Expense Reimbursement Policy
This policy explains which costs TSS pays for, how to claim them back, and what we do not cover. The simple rule: spend company money as carefully as you would spend your own, and ask before spending if you are not sure.
Document
Policy number
TSS-HR-07
Version
1.0
Effective from
1 September 2026
Next review
March 2027
Owner
Human Resource Team
Approved by
Board of Directors
Applies to
Every employee, trainee and intern, including interns under 18. Contractors only where their contract says so.
Issued by
Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650
Related policies
Code of Conduct and Ethics (TSS-HR-01), Remote Work and Telecommuting Policy (TSS-HR-03), Cloud and App Use Policy (TSS-IT-07), IT Asset Management Policy (TSS-IT-09), Employee Training and Awareness Policy (TSS-IT-14)
1. WHAT WE COVER
| WHAT | WHAT IS COVERED | WHO APPROVES |
|---|---|---|
| Daily travel | Travel between home and the office: public transport, auto-rickshaw or app cab fares, parking and tolls. If you use your own vehicle, a per-kilometre rate published by the HR team. | No approval needed |
| Visits | Travel to client or company visits, on the same basis as daily travel | Your team lead |
| Longer trips | Train or air travel, hotels and local travel for trips outside Pune, booked as agreed in advance | A Director, in advance |
| WHAT | WHAT IS COVERED | WHO APPROVES |
|---|---|---|
| Food and beverages | Meals and drinks during company visits. Food and drinks at the office are arranged by TSS. | Your team lead |
| Hardware and accessories | Only items the IT team cannot supply in time, such as a cable or adapter you urgently need for work | The IT team, in advance |
| Software and subscriptions | Only tools approved under the Cloud and App Use Policy | The IT team, in advance |
| Learning | Courses, certifications, exam fees and books related to your role, including AI-assisted development | The HR team, in advance |
| Client meals | Modest meals with clients, within the gift and hospitality rules in the Code of Conduct and Ethics | A Director, in advance |
| Home office items | Items approved under the Remote Work and Telecommuting Policy | The HR team, in advance |
2. PERIOD PRODUCTS
TSS pays for any sanitary products you use for your period, such as pads, tampons, panty liners, menstrual cups and discs, and period underwear.
No approval needed. Buy what you need for your own use and claim it back.
How to claim. Send the bills to the HR team in the usual way (section 5), on their own or with your other claims. You do not need to add a note or explain anything.
Kept private. These claims go only to the HR team, which keeps them confidential. Your team lead does not see them.
3. WHAT WE DO NOT COVER
personal travel, or travel costs for family or friends;
alcohol and tobacco;
traffic challans, parking penalties or any other fines;
personal entertainment, clothing, grooming or gifts (period products, including period underwear, are covered under section 2);
upgrades, such as business class or premium cabs, unless approved in advance;
costs caused by carelessness, such as a missed train or flight because you left late (if something went wrong that was not your fault, tell us and we will look at it fairly);
tools bought on personal accounts that should have been company accounts;
anything already paid for by TSS or by a client.
4. SPENDING SENSIBLY
Pick the sensible option. It does not have to be the cheapest, but it should not be the most expensive either. For example, a standard app cab is fine for a client visit; a premium car usually is not.
On the rare days you are asked to work up to ten hours, take a cab home and claim it. We would much rather pay for a cab than have you travel home unsafely.
Where you can, ask for a GST invoice in the company’s name: Thakur Systems & Structures Private Limited.
5. HOW TO CLAIM
- Keep receipts: paper bills, app invoices or screenshots showing the date, the amount and what it was for. For your own vehicle, note the date, where you travelled from and to, the kilometres and the purpose.
- Send your claim to the HR team within 30 days of spending, in the format the HR team provides, with your receipts and a short note on the business purpose (no note is needed for period products).
- The approver shown in the table checks and approves it.
- Approved claims are paid with your next salary. For large amounts, ask the HR team and we will pay sooner.
Claims sent more than 90 days after the spending may be refused, unless there was a good reason for the delay.
6. ADVANCES
For large planned costs, such as a trip of several days, you can ask the HR team for an advance. Settle it with receipts within seven days of getting back, and return anything you did not spend.
7. WHAT YOU KEEP AND WHAT YOU RETURN
Hardware, books and other work items bought with company money belong to TSS and are returned when you leave. The skills and certifications you gain are yours to keep.
8. TAX
Some reimbursements may be taxable under income tax law. The HR team handles this through payroll, and it will show on your salary slip.
9. HONEST CLAIMS
Claiming for personal spending that this policy does not cover, inflating a claim, or submitting a fake or altered receipt is fraud and gross misconduct. Honest mistakes will simply be corrected.