employee reimbursement policy - 09

7/31/2019 Employee Reimbursement Policy - 09

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Employee Reimbursement Policy/Confidential Page 1

EMPLOYEE REIMBURSEMENT POLICY

OBJECTIVES

To define the eligibility, entitlement and usage guidelines for all employee

reimbursements

INDEX PAGE NUMBER

1. Mobile Policy 2 4

2. Relocation Policy 5 8

3. Medical Reimbursement Policy 9 17

4. Domestic Travel Policy 18 24

5. Local Conveyance Policy 25


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POLICY ON USAGE OF MOBILE PHONES

I. OBJECTIVES :To define the eligibility, entitlement and usage guidelines for Mobile Phones.

II. APPLICABILITY:This policy is applicable to all employees ofCholamandalam DBS. This policy will

be reviewed periodically to determine appropriate inclusions, exclusions or revisions.

III. POLICYAll covered employees should comply with any organizational requirements, such as

providing the necessary bills for processing, responsible usage of the facility and so

on.

IV. GUIDELINES/PROCEDURES1. Employees are requested to be on the Corporate User Group (CUG) network

from the company authorized service provider to avail maximum benefits. This

service provider will be identified by the Administration department and will be

communicated to all employees and new joiners from time to time.

2. The Business Head will approve the coverage of this facility to the employees inhis department and send the information to Administration and Payables

(Finance). The recommendation will be based on business needs.

3. The company will bear the following expenses.i. Actual expenses including rentals depending upon the category applicable

as per the entitlement grid.

ii. Actual expenses would include Incoming Calls, Outgoing Calls, SMS androaming charges.

4. The following expenses will be excluded:Personal calls - Expenses incurred towards personal calls both at location and

during travel, needs to be clearly demarcated by the employee. The same would be

excluded from the reimbursement.


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3. In the event an employee is not on the CUG, however has a role that

requires extensive coordination with external vendors, clients or candidates,

the reimbursement policy will be applicable.

4. Exceptions in the any other grade/level would be dealt as an exception

subject to approvals from the Business Head and Head of Human Resource

Development.

VI. USAGE OF MOBILE PHONES DURING INTERNATIONAL TRAVELMobile phones are to be used for emergency business purposes only.

Although it is sometimes possible to make international calls from a mobile

phone, these calls can be made only for emergency purposes and shall not

exceed three minutes in duration. It is preferred that calls are made from or

received on the desk phone provided at accommodation/office.

Expenses incurred towards personal calls during travel, needs to be clearly

demarcated by the employee. The same would be recovered from the

employee.


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RELOCATION POLICY

I. OBJECTIVES :To provide a means for compensating eligible employees for authorized relocation

expenses. This document states the policy, guidelines, and procedures for paying

employee relocation expenses.

II. APPLICABILITY:This policy is applicable to all employees of Cholamandalam DBS.

Each situation will be reviewed on an individual basis, taking intoconsideration the reasonableness of the proposed request. No request will

"automatically" qualify for reimbursement.

III. POLICY The policy would be applicable for all relocation that arises due to business

exigencies or mutually accepted (both parties: employee and the company)

transfers only.

Any relocation from the established residence (as per company records) toanother in the same location (within the same city or town or equivalent), self

initiated, would not fall under the purview of this policy.

All covered employees should comply with any organizational requirements,such as providing the necessary bills for processing and responsible usage of

the benefits extended.

The policy provides for the following entitlements on transfer as outlined inthe following sections

o Orientation Visito Mode of Travelo Local Conveyanceo Shifting Of Household goods and Personal Property


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2. Mode of Travel: Travel that is undertaken on account of relocation by the employeealong with his immediate family would be entitled for reimbursement. The mode of

Travel would be as listed in the following table Entitlement Grid.

Table 1- Entitlement Grid for Travel

Grade Entitled Mode of Travel

MG 1 to 3 (Self, spouse, dependent children anddependent parents)

Rail I class or III tier ACMG 4 and 5 (Self, spouse, dependent children anddependent parents)

Rail II AC or III AC

MG 6 (Self, spouse, dependent children anddependent parents)

Rail II AC or III ACLow cost Airlines*

*Subject to approval from the President Asset Finance

However, the spouse, dependent children and parents should travel within 12

months of transfer for eligibility of travel expenses mentioned above. This would be

limited to a single travel only. If any in the family are eligible for concession, then

only the concession rate will be reimbursed.

3. Local Conveyance: Eligibility for staff in MG 1 to 3 will be actual expensesincurred for travel (by auto) for all members of the family. Management Staff from

MG 4 to MG 6 will be eligible for actuals by auto /public taxi, for all members of the

family.

4. Shifting of Household goods and Personal Property: The cost of packing,loading, transporting, unloading, and unpacking household goods and personal

property would be entitled for reimbursement. The entitlement would also include

the cost of disconnecting and reinstalling electrical appliances, payable as incidental

expenses of a sum not exceedingRupees Five thousand. Quotations from two to

three packing and moving companies should be procured, submitted to the HRD

Department for approval and the most reasonable quotation will be accepted.Only

on prior approval of the quotation, the management staff will be reimbursed as per

the eligibility.


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5. Insurance: The cost of moving protection insurance for the actual reasonable valueof household goods and personal property would be entitled for reimbursement.

Any additional charges for storage-in-transit at point of origin, extra pick-up and

deliveries, entry into pallets, and storage charges must be paid by the employee

directly to the moving company. All claims against the moving company for lost or

damaged goods should be negotiated directly between the employee and the moving

company, or the insurance company.

6. Passenger Vehicles: The cost of transporting a two wheeler will be included in theshifting of personal goods. In addition to the reimbursement of expenses towards

shifting of personal and household goods, employees in grades MG 5 and above

will be entitled to the actual cost of transport of car by rail.If the employee (gradeMG 5 and above) drives, in lieu of shipping automobile, payment will be at the

prevailing conveyance charges (as per the Domestic Travel Policy). The family, insuch cases, would be assumed to travel with the employee in the car and no alternate

claim can be requested. The driver bata, if any will be reimbursed; no other claims

will be processed.

7. Rental Advance:The employee would be entitled to avail a loan without interest forthe rental Advance that needs to be paid in the new Location, arising due to

relocation. The amount would be restricted to 10 months HRA or 10 months rent

or actual advance, whichever is lower. Payment of brokerage will be intended to

enable the employee to settle down in his new location. One months rent or one

month HRA or actual brokerage whichever is lower, will be the amount payable tothe employee as brokerage.


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MEDICAL REIMBURSEMENT POLICY

I. OBJECTIVETo reimburse the medical expenses incurred by the employees and their dependents.

II. APPLICABILITY1. The Scheme will apply to all Executive Staff including Trainees who will be considered

for absorption in the Executive Staff cadre of Cholamandalam Investment and Finance

Company Ltd and their families as defied hereunder and to the extent covered under the

scheme.

2. Family, for the purpose of the scheme would mean and include only the followingi. Spouse of the Executive Staff ( Domiciliary & Hospitalisation)ii. Own dependent children of the Executive Staff up to the age of 23 years who

are unmarried and or unemployed. ( Domiciliary & Hospitalisation)

iii. Dependent parents of the Executive Staff. (Only for Domiciliary)3. The scheme will apply to all Executive Staff who are on the rolls of the Companyand to

the Executive Staff who join the company. The scheme will apply till they are in the

services of the company or retirement.

III. MEDICAL BENEFITSThe scheme provides the following medical benefits to all eligible Executive staff, namely

1. DOMICILIARY2. HOSPITALISATION


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IV. DOMICILIARYELIGIBILITY LIMITS

Grade Amount Eligibile (Rs. per annum)

MG 1 to 6 Rs.15,000/-

1. Executive Staff shall be reimbursed medical expenses incurred towards domiciliarytreatments covered under the scheme as detailed in this policy, for self and family

subject to the annual domiciliary limits as applicable to their grade and age bracket.

The treatment would include Homeopathy, Ayurveda, Unani or any other form of

treatment approved by the Management.

2. The medical reimbursement towards domiciliary, as per the eligibility would bereimbursed to the employee based on the claims, with proofs, submitted to the HR,

every month. The unutilized amount is paid, after tax deduction to the employee at

the end of every financial year.

3. Domiciliary would cover the following expenses :-a. Medicines, drugs, injections prescribed by the medical practitioner. Bills may

be paid without a supporting prescription provided the doctor furnishes the

details of medicines / injections supplied.

b. Clinical, pathological and diagnostic tests prescribed by the doctor. In theabsence of doctors prescription the receipts from the lab should contain the

reference of the doctor.

c. Fees of the medical practitioner, consultant and specialist including expensetowards medicines directly given by the doctor at cost.

d. Cost of medicines purchased without doctors prescription is subject to amaximum of 50 of annual overall domiciliary limit. This would also include

Vicks, Iodex, etc.


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e. Cost of spectacles for self and family member should be within overalldomiciliary limit. This should be supported by doctors prescription, bills,

receipts, etc. Replacement of frame and cost of lenses will be within the

overall limit. Such claims should be supported by the earlier original / xerox

copy of the prescription of the doctor.

f. Cost of dental treatment and hearing aids duly supported by doctorsprescription and bills / receipts for the same within the overall domiciliary

limit.

g. Cost of annual medical checkup for the spouse.h. Purchases of steel belts/rest belts for back and knee caps, collars and

crutches as prescribed by the doctor will be reimbursed underDomiciliary/Hospitalization as the case may be.

Domiciliary reimbursement would exclude the following :

i. Expenses incurred on Cosmetics and general items like mosquito coils, hairoil, sanitary towels, talcum powder, etc.

ii. Expenses incurred on food items like Complan, Horlicks, Drinking chocolateand Protinules, etc, even if prescribed by doctors.

iii. Expenses incurred in Vitamins and Tonics unless it is prescribed by thedoctor and forms part of the treatment.

iv. Expenses on clinical and pathological tests and routine examinations that areincurred without doctors recommendations.

3. In cases of illness requiring continuous treatment over a prolonged period exceedingone month, but not longer than six months, Executive Staff will be permitted to submit

xerox copies of the prescriptions given by the doctor. In the cases of prolonged

treatment, the approximate period of treatment should be indicated in the doctors

prescription.


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V. HOSPITALISATIONENTITLEMENT GRID

Grade

Maximum amount for Hospitalisation

Including Room Tariff for a Family (Rs.

per annum)

MG 1 and 2 Rs. 18,000/-

MG 3 to 5 Rs. 24,000/-

MG 6 Rs. 30,000/-

1. Executive Staff shall be reimbursed medical expenses incurred towardshospitalization for self, spouse and dependent children only. Hospitalisation would

cover hospitalization within the country only. Management reserves the right to

limit the amount that could be reimbursed in this regard. However, reimbursement

for expenses towards major surgeries will be dealt with byHead HRon a case to case

basis.

2. Executive Staff, if required, may be allowed to purchase medical insurance policyapproved by the Management for their dependent parents from and out of their

domiciliary limits to meet medical expenses, their parents may have to incur towards

hospitalization.3. Hospitalization expenses would include expenses due to maternity. Pre-natal and

post-natal expenses in case of maternity will be reimbursed under domiciliary benefit

limits.

4. Reimbursement towards hospitalization would include pre and post hospitalizationexpenses (Only two months prior and two months after) room charges, nursing

attendants charges, fees of surgeons and anesthetist, operation theatre charges, use

of surgical appliances. anesthesia, oxygen, blood transfusion, etc., use of diagnostic

materials, medicines, injections and drugs, nursing charges, all types of tests or

examinations connected with diagnosis and treatment of illness for which

hospitalized, boarding to the patient by the hospital and fees of medical

practitioners and specialists.


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5. Hospitalisation would not cover expenses incurred for the following:i. General Medical Check-upii. Cosmetic or aesthetic treatment of any descriptioniii. Boarding / stay to the attendants

6. Wherever possible the hospital may be advised by the Management to send the billsdirectly to the insurance company for settlement.

VI. ADMINISTRATION1. All claims for reimbursement towards domiciliary expenses shall be submitted by the

Executive Staff in the prescribed format as in Annexure A supported by doctors

prescription, bills, receipts, certificates and other relevant documents to the Payrolls

concerned. The claim shall be submitted by the 10th of the month succeeding the

month in which expenditure was incurred.

2. When an Executive Staff or any one of the eligible members of his / her family ishospitalized he or she shall notify the same to Corporate Personnel within 72 hours

of the admission into the hospital giving the name of the patient, hospital, address

and telephone number. All claims in connection with hospitalization shall be

submitted in the prescribed format in Annexure B within one month from the date

of discharge of the patient, to Head HRfor approval.

3. Executive Staffavailing the benefits under the scheme will furnish the particulars oftheir family in the prescribed format in Annexure C at the commencement of

every year i.e. April. They shall also intimate any change/s from time to time.

4. Age for the purpose of the schemei. refers to age of the Executive Staff as on 1st April every yearii.

shall be reckoned based on the date of birth declared by the Executive Staffand Maintained in Personal Records of the company.

5. Year for the purpose of the scheme will mean the financial year. In the event of anychange in the grade of the executive staff, the benefit applicable for the domiciliary

treatment will be pro-rated.


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VII. GENERAL

1. The Executive Staff alone shall have the sole and exclusive right to make anyclaim and receive any payment under the scheme.

2. Medical expenses incurred by the Executive Staff during their overseas travel arenot covered under the scheme.

3. Any claim both domiciliary or hospitalization will be considered forreimbursement only when they are supported by all documents in original except

where it is specifically exempted; it will include doctors prescription, bills,receipts, discharge certificate from the Hospital, etc.

VIII. The management reserves the right to withdraw, amend, alter, or modify the scheme atany point of time.

IX. The medical insurance scheme and medical cash benefits extended under the currentsupplementary terms of service will stand superseded by the scheme and will cease to

apply from the day this scheme has come into force.


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ANNEXURE - A

MEDICAL CLAIM FORM : DOMICILIARY

NAME : UNIT : GRADE : DATE :

EMPLOYEE NUMBER :

AMOUNT CLAIMED : DOMICILIARY (RUPEES)

With Prescription AWithoutPrescrip

-tion

SpectaclesC

Sl.No

Name ofthePatient

Rela

tionship

Name&Du

rationofIllness

BillNos.&Date

Consultation

Clinical

Pathological

&

Diagnostic

Tests

Medicines

Dental

Treatment/HearingA

id

HearingAid

Meidcines

Total

GRAND TOTAL (A+B+C) =round off to nearest rupee = Rs.

No. of EnclosuresI CERTIFY THAT THE ABOVE CLAIMS ARE TRUE.

CLAIMANTS SIGNATURE


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ANNEXURE - BMEDICAL CLAIM FORM : HOSPITALISATION

Name : Unit : Designation :Employee No : Grade : Date :

Name of the Patient Relationship Nature and duration Amount claimedof illness for hospitalisation

Name of the doctor :

Name of Hospital / Nursing Home :

DETAILS OF EXPENSES

a) Room charges, board and nursing attendants Rs.b) Physicians, Surgeons and /or Anaesthetist fees Rs.c) Anaesthesia, Oxygen, Blood, OperationTheatre, Surgical Appliances, etc. Rs.d) Clinical, Pathological, Diagnostic tests Rs.e) Medical and Drugs Rs.f) Others - specify Rs.

Total - round off to nearest rupee Rs.

Enclosure : ( specify)

- Discharge Report enclosed - Yes / NoI certify that the above claims are true.

CLAIMANTS SIGNATURE


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ANNEXURE - C

COMPANY MEDICAL REIMBURSEMENT SCHEME

DECLARATION OF FAMILY PARTICULARS

NAME OF EMPLOYEE :

DESIGNATION :

GRADE :

EMPLOYEE NUMBER :

UNIT :

LOCATION :

DETAILS OF FAMILY

NAME RELATIONSHIP AGE

I certify that the family particulars given above are in accordance with the MedicalReimbursement Scheme notified by the company.

SIGNATURE OF THE EMPLOYEE

Note : 1. Form duly completed to be submitted to the authorized official.2. Any changes in the above particulars furnished to be communicated

to the authorized official.


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DOMESTIC TRAVEL POLICY

I. OBJECTIVEa. To reimburse the travelling expenses incurred by employees on account of

Companys work.

II. SCOPE AND COVERAGEThis policy shall apply to all employees (Grades MG 1 to MG 6) including

Management trainees of Cholamandalam DBS.

III. AUTHORITYa. The approving authority will be as under:

ROLE AUTHORITY

All Managers Functional Heads

Functional Heads Business Head / VP / MD

All other Employees / Branch Heads Respective Managers / Regional Managers

All other staff in Branches Respective Branch Heads

IV. TRAVEL ADVANCE AND SETTLEMENT1. The requisition for travel arrangements, advance and the settlement of travel

expenses should be made in the prescribed forms. The forms are available with

the Finance department/in the employee portal.

2. The request for advance will be approved by the approving authority.3. An employee going on tour may obtain cash advance to a maximum limit of one

day extra expenses more than the anticipated number of days on tour. The cash

advance will not exceed the maximum eligibility of boarding & lodging limits

outlined in this policy. The advances may be drawn from the company on the

date of travel or the previous working day.

4. The Accounts for advance drawn shall be settled with the Accounts Departmentalong with refund of balance if any, within 7 working days from the completion


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of tour. Any further advance for travel will not be given unless the previous

advance has been settled.

5. For all reimbursements of Air Travel, the boarding pass should be attached.6. For the purpose of claiming I AC/II AC/I Class Rail Fare except in cases where

tickets have been booked by the Company, the ticket number or a proof of

payment should be submitted.

7. In case where the higher class is claimed, by paying the excess fare in the train,the Railway Receipt for such additional claim should be attached.

V. MODE OF TRAVELThe employees on tour shall be allowed modes of travel as given below:

1.

For places which require only overnight journey employees in the grade (MG 1 -MG5) can travel by train only. For grades above MG 5, Air travel can be

considered as an option. Overnight journey signifies journey from origin to

destination station covered by rail in 10 hours.

2. For places which require more than overnight travel executives in grades:a. MG 1 to MG 3 - Allowed to travel by train only (Class : I Class Non AC

/ III AC/ AC Chair Car)

b. MG 4 MG 6 - Train Travel (I Class Non AC/ II AC/AC Chair Car).c. MG 4 MG 6 Air travel can be undertaken with prior approval from

the Business head during exigencies.

3. Should an employee use a mode of travel lower than he/she is allowed he/sheshall be reimbursed only the actual fare incurred.

4. In exceptional circumstances, if an executive has to use a mode of travel higherthan his / her entitlement, the same has to be authorized by Business Head prior

to the travel and later endorsed by him.

5.

Travel by higher class has to be authorized by the competent authority only afterhe / she is thoroughly satisfied that there are valid and compelling reasons for

doing so.


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VI. LOCAL CONVEYANCE1. Travel involving same day return from outside city limits to the base station

will come under local conveyance policy (and not under Domestic Travel

Policy). The reimbursement in such cases will be based on the local

conveyance and enroute expenses as per the limits applicable to the grade.

The city limit means the distance upto 150 kms one way from the base

station.

2. Travel within city limits will generally have to be by Auto for executives.a. MG 1 MG 4 - By Autob. MG 5 & MG 6 - Auto / Public Taxi

3. Where travelling (outside city limits) to moffusil town areas, the travel will beby bus only. If the executive is required to travel to multiple locations with

intermittent stoppages, then a private taxi can be engaged.

4. Hiring private taxi for local conveyance is permitted where the distancebetween the origin and destination is below 250 kms, on the prior approval

of the Business Head. For distance above 250 kms, the suggested mode of

travel is public transport.

VII. GUEST HOUSES / TRANSIT FLATS1. Eligible Management Staff are required to use the companys transit flat

wherever possible. List of Transit flat accommodation is enclosed.

2. Management Staff availing of transit flat / guest house for lodging and boardingcan claim actuals for the same based on the bill given to them by the transit flat /

guest house and the limits mentioned in this policy, do not apply in such cases.

3. If an Executive or Management Staff member does not avail of the boardingfacility at guesthouse / transit flat, limits as specified in this policy, for boarding

will apply.


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VIII. LODGING AND BOARDING IN HOTELS1. A list of benchmark hotels is available with the Administration department. The

list of hotels would be updated and maintained by the Administration

department. All executives are expected to stay in the bench marked hotels only.

Only where accommodation is not available in the specified hotels, can the

lodging entitlements be utilized.

2. Entitlement for boarding is specified gradewise inAnnexure B3. Classification of cities is also enclosed (Annexure A) and the lodging and

boarding will be calculated accordingly.

4. The tariff specified for lodging is exclusive of taxes.5. Additional boarding charges of Rs. 50/- per day is payable in case of city being

Delhi or Mumbai. Alternatively, the concerned Executive or Management staff

member may make his / her own arrangements and claim Flat Rate (referred

below) applicable to his / her grade.

6. Bills for group dinner of any type will not be accepted with any travel claim andthese have to be separately approved and claimed.

IX. FLAT RATES1. If an employee makes his / her own arrangements for lodging and boarding and

actuals are not claimed as per entitlement, he / she shall be entitled to flat rate to

cover lodging and boarding for each day or part of the day as shown in

Annexure B.

2. Flat rates can be claimed on the following basis:a. Duration of stay at the place of visit upto 12 hours 50% of the Flat

Rate applicable to the grade & place of visit.

b. Duration of stay at the place of visit is beyond 12 hours 100% of theFlat Rate applicable to the grade & place of visit.

c. The duration of stay is reckoned from the time the Executive orManagement staff reaches / leaves the place of visit.


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X. ENROUTE EXPENSESEmployees are eligible for enroute expenses as per limits of entitlement indicated in

Annexure B for breakfast / lunch / tea / dinner.

XI. INCIDENTALSThe expenses incurred for tips / laundry / porterage will be covered under this

category. For details please seeAnnexure B. The same need not be supported by

bills. This will not be applicable if Flat Rate is availed.

XII. OTHER PAYMENTS

1. FOR ATTENDING RESIDENTIAL PROGRAMMEWhere lodging and boarding are provided by host company / organization at

outstation locations, the employee will be reimbursed amounts on per day basis as

indicated in Annexure B. Reasonable expenses on laundry will be permitted over

and above the amounts specified.

2. TELEPHONEExpenses incurred towards official telephone calls will be reimbursed with theapproval of immediate superior. Wherever possible the same shall be supported by

bills.

XIII. GENERAL

1. Management Trainees shall be entitled to avail the travel entitlements as would beapplicable to the Executive grade (in which they are likely to be absorbed after

training.)

2. All travelling expenses statements and balance cash must be submitted within 7working days of the individuals return to head quarters, duly supported by relevant

vouchers and countersigned by the approving authority before being passed on for

payment.


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ANNEXURE A


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ANNEXURE B

ENTITLEMENT GRID


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LOCAL CONVEYANCE

1. OBJECTIVE1. To reimburse the local travelling expenses incurred by employees on

Companys work.

2. SCOPE AND COVERAGEThis policy shall apply to all employees (Grades MG 1 to MG 6) including

Management trainees of Cholamandalam DBS.

3. ENTITLEMENT1. Two wheeler

i. All grades would be reimbursed at the rate of Rs.2.75/km2. Car

i. Grade MG 4 to MG 6 would be reimbursed at the rate of Rs. 6/km

4. EXPENSE CLAIM PROCEDURE1. Records for actual usage with kms reading needs to be maintained properly and

annexed to the monthly claim.

2. All claims have to be made within 30 days from the date of travel.3. Actual auto fare will be reimbursed, if they do not use their own vehicle.4. Any commuting more than 150 kms (one way) from the base station will not come

under the local conveyance and for such commuting reimbursement of actuals as

mentioned in the Domestic travel policy.

5. All employees upto the grade of MG 3 using their personal cars for official purposesshall be entitled for conveyance reimbursement at the rate applicable for two-

wheelers only. Employees from the grade of MG 4 and above alone shall be entitled

for reimbursement at the rate applicable for cars, as mentioned above.

employee reimbursement policy - 09

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