How to Politely Decline a New Employee's Request for Travel Reimbursement?

Recently, I have hired a new employee from Pune, and she wants to join us at the Bangalore location. She has now written us an email requesting reimbursement for travel and accommodation expenses for two days. As per company policy, we are unable to provide this reimbursement to her. How should I draft a professional email response to her?

Dear Sharath, A new recruitment took place in Pune. Later, the recruited employee applied for a job transfer to Bengaluru. Her request was approved, and now she is claiming the TA and DA for the transfer.

However, when considering her application, you could have clarified with her whether she is eligible for the TA/DA or not. Moving forward, some astute HR professionals ensure that the applicant states in her application that, since the transfer is a personal requirement, she is willing to forgo the TA/DA.

If you had clarified the TA/DA eligibility with her before the transfer, this query would not have arisen. Nonetheless, you can still communicate to her that the transfer was made to meet her personal requirement and, as per company policy, she is not entitled to the TA/DA.

Thanks,
Dinesh Divekar