SITE EXPENSE REIMBURSEMENT POLICY  


1. Purpose  

The purpose of this policy is to regulate  purchase of items for project-related work by site employees  and to ensure  proper approval, cost control, transparency, and  timely  reimbursement .  


2. Scope  

This policy applies to:  

  • All employees deployed at project sites  

  • All expenses incurred  solely for official project work  

Personal expenses are  strictly excluded .  


3. General Policy Guidelines  

  1. Any expense incurred must be:  

  • Directly related  to project work  

  • Necessary for site operations  

  • Reasonable and cost-effective  

  1. Prior approval is mandatory  except where specifically exempted under this policy.  

  1. Reimbursement shall:  

  • Be processed  along with monthly salary  

  • Be subject to verification and approval  


4. Approval  Before  Purchase  

  1. Before  purchasing  any item, the employee must:  

  • Seek approval from  Site In-charge  

  • Site In-charge shall  forward  approval request to  CLIDE Head Office  where  required  

  1. Approval shall be:  

  • Written (email /  WhatsApp  / approved format)  

  • Clearly mention item, quantity, and approximate cost  

  1. Unauthorized purchases shall not be reimbursed .  


5. Expense Reimbursement Criteria (Amount-wise)  


A. Expenses up to ₹100 per item  

  • Prior approval:  Not  required  

  • Frequency allowed:  Maximum 2 times per month  

  • Conditions:  

  • Expense must be project-related  

  • Original bill must be submitted  

 

B. Expenses above ₹100 and up to ₹1,000 per item  

  • Prior approval:  Mandatory  

  • Approval authority:  

  • Site In-charge + CLIDE Head Office  

  • Conditions:  

  • Written approval before purchase  

  • Original bill  required  

  • Justification for purchase to be provided  

C. Expenses above ₹1,000  

  • Prior approval:  Mandatory  

  • Approval authority:  

  • CLIDE Head Office  

  • Client approval (if required by project)  

  • Conditions:  

  • Written approval  

  • Vendor quotation may be  required  

  • Original GST bill mandatory  


6. Bill & Documentation Requirements  

  1. Employee must  submit :  

  • Original bill / invoice  

  • Bill must clearly mention:  

  • Vendor name  

  • Date  

  • Item description  

  • Amount  

  1. Handwritten or unclear bills may be rejected.  

  1. Bills without approval reference (where applicable) shall not be processed.  


7. Reimbursement Process  

  1. Employee shall  submit :  

  • Expense reimbursement claim  

  • Bills and approval proof  

  1. Claims must be  submitted :  

  • On or before the  monthly  cutoff  date  

  1. Approved expenses shall be:  

  • Reimbursed along with  monthly salary  

  1. Late submissions may be:  

  • Deferred to the next salary cycle  


8. Non-Reimbursable Expenses  

The following shall not be reimbursed:  

  • Personal purchases  

  • Food, beverages, or snacks (unless approved)  

  • Expenses without bill  

  • Expenses incurred without approval (where  required )  

  • Excess frequency beyond allowed limits  


9. Roles & Responsibilities  

  • Site Employee  

  • Obtain approval  

  • Ensure bill collection  

  • Site In-charge  

  • Verify necessity and correctness  

  • Forward claims to Head Office  

  • CLIDE Head Office / HR / Accounts  

  • Final verification and reimbursement  


10. Misuse & Violations  

The following shall be treated as violations:  

  • Splitting bills to avoid approval limits  

  • Submission of fake or altered bills  

  • Repeated unauthorized purchases  

  • Claiming personal expenses  

Violations may result in:  

  • Rejection of claim  

  • Recovery of amount  

  • Disciplinary action as per company policy  


11. Policy Implementation  

  1. This policy shall be:  

  • Communicated to all site employees  

  • Explained during site induction  

  1. Submission of expense claim implies:   Acceptance of this policy