General Awareness Program on Expense Processing
Following the procedure outlined below, while submitting the below expense claims, will ensure faster and easier claim processing
1. Lodging Bills (LDG) : When submitting your lodging bills for reimbursement, please ensure to submit the original bill with the finance department. The bill should clearly include the following details:
- Date of Stay: The specific date & time of arrival & departure.
- Number of people (PAX): Total number of people must be mentioned.
- Number of days: Number of days of stay should be clear.
- Amount: The day wise & type of charge should be mentioned.
- Stamp / Sign: The Bill should be authorised.
Please note that in case there are any accompanying persons sharing the room, it is crucial to mention their name & employee code on the the face of the bill manually or in the remarks column of xeasy so that the combined eligibility can be allowed at the time of verification.
Also, as per process, the full amount of the bill is allowed to the person submitting the original bill of lodging. Accordingly, it is recommended that the full amount, as per original bill, be paid & claimed by a single person only, preferably the person of the superior role / grade.
2. Meals (MLS): Please ensure to mention the names & employee code of accompanying persons on the the face of the bill manually or in the remarks column of xeasy so that the combined eligibility can be allowed at the time of verification.
If in any case, a pakka bill or authorised bill is not provided by the restaurant, a hand-written signed bill, with date & other specific details, should be submitted. Also, the bills claimed wherein meals are with a dealer, distributor or retailer, their name & location should also be mentioned.
This helps in prompt processing of your claims & keeping proper records for Statutory Audit purposes. We encourage everyone to adhere to these steps to ensure smooth and efficient processing of expense claims.
Thank you for your understanding and we anticipate your involvement & cooperation as we embark on this journey to enhance our processes.
We warmly welcome your feedback and suggestions on topics you’d like to hear about next, as well as any practical challenges you may be facing.