Is it mandatory to collect hard copies for employee’s reimbursement i.e., mobile/ Internet/Food/Travel expense reimbursement?

Is it mandatory to collect hard copies for employee's reimbursement, i.e., mobile/internet/food/travel expense reimbursement (as per norms)? If yes, please share the notification number. Or can all types of employee reimbursements be submitted in soft copy?

Hi, it is mandatory to collect hard copies of supporting bills for reimbursements. A soft copy is not advisable.

Hi Mprati,

There isn't a universal standard or regulation that mandates whether employee reimbursement receipts must be submitted in hard copy or soft copy. The specific policies regarding reimbursement documentation may vary from company to company, and they may also depend on local regulations or tax laws.

In many cases, companies are transitioning towards accepting digital or soft copies of receipts for expense reimbursement. This is because electronic documentation is often easier to manage, store, and process.

If you are inquiring about a specific company's policy, you should consult your organization's employee handbook or contact the HR or finance department for the most up-to-date and accurate information. If your company has a specific policy, it should be clearly outlined in their official documentation.

Thanks,

Employee Reimbursement Documentation

Even a declaration by the employee concerned, stating that they have incurred the amount, is sufficient in many organizations. Whether to submit copies in soft or hard copy, or to give a declaration, depends on the company policy. However, for certain reimbursements like house rent, the employer will ask for a lease deed or rent receipt in hard copy as mandated by the Income Tax Act.

Thank you all for your replies. I thought of explaining my question in detail.

Supporting vouchers for claims

I want to know if the supporting vouchers for claims by employees are in soft copy or hard copy. Also, I am interested to know if there is any verdict in income tax that states all employee reimbursements should be in hard copy.

Electronic submission of employee reimbursements

I came to know about 9.13-Companies (Accounts) Rules, 2014. Manner of books of account to be kept in electronic mode: On these grounds, we can still submit the employee reimbursements in soft copy. Please correct me if I am wrong. I have attached the notification (The Companies Act, 2013 (SECTION 128), The Companies (Accounts) Rules, 2014).