General Awareness Program on Expense Processing
Following the procedure outlined below, while submitting HRV claims, will ensure faster and easier claim processing:
1. Proper Bill: The bills submitted must contain the following details:
a. To & from location b. Opening & closing reading & total km travelledc. Break-up of amount (per km rate, fixed charges etc)d. Seal / sign of vendor, bill number & datee. No. of days & dates for which vehicle was hired
2. Supporting documents: The following documents are to be provided along with the bill:
a. Vehicle RC
b. Drivers license
c. Vehicle photo with number plate
3. Prior Approval: Prior approval obtained for vehicle hiring must be attached with the claim or shared over mail in query@vnrseeds.com. The approval mail must contain the specific months / period / dates for which the vehicle is to be hired, the purpose of hiring, the rate/km range & other charges, if any. The approval must be obtained from Reporting managers (For sales department, approval from TMs or above only).
Further, for sales department, guidelines for exceptions is as follows:
– Any exception to the above, needs to be approved by ZM / GM. The exceptional approval request shall be raised by the TM, on behalf of the employee, to the RBM and he shall seek the approval of ZM / GM. (TM -> RBM -> ZM / GM)
4. Payment method:
All payments must be by UPI /online mode & payment receipt must be attached to the bill.
Following the suggested guidelines helps in prompt processing of claims & keeping proper records for Statutory Audit & Compliance purposes. We encourage everyone to adhere to these steps to ensure smooth and efficient processing of expense claims.