REIMBURSEMENT AND TRAVEL ALLOWANCE POLICY
1. PURPOSE
The purpose of this policy is to outline the reimbursement criteria to employees for business trips, meal expenses incurred during work-related activities. In this regards, MYTM (Pvt.) Ltd. and Xint Solutions, referred here as “MXT”, has implemented reimbursement policy for their employees.
2. SCOPE
The scope of the policy is to specifically express the guiding principles that indicate the entitlement of employees to claim reimbursement(s) as per the Company Policy.
3. ELIGIBILITY
Employees who are requested to travel for business trips, on business/working assignment to abroad or assigned tasks to work in off official hours are entitled to claim the reimbursement as per the defined conditions in the policy.
4. TYPE OF EXPENSE
4.1. In-House Expense
When an employee is requested by the manager or team lead or the concerned Management personnel to work for extra hours to complete business or project requirement(s) and buy on duty official meal is called in-house expense.
To claim this, employees should have worked for at least three (3) hours extra after the working hours. Less than this period, employee may claim overtime working hours but not the reimbursement of the meal expense. Incidental expenses are not claimable as per the policy.
4.2. Per Diem/Travel and Dinning Allowance
Daily allowance paid to employee to cover costs incurred during business trip or assignment is called per diem.
Per diem allowance includes transportation, meal and incidental expenses.
Only employees travel to business trips or assignment shall be eligible for per diem with and after the approval from the Director HR and board member(s).
5. INCIDENATAL EXPENSES
Any kind of incidental expenses such as tips, delivery charges, transportation, lodging etc. are included in the approved limit as per the policy.
6. NON-REIMBURSEMENT EXPENSES
Expenses like personal telephone bills, smoking, partying, dine in with personal invites, entertainment, snacks etc. will not be reimbursed.
7. LIMITS AND DOCUMENTATION
Extra amount reflected in the bill shall not be paid to the claimer in any case. Limits and caps are defined in the given table in the policy.
Employee requires to provide itemized receipts of the meal(s), along with the information on the purpose of the meal and attendees when applicable.
8. APPROVAL PROTOCOLS
Any reimbursement request needs to be verified and approve by the team or department manager, afterwards Director HR shall approve it and the Board member if required before submitting to the Human Resource Department.
9. CONSEQUENCES FOR NON-COMPLIANCE
In case of non-compliance with the policy, Company reserves the rights to deny the request.
10. ALLOWANCE ELIGIBILITY TABLE
