a company, managements prefer to encourage their employees to use their vehicles for attending official duty/ business meetings as it is at times not possible to provide company maintained vehicles.Normally, it happens with employees in HR, SALES & MARKETING, PURCHASE, TAXATION, LEGAL , Admin departments.In situation, in absence of resources and logistics and without alternatives in practice, work suffer and time loss.In designing Reiumbursement policy, you need to consider two aspects. One that user is using his vehicle . in this situation, his vehicle undergoes wear and tear . Secondly, he is investing on fuel. Same time, you need to consider,policy for two wheelers and policy for 4 wheelers. Here, you mention, grades of employees as to who would be elible to reiumbursement in case two wheelers or four wheelers are allowed. Normally , for two wheelers, it should be in the range of Rs. 5 / km and for four wheelers, it may begin with Rs.8/ km with sanction of approval authority.
Best wishes,

RDS Yadav
Director, Future Instt of Engg and Management Technology
Labour Law Adviser

Mrs. Vidy Mohan.

Thanks for your query in CiteHR reg. Reimbursement Policy & Forms.

For Start up Cos., I have developed following 3 forms:

1. Advance Payment Form .. .Advance Form to be used to draw money for various Co. works.

. . . . . . . . . . like loading/unloading, booking, buying, hotel expenses etc.,

. . . . . . . . . . . . .After Superior’s Approval, present to A/cs.Dept. for payment.

. . . . . . . . . . . .

2. Expense Bill Form . . When employee has incurred expenses for Company works

. . . . . . . . . . like loading/unloading, booking, buying, hotel expenses etc.,

. . . . . . . . . . . .he can claim them using this Form with Supporting Vouchers.

. . . . . . . . . . . After Appl. of the expenses by his HOD, present to A/cs. for

. . . . . . . . . . . . . . . . . . . . . . adjustment against Advance already drawn by the employee.

3. TA Bill Form . . . . . . When employee has performed Company work out of Station,

. . . . . . . . . . He can claim the Travelling, Meals, Halting & Incidental Charges

. . . . . . . . . . actually incurred as per Co.s TA Rules using TA Bill Form duly

. . . . . . . . . . . approved by his HOD . . . . .

Pl. provide ur mail id to send U above 3 Formats + dtls of 65 forms & 170 Policies developed for use in Mfg.Cos., U can pay Rs.500/- for the above 3 forms.

I have worked for 35 yrs. in HR, IR, LEGAL & Admn. works of 7 Mfg. Cos. - Steel, Power, Chemical, Electronics Plants & Mines (2000+CL).

I have setup HR Dept. from the scratch, Framed Standing Orders, HR Manual, Leave & all Service Rules, Policies, Procedures, Processes, Systems & Formats for all HR Jobs in Soft-copy for easy Presentation & Adoption in New Cos. I have managed all HR works from Recruitment to Separation & I can provide Consultancy to setup HR Dept. with all Rules, Policies, Formats etc.

Pl.contact me


HR Consultant & Advocate, ExAGM-HR&Admn. Ph:No.9535470460.

Ex-Member, NIPM, Calcutta, Ex- Trainee-Member, Indian Institute of Management, B;luru.

Languages Known: Kannada, Malayalam, Tamil, Telugu, + English & Hindi

Hi Vidya
Please understand the sales process , sales cycle and target geography of the sales team member. You can suggest :
1. Having a fixed amount paid to the Sales guys as part of CTC , this will save the hurdle of checking all bills and verifying the visits , etc. You trust that the employees will use the comfortable mode of travel to visit the customer.
2. Fix limits for different levels and geography, give limits for own vehicle used for official purpose. Define the time for submission of bills and payment of reimbursement cycle.

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