Process for Reimbursement claims

Below mentioned are some of the guidelines which need to be followed to fill the
reimbursement claim sheet to avoid any delay or rejection of your claims.
Local Conveyance
You are eligible to claim your local conveyance as Rs.5 per KMs if you use public or
own transport within your base or outside location. It is mandatory to mention To &
Fro location address with the total distance travelled in KMs. If the travel is made
beyond 100 KMs proper justification is required on claim sheet or on email approval is
mandatory. If you travel more than 200 KMs in one day then RFA approval is
mandatory which is to be approved upto Circle Head with the proper detailing of work
which is been done. Any travel in Auto or Cab will only be reimbursed if approved RFA is
attached.
Late Sitting
Late sitting is applicable only if you continue working more than 11.30 hours in a
day, then only you are eligible to claim for Rs.5 per KMs from Office to residence on
shortest distance.
Mobile Bill
Mobile reimbursement is applicable only for Outpar resources and it can claim upto Rs.
1500/month any expenses beyond the approved limit will not be approved. Mobile bill
generation date is to be mentioned in the claim form without which it will not be
accepted. Any late payment charges or Value Added Services wont be reimbursed.
DA (Daily Allowance)
You are eligible to claim DA @ of Rs.150 per day only if you travel To &Frofor more
than 100KMs and above traveling out of your base location. While filling the claim
sheet make sure that the To& Fro address is entered with the total distance travelled
in KMs. Other than this all DA claims will be Rejected.
Travel by air
If the traveling is to be done by air; 10 days prior to your travel date RFA approval is
required and the tickets should be booked/ issued from YatraCommunications
(yatrawest@samsung.com)minimum 7 days in advance from the travel date. If it is
not been done then you required to take an additional exceptional HR approval on
RFA from Mr. Mike Choi starmike@samsung.com else ticket will not be booked.
It is mandatory to submit the original boarding pass and air ticket along with the claim
sheet. Foal all travel notification should go to (yatrawest@samsung.com).
Hotel Accommodation
Hotel accommodation amount is reimbursed as per the City allowance policy. If its
exceeding the approved limit, kindly make sure you have the RFA approved up to CFO
level,elseexcess amount will be rejected. Try to stay only those hotels where you
can get the proper printed bills along with its TIN numberand working phone
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numbers.Either signature of your Reporting Manager / Area Manager or Circle

Head / Part Leader is mandatory on Hotel bills.

Claims to be submitted within 7 days of the expenses

If you are on a tour outside your base location; you are supposed to submit all your
claimswithin the 7 days of the tour completion else the claim will not be accepted and
paid. Any expenses beyond the approved limit (i.eHotel rent, Auto / Cab, etc.) required
the RFA approval up to CFO level else it will be rejected. Only original bills will be
accepted no photocopy is allowed. Signature of your Reporting Manager / Area
Manager or Circle Head / Part Leader is mandatory on claim sheet else it will
not get processed.
Claims which is to be submitted once in a month
All other claims like mobile bill, late sitting, local conveyance (travel within the base
location), etc.,is to be claimed once in a month and is to be submitted on or before
10th of every month. Late submission of bills will not be accepted.Signature of your
Reporting Manager / Area Manager or Circle Head / Part Leader is mandatory
on claim sheet else it will not get processed.
Requirement of RFA (Request For Approval)
If you travel beyond 200 KMs within city with own or public transport Justification

RFA is required prior to your travel which is to be approved by Circle Head.

If you travel outside your Circle RFA is required prior to that travel which is to be

approved by Part Leader and Group Head.

If you are on tour and the expenses is to be made beyond the approved limit then
make sure you have the prior exceptional approved RFA which is to be approved up

to CFO level. After tour exceptional approval will not be given.

Travel in auto/ cab is not allowed. If travelling is done in auto/cab exceptional RFA

approval is required up to the CFO level else the claim will not be approved.
For all air travel ticket booking is to be done only by Yatra Communications and for
which 10 days prior to travel date RFA is to be raised with the copy to

yatrawest@samsung.com.
Other than the above for any exceptional expenses beyond the approved limit, RFA
is required which is to be approved upto CFO level.

Submission of Fake/ Tempered Bills

If any claim is been received with the fake/ tempered bills then strict disciplinary action
will be taken against the individual.
LEAVEs / Absconding

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Incase if you are applying for leave/s, take an approval from your reporting manager
and make sure your agency SPOC is marked on that mail. If you go on uninformed leave
for more than 5 days you will be treated as absconding.

RESIGNATION
While resigning from the services make sure agency SPOC is been marked on the mail
which you are sending to your manager, once its accepted once again its to be
forwarded to your agency SPOC.Notice period is to be served as per your offer letter.
Below are the claim / Reimbursement formats for your reference
Resource Detail is mandatory

Total Amt of local expenses in a

Actual duration of the claim Start / End Date

Amt of Tour& DA

Amt of Mobile& other expenses for a month

Resource Name & Sign is Mandatory

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Either signature of your Reporting Manager / Area Manager or Circle Head / Part Leader is mandatory on Hotel bills and

Resource Details

1. Km is mandatory

2. Complete address of travel

Date
Date of
of actual
actual travel
travel

3. In& out time is mandatory for travelling & late sitting

Mention purpose of travelling / late sitting

Resource Name & Sign

KM should be mentioned for both side travels separately for To & Fro
Clearly mention full address of To & Fro
Late siting is applicable only if you are working beyond 9:00 p.m.

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Mode of travel

Date

Travel destination

Total distance covered in KMs

Mention purpose of travelling

Mode of travel

Date

Mention actual hotel details

Travel destination

No. of Days

Total distance covered

Mention purpose of travelling

n, along with mode of travel & KMs is mandatory, which should be 100 KMs and above (To &Fro)
uld be mentioned for each trip instead of one clubbed kilometers.
ur Reporting Manager / Area Manager or Circle Head / Part Leader is mandatory on Hotel bills and claim sheet else it will

I confirm and understood that I have gone through the above process and understand
Mention actual hotel details
all the condition and the ways to fill the claims for the faster approval. If any deviation
is been found in future on my claims voucher it can be rejected and I will not claim that
voucher in future.
If any fake or tempered bill No.
is been
found Agency Companyhas full right to take
of Days
disciplinary action against me. (Effective from 1, Aug 2016)
Date:

Name:
Sign:

5 of
Travel destination, along with mode of travelPage
& KM
is 5
mandatory, which should be 100 KM and abov
Travel - KM should be mentioned for each trip instead of one clubbed kilometers.
signature of Area Manager or Circle Head is mandatory on Hotel bills, else it will not get processed.