Question 1

Who Can Claim Reimbursements?

Accepted Answer

Everyone on our team can do so! Duh! From full-time colleagues, part time consultants to interns, everyone is eligible for reimbursement if they incur an approved expense on behalf of the company.

Question 2

What Expenses Are Reimbursable?

Accepted Answer

Here’s what makes the cut, with certain caps (we don’t have millions yet!) w.e.f. 01 July 2025

In case of any doubts, do speak to your HR business partner first. 
Be sure to read the exclusions as well.

Question 3

What is Excluded?

Accepted Answer

While we love a good expense report, some things just won’t fly:

• Claims without actual valid receipts/documentation. GPay screenshots don't work!
 • Fees incurred on account of change of dates or the need to personally extend stay in a city for the weekend. E.g. if the project ends on a Friday but you want to return on Sunday evening. Travel dates (to and from) will be decided based on project requirements. 
 • Clubbing meal reimbursements in a day. E.g. Skipping meals to club a reimbursement amount for a day. 
 • Personal purchases, home take-aways (e.g., clothing, personal cell phone, entertainment, groceries or alcohol bills).
 • Lost personal items or company assets. P.s. Refer to our IT policy. 
 • Routine home-to-office or client office to home travel during work hours depending on the outlined scenarios.

• Any Expenses exceeding pre-set limits.
 • Penalties (like traffic tickets), non-approved travel upgrades.
 • Parking charges for personal vehicles. 
 • Personal services while on a trip (grooming services, spas etc.)

Question 4

When Will My Reimbursement Be Cleared?

Accepted Answer

A.k.a Paise kab milenge? We'll keep it simple. It pays to file your reimbursements on time. 
Bills submitted on or before the 25th of the month will be cleared in the same month. 
Bills submitted after the 25th of the month will be cleared in the next month.

Question 5

How to Submit a Reimbursement Claim?

Accepted Answer

Filing claims is easy-peasy!
1. Log into People Hum (our all-in-one HRMS      tool).
2. Go to ‘My Payroll’ and click on Reimbursements > New Claim.
3. Enter Details: Fill out all      required fields and choose the correct expense category.
4. Upload Receipts: Snap a pic      and upload original receipts (a clear digital trail is a must!).
5. Submit Within 30 Days before the 25th of the month. Don’t delay! Miss the deadline, and it won’t make the payroll      cycle, but it will be considered for the next one.
6. Approval Process: Your line      manager will review and approve your claim.
7. Get Paid! If claims are filed within the stated timelines and approved, you      will be reimbursed with your monthly salary.

Need a step-by-step walkthrough? Check out our training video!(https://www.ourway.rocks/hrmstraining)

Question 6

What If My Claim Is Denied?

Accepted Answer

If you didn’t get prior approval or submitted a non-reimbursable expense, your claim might be rejected or deferred to the next payroll cycle. Don’t worry - our Shared Services Team will let you know why!

Question 7

Audits & Compliance.

Accepted Answer

• Approval Requirements: Please note that any expense at an overall level exceeding INR 7,500 or any expenses incurred during your outstation travel must be pre-approved.
 • Expense Review: The company may periodically review and update this policy.
 • Audits: We do reserve the right to audit expense reports for compliance purposes. 
 • For all the Prepaid Expenses, please submit bills against the advance money received under the respective categories. 
 • In case there are discrepancies noticed during audit for already approved reimbursements, we may adjust the amounts in the next payout cycle, after intimation.

Got Questions? 
Do reach out to the Shared Services Team for any clarifications.