AIQOD Empowering Enterprises TRAVEL AND EXPENSES REIMBURSEMENT POLICY Objective: Our travel policy aims to provide clear guidelines and procedures for all employees regarding business-related travel. By ensuring transparency, efficiency, and cost-effectiveness in travel arrangements, this policy aims to support our company's objectives while promoting employee comfort and safety during work-related journeys. Its aim is to guarantee that employees undertake company-related travel safely, comfortably, and economically, in alignment with their role within the organization, while adhering to entitlements. Effective Date: This new reimbursement payout schedule will be effective from April'24. Prior Intimation and RM's Approval: Employees planning business travel are required to inform their respective Reporting Manager/s (RM) in advance and obtain approval. It is appreciated if employees provide an estimated expense amount along with their travel request to facilitate budget planning and bookings. Reimbursement Claim Form: Expenses Reimbursement Claim Form pasted for reference and action. Attached Editable Form for future reference too. Empowering Enterprises Documentation Requirements: To streamline the reimbursement payout process, employees are required to provide detailed documentation for each expense, including receipts, invoices, and any other relevant documentation. Claim Approval: - Fill in expense reimbursement details according to entitlements (Expense Category & Mode) and obtain RM's approval by copying HR in cc with the accompanying bills via email (convert files to PDF). Claim Submission Timelines: To ensure timely reimbursement processing. submit your reimbursement requests before or by the 6th and 16th of every month, before the payout dates. Reimbursement Payout Dates: Reimbursements will be processed on the scheduled payout dates i.e.10th and 20th of every month, against ---PAGE END--- AIQOD Empowering Enterprises Find Below Details about Expenses Category: Expenses MODE Travel Type Description and Entitlements Category Local Car/Bike (Own Vehicle) Two-Wheeler Rs 5/- Per KM Conveyance Local Travel Within City Four-Wheeler Rs 10/- Per KM (Own Vehicle) KM to be mentioned (From & To) in case of Local Conveyance Travel Local Travel Subject to RM Approval with prior intimation on Approx. CAB/Hired Car /Auto Expenses Within City Expenses Air/CAB/Hired Car Outstation Subject to RM Approval with prior intimation on Approx. /Railway/Bus Travel Expenses Accommodation/ Food/ IT Other Subject to RM Approval with prior intimation asset procurement..etc Expenses Reimbursement Claim Form:- Roots Innovation Labs Pvt. Ltd. (AIQoD) aiQOD EXPENSES REIMBURSEMENT CLAIM FORM NAME: Designation: Claim For Month Date Bill No Expenses Category MODE Purpose From To Km (Up/Down] RATE Per KM Amount TOTAL= 0 Prepared by Checked by- Approved by Submitted On Expenses Category MODE Local Conveyance Car/Auto/Bike (Own Vehicle) [Local Travel within City] -> Two Wheeler Rs 5/- Per KM -> Four Wheeler Rs 10/- Per KM 1 KM to be mentioned (From & To) in case of Local Conveyance Travel Expenses CAB/Hired Car /Auto Local Travel within City) -> Subject to RM Approval with prior intimation on Apprx Expenses Air/CAB/Hired Car /Railway/Bus Outstaion Travel)] -> Subject to RM Approval with prior intimation on Apprx Expenses Other Accomodation/Food/IT asset procurement.. etc -> Subject to RM Approval with prior intimation Its mandatory to submit valid bills with reimbursement claim form. Prepared by Mr. Sachin V Bhagat (Head-HR) Approved by Anil Nair (CEO) Review Date 29-March-2024 ---PAGE END---