Hi all,
My name is Vidya, appointed as an HR generalist. This is my first job. I need to draft a policy for expense reimbursement in our company. As this is a startup company, I have no senior-level managers to assist me in framing policies. Therefore, I kindly request any senior HR manager to guide me in creating the aforementioned policy.
Regards,
Vidya
From India, Bengaluru
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My name is Vidya, appointed as an HR generalist. This is my first job. I need to draft a policy for expense reimbursement in our company. As this is a startup company, I have no senior-level managers to assist me in framing policies. Therefore, I kindly request any senior HR manager to guide me in creating the aforementioned policy.
Regards,
Vidya
From India, Bengaluru
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HI Reimbursement in the sense what type of the expenses? Is it for Fuel expenses or related to any purchases? or Travel expenses reimbursement?
From India, Bangalore
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728From India, Bangalore
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Dear Vidya,
Reimbursement of expenses or handling imprest cash are the matters of the Accounts Department. Therefore, if they release the policy, the better. Mention clearly in the policy the format of the voucher, who is authorized to approve the voucher, who will be the final signatory, how the audit will take place, when it will take place, and so on.
Thanks,
Dinesh Divekar
From India, Bangalore
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Reimbursement of expenses or handling imprest cash are the matters of the Accounts Department. Therefore, if they release the policy, the better. Mention clearly in the policy the format of the voucher, who is authorized to approve the voucher, who will be the final signatory, how the audit will take place, when it will take place, and so on.
Thanks,
Dinesh Divekar
From India, Bangalore
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Thank you so much Mr. Dinesh My duty here is only to frame policy and give it, later it will be dealed and handled by accounts department...hope im right??
From India, Bengaluru
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From India, Bengaluru
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A Human Resources Generalist is a key person within the human resources function of an organization. Principally, the HR Generalist is responsible for the day-to-day management of HR operations, which means that they manage the administration of the policies, procedures, and programs of the organization.
As it is your first job, you need to be more prepared, and a need for special assessment is required. As you know, operational works, conducting interviews, getting performance reports, evaluating job applicants, six-month appraisals, and all other HR tasks. Be prepared, and all the best. I suggest you visit this website where you can find the appropriate tools and software that will help you greatly in your entire career (corp.etsCouncil.com). Check it out; it's worth a try.
From India, Chennai
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As it is your first job, you need to be more prepared, and a need for special assessment is required. As you know, operational works, conducting interviews, getting performance reports, evaluating job applicants, six-month appraisals, and all other HR tasks. Be prepared, and all the best. I suggest you visit this website where you can find the appropriate tools and software that will help you greatly in your entire career (corp.etsCouncil.com). Check it out; it's worth a try.
From India, Chennai
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Dear Vidya,
As required, please find attached the Reimbursement Form which includes Conveyance, Telephone, Staff Welfare, etc. You can add or delete the heads as per your requirement.
As rightly said by you, HR has to develop the formats and policies regarding employees. Subsequently, the accounts department will handle the payments.
It is essential for you to be very specific and ensure the criteria, processes, and approval systems in the policy are well-defined to prevent misuse by employees.
Your main task will be to formulate the Reimbursement Policy in a manner that enhances employee welfare while being cost-optimized.
Wishing you good luck in your new assignment.
Best regards, [Your Name]
From India, Delhi
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As required, please find attached the Reimbursement Form which includes Conveyance, Telephone, Staff Welfare, etc. You can add or delete the heads as per your requirement.
As rightly said by you, HR has to develop the formats and policies regarding employees. Subsequently, the accounts department will handle the payments.
It is essential for you to be very specific and ensure the criteria, processes, and approval systems in the policy are well-defined to prevent misuse by employees.
Your main task will be to formulate the Reimbursement Policy in a manner that enhances employee welfare while being cost-optimized.
Wishing you good luck in your new assignment.
Best regards, [Your Name]
From India, Delhi
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Ms. Vidya Mohan,
As a company, managements prefer to encourage their employees to use their vehicles for attending official duty/business meetings as it is sometimes not possible to provide company-maintained vehicles. Normally, it happens with employees in HR, SALES & MARKETING, PURCHASE, TAXATION, LEGAL, and Admin departments. In a situation where there are absences of resources and logistics, and no alternatives in practice, work suffers, and time is lost.
In designing a Reimbursement policy, you need to consider two aspects. One is that the user is using his vehicle. In this situation, his vehicle undergoes wear and tear. Secondly, he is investing in fuel. At the same time, you need to consider policies for two-wheelers and policies for four-wheelers. Here, you must mention the grades of employees who would be eligible for reimbursement in case two-wheelers or four-wheelers are allowed. Normally, for two-wheelers, it should be in the range of Rs. 5/km, and for four-wheelers, it may start at Rs. 8/km with the sanction of the approval authority.
Best wishes,
RDS Yadav Director, Future Institute of Engineering and Management Technology Labour Law Adviser navtaranghrs2@gmail.com
From India, Delhi
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As a company, managements prefer to encourage their employees to use their vehicles for attending official duty/business meetings as it is sometimes not possible to provide company-maintained vehicles. Normally, it happens with employees in HR, SALES & MARKETING, PURCHASE, TAXATION, LEGAL, and Admin departments. In a situation where there are absences of resources and logistics, and no alternatives in practice, work suffers, and time is lost.
In designing a Reimbursement policy, you need to consider two aspects. One is that the user is using his vehicle. In this situation, his vehicle undergoes wear and tear. Secondly, he is investing in fuel. At the same time, you need to consider policies for two-wheelers and policies for four-wheelers. Here, you must mention the grades of employees who would be eligible for reimbursement in case two-wheelers or four-wheelers are allowed. Normally, for two-wheelers, it should be in the range of Rs. 5/km, and for four-wheelers, it may start at Rs. 8/km with the sanction of the approval authority.
Best wishes,
RDS Yadav Director, Future Institute of Engineering and Management Technology Labour Law Adviser navtaranghrs2@gmail.com
From India, Delhi
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Mrs. Vidy Mohan.
Thanks for your query in CiteHR reg. Reimbursement Policy & Forms.
For Start up Cos., I have developed following 3 forms:
1. Advance Payment Form .. .Advance Form to be used to draw money for various Co. works.
. . . . . . . . . . like loading/unloading, booking, buying, hotel expenses etc.,
. . . . . . . . . . . . .After Superior’s Approval, present to A/cs.Dept. for payment.
. . . . . . . . . . . .
2. Expense Bill Form . . When employee has incurred expenses for Company works
. . . . . . . . . . like loading/unloading, booking, buying, hotel expenses etc.,
. . . . . . . . . . . .he can claim them using this Form with Supporting Vouchers.
. . . . . . . . . . . After Appl. of the expenses by his HOD, present to A/cs. for
. . . . . . . . . . . . . . . . . . . . . . adjustment against Advance already drawn by the employee.
3. TA Bill Form . . . . . . When employee has performed Company work out of Station,
. . . . . . . . . . He can claim the Travelling, Meals, Halting & Incidental Charges
. . . . . . . . . . actually incurred as per Co.s TA Rules using TA Bill Form duly
. . . . . . . . . . . approved by his HOD . . . . .
Pl. provide ur mail id to send U above 3 Formats + dtls of 65 forms & 170 Policies developed for use in Mfg.Cos., U can pay Rs.500/- for the above 3 forms.
I have worked for 35 yrs. in HR, IR, LEGAL & Admn. works of 7 Mfg. Cos. - Steel, Power, Chemical, Electronics Plants & Mines (2000+CL).
I have setup HR Dept. from the scratch, Framed Standing Orders, HR Manual, Leave & all Service Rules, Policies, Procedures, Processes, Systems & Formats for all HR Jobs in Soft-copy for easy Presentation & Adoption in New Cos. I have managed all HR works from Recruitment to Separation & I can provide Consultancy to setup HR Dept. with all Rules, Policies, Formats etc.
Pl.contact me
16.2.16
HR Consultant & Advocate, ExAGM-HR&Admn. Ph:No.9535470460.
Ex-Member, NIPM, Calcutta, Ex- Trainee-Member, Indian Institute of Management, B;luru.
Languages Known: Kannada, Malayalam, Tamil, Telugu, + English & Hindi
From India, Mumbai
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Thanks for your query in CiteHR reg. Reimbursement Policy & Forms.
For Start up Cos., I have developed following 3 forms:
1. Advance Payment Form .. .Advance Form to be used to draw money for various Co. works.
. . . . . . . . . . like loading/unloading, booking, buying, hotel expenses etc.,
. . . . . . . . . . . . .After Superior’s Approval, present to A/cs.Dept. for payment.
. . . . . . . . . . . .
2. Expense Bill Form . . When employee has incurred expenses for Company works
. . . . . . . . . . like loading/unloading, booking, buying, hotel expenses etc.,
. . . . . . . . . . . .he can claim them using this Form with Supporting Vouchers.
. . . . . . . . . . . After Appl. of the expenses by his HOD, present to A/cs. for
. . . . . . . . . . . . . . . . . . . . . . adjustment against Advance already drawn by the employee.
3. TA Bill Form . . . . . . When employee has performed Company work out of Station,
. . . . . . . . . . He can claim the Travelling, Meals, Halting & Incidental Charges
. . . . . . . . . . actually incurred as per Co.s TA Rules using TA Bill Form duly
. . . . . . . . . . . approved by his HOD . . . . .
Pl. provide ur mail id to send U above 3 Formats + dtls of 65 forms & 170 Policies developed for use in Mfg.Cos., U can pay Rs.500/- for the above 3 forms.
I have worked for 35 yrs. in HR, IR, LEGAL & Admn. works of 7 Mfg. Cos. - Steel, Power, Chemical, Electronics Plants & Mines (2000+CL).
I have setup HR Dept. from the scratch, Framed Standing Orders, HR Manual, Leave & all Service Rules, Policies, Procedures, Processes, Systems & Formats for all HR Jobs in Soft-copy for easy Presentation & Adoption in New Cos. I have managed all HR works from Recruitment to Separation & I can provide Consultancy to setup HR Dept. with all Rules, Policies, Formats etc.
Pl.contact me
HR Consultant & Advocate, ExAGM-HR&Admn. Ph:No.9535470460.
Ex-Member, NIPM, Calcutta, Ex- Trainee-Member, Indian Institute of Management, B;luru.
Languages Known: Kannada, Malayalam, Tamil, Telugu, + English & Hindi
From India, Mumbai
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Hi Vidya,
Please understand the sales process, sales cycle, and target geography of the sales team member. You can suggest:
1. Having a fixed amount paid to the sales guys as part of CTC; this will save the hurdle of checking all bills and verifying the visits, etc. You trust that the employees will use a comfortable mode of travel to visit the customer.
2. Fix limits for different levels and geography, give limits for the own vehicle used for official purposes. Define the time for submission of bills and the payment of the reimbursement cycle.
Regards,
Vinu
From India, Mumbai
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Please understand the sales process, sales cycle, and target geography of the sales team member. You can suggest:
1. Having a fixed amount paid to the sales guys as part of CTC; this will save the hurdle of checking all bills and verifying the visits, etc. You trust that the employees will use a comfortable mode of travel to visit the customer.
2. Fix limits for different levels and geography, give limits for the own vehicle used for official purposes. Define the time for submission of bills and the payment of the reimbursement cycle.
Regards,
Vinu
From India, Mumbai
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