This policy outlines our stand and approach to reimbursing team members for work-related expenses while outlining which expenses are reimbursable, the limits on each, and a simple process for claiming them.
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.
Here’s what makes the cut, with certain caps (we don’t have millions yet!) w.e.f. 01 July 2025
Category | Capped Amount | Inclusions |
Meal Expenses (Local Client Office Visits in Mumbai or respective cities) | Up to INR 400 per person per day at actuals with food bills. (Meals are defined as food consumed during working hours i.e. 10:00 a.m. to 7:00 p.m.) In case the client visit leads to late work where you might have to be there after 8:30 p.m. you are eligible for an additional reimbursement of INR 350, per person for Dinner. | Whether it’s a meal with clients or colleagues when you travel and visit a client office, or you are at work-related events where vendor partners need to be taken care of or, in case of outstation travel, this per head limit remains the same for everyone and does not require prior approvals. |
Meal Expenses (Outstation Visits to respective Client Locations / During Official Outstation Travel) | Up to INR 950 per person per day at actuals with food bills. Note: Screenshots of Payment Transactions (like GPay etc.) would not work. | In case of team outings, prior budget approvals from line managers would be required. |
Outstation Transportation (from Airport to City) Local Transportation (in Mumbai or other cities) | Up to INR 1,000 per travel instance / per person with proof of travel and payment. Up to INR 800 per travel instance with proof of travel and payment or late travel (Local) Petrol / Fuel Expenses (in case you use your personal vehicle for work visits) will be subject to prior approvals with amounts mentioned over email. | Cabs, trains, buses, or rickshaws for work-related visits or outstation travel. When you visit client offices in the city / If you are in office and are taking a cab back home that is booked after 9:00 p.m. you are eligible for a reimbursement. In case of a car pool or bill splits, only one person can submit reimbursement. |
Courier Services | ​Upto INR 300 per transaction | ​Sending important documents or merchandise samples to clients or samples to our vendors. |
Office Supplies (for HR & Admin only) | With prior approval | Purchases of office essentials. |
Outstation Travel | With prior approval | Flights via economy, trains, or road transport for work would require a sign-off from your line manager and finance. |
Outstation Stay | Up to INR 6,000 per night on a double occupancy basis. In case you are travelling solo, a limit of INR 4,000 per night is reimbursable. | For hotel accommodations when work takes you out of town. Bookings are to be routed via HR Support. |
Other Skills-Related Expenses | With prior approval | If you take up a course or learning session/training. |
In case of any doubts, do speak to your HR business partner first.
Be sure to read the exclusions as well.
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.
Scenario | What's Reimbursable? |
Home to Client Office to Our Office | Reimbursable both ways as per trip limit |
Home to Client Office back Home | Reimbursable both ways as per trip limit |
Office to Client Office back to Office | Reimbursable both ways as per trip limit |
Office to Client Office to Home (During Office Timings) | Reimbursable one way as per trip limit |
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.)
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.
Filing claims is easy-peasy!
Log into People Hum (our all-in-one HRMS tool).
Go to ‘My Payroll’ and click on Reimbursements > New Claim.
Enter Details: Fill out all required fields and choose the correct expense category.
Upload Receipts: Snap a pic and upload original receipts (a clear digital trail is a must!).
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.
Approval Process: Your line manager will review and approve your claim.
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!
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!
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.