General Awareness Program on Expense Processing
Following the procedure outlined below will ensure faster, easier & transparent claim processing:
1. Prior Approvals: When obtaining prior approval from the reporting manager for limits exceeding eligibility or hiring vehicles, please ensure the reason & deatils is clearly stated in the email. This aids in maintaining accurate payment records.
2. Claiming Shared Expenses: It has been observed that instances of a single bill being claimed by multiple people, with a request to split the bill. According to the law, only one original bill should be generated per expense. It is recommended that the senior-most person among the accompanying group claims the full amount with the original bill, then redistributes the amount as necessary.
3. Toll Tax: Toll tax is allowed for official travel days based on actual vehicle usage. It is mandatory to provide a system-generated toll tax statement (PDF) for the month to verify day-wise entries. This statement can be attached in Xeasy or sent as a hard copy along with the expenses. If a vehicle is used on holidays or Sundays for official purposes, please mention this in the remarks column when claiming such expenses.
4. Expenses on Leave days: If any leave is marked in HR records, the system restricts processing of expenses for that day. If any leave is marked in error and the employee worked on that day, it is highly recommended to please get the HR records updated before submitting expenses to avoid deductions or delay in claim processing.