SUNSMART TECHNOLOIGES PRIVATE

LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

TRAVEL POLICY

Objective :
To standardize the Travel Policy for SunSmart Technologies Private Limited
(Referred as “Company”).

PURPOSE: Provides reimbursement of travel and entertainment expenses to the

employees and staff for reasonable and necessary expenses incurred in connection
with approved travel and entertainment on behalf of the company.

This policy is framed keeping in mind of current business scenario and may undergo
change in line with change in business scenario.

The purpose of this policy is to document the allowable business expenses eligible
for reimbursement. Also included is additional reference information that may be
useful to SunSmart employees in submitting employee business expense reports in
order to receive timely reimbursement. If you are not sure how to classify a certain
expense, contact the Finance Department for assistance.

This document is confidential and a trade secret of the Company. As such, it is not
to be copied, duplicated, distributed, and posted on any electronic bulletin board to
any third party outside the Company.

Please note that this policy had been prepared in consultation with
Auditors and considering the Indian Income Tax Act.

Falsification of Expenses

Submitting fraudulent receipts or falsifying your expense report will result in loss of
your reimbursement privileges.

Non-Reimbursable Expenses

The following list is given as a guide and is not intended to represent a

comprehensive list of expenses that are not reimbursable.

• alcohol

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 SUNSMART TECHNOLOIGES PRIVATE
LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

• car repair
• credit card interest charges
• day-care for children or pets
• fees for upgrades of air, hotel, or auto
• golfing or green fees
• golfing cart rental
• grooming, nail or hair salon expenses
• headphones on airlines
• health club fees
• laundry (unless 3 out of town 3 nights or more)
• massage
• medicines
• movies (either in-room or at the theater)
• personal bar bills
• personal books, magazines or other entertainment
• personal travel portion during business trip
• pet hotel stays or pet transportation
• political or charitable contributions
• sporting events
• toiletries
• theater, cinema or opera tickets
• traffic citations (parking tickets or fines)

Expense Report Submission Deadline

Expense reports are due every week on Tuesday by 5 pm. If you are unable to
meet this deadline, you are responsible to contact the Finance department and
inform them of the timing and approximate amount of your expense report.

POLICY:
Reimbursement of expenses is allowed within the parameters of the policy. In the
case of group or team travel or entertainment, the group leader may be responsible
for all expenses. Claims for reimbursement of travel expenses must be submitted to
appropriate authorities for approval and forwarded to the Director’s Office on the
Company Travel Expense Report within fourteen (14) calendar days after the
traveler has returned.

Policy 1:

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 SUNSMART TECHNOLOIGES PRIVATE
LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

1. Employees are eligible for Local Travel Conveyance only for the purpose of
any business meetings.

2. Local Travel conveyance is not eligible for transportation between Residence

and Place of work as they are not permitted under IT Act.

3. For any local visit, company can reimburse the Local Travel conveyance at
the rate of INR 5 per km. This is towards visits for Marketing Meetings,
Technical Discussions, and Implementation Activities etc.

4. For employees where they receive any conveyance as part of their salary are
not eligible for the point 3.

Policy 2:
TRAVEL REQUESET INITIATION

All Travel Requests must be initialized through OD Request of nTireHRMS Software

for approval. Justification of that travel must be clearly specified in that request
with Start and End dates.

Travel Dates & Destinations must be entered in the request and company will
organize for necessary travel tickets & Hotel Accommodation.

Any travel made without Travel Requisition, will be invalid for any claim.

Policy 3: TRAVEL ELIGIBILITY LIMITS (INTERNATIONAL

TRAVEL)
Travel Mode: All employees are eligible only for economy mode travel with shortest
route possible to the business destinations. Further company will organize the
tickets for these travels with reasonably available low fares.

However, employee can pay higher amount from his personal expenses for any
other air lines / higher class travel.

Base lined amount for these travels will be intimated to the employee on the
approval of his OD request and based on employee’s feedback either company will
book ticket or employee shall book on his own within that prescribed limited and
submit tickets, boarding passes and other travel documents for processing of the
claim.

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 SUNSMART TECHNOLOIGES PRIVATE
LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

International - Conveyance & Business Expenses

Following matrix describes maximum per day ceiling of the permissible

Reimbursement on Local Travel & Business Expenses. No bills are required to be
submitted for claim of these funds as they will be treated as Per Day Allowance.

S.NO GRADE PERMISSIBLE LIMIT IN INR – CAN BE CONVERTED

TO LOCAL CURRENCY ON THIS MAX LIMIT
01 MANAGEMENT CADRE 3000.00
02 OTHER EMPLOYEES 1200.00

For all these International Travels, account managers must organize

Accommodation & preferably Conveyance through the Customer or Channel
Partners.

Any deviations on this must be mentioned as part of OD Request and the maximum
amount to be spent on this shall be factored for necessary claim / approval.

All parties / Luncheons etc. are to be taken care by the Channel Partners as they
are termed as Local Marketing Expenses.

Any other parties / business promotions will be treated as Personal expenses of the
employee and are not eligible for any claim.

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 SUNSMART TECHNOLOIGES PRIVATE
LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

Policy 4: Domestic Travel

Travel Mode :

Less than 600 Kms distances:

All employees are permissible to travel by II AC train or equivalent fare will be

sanctioned for such travels.

Long Distance:

All employees are eligible only for economy mode travel with shortest route possible
to the business destinations. Further company will organize the tickets for these
travels with reasonably available low fares.

However, employee can pay higher amount from his personal expenses for any
other air lines / higher class travel.

Base lined amount for these travels will be intimated to the employee on the
approval of his OD request and based on employee’s feedback either company will
book ticket or employee shall book on his own within that prescribed limited and
submit tickets, boarding passes and other travel documents for processing of the
claim.

Hotel Accommodation:

For one day travels, Hotel Accommodation will not be provided by Company.

In an event of stay beyond 1 day, Company will organize the accommodation for
the employee.

However, in an urgency mode, following are the upper limits of stay (Prior Approval
is required):-

S.NO GRADE Metro Non Metro

01 MANAGEMENT CADRE 1500.00 - 2500.00 750.00 - 1500.00
02 OTHER EMPLOYEES 750.00 - 1000.00 400.00 - 600.00

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 SUNSMART TECHNOLOIGES PRIVATE
LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

In-room movies and use of hotel gym, massage services, and sauna facilities will
not be reimbursed.

Laundry services and valet parking are generally considered non-reimbursable

expenses. However, hotel stays in excess of 5 days may warrant the use of laundry
services. Exceptions must be approved by your immediate supervisor.

Domestic - Conveyance & Business Expenses

Following matrix describes maximum per day ceiling of the permissible

Reimbursement on Local Travel & Business Expenses. No bills are required to be
submitted for claim of these funds as they will be treated as Per Day Allowance.

S.NO GRADE PERMISSIBLE LIMIT IN INR

01 MANAGEMENT CADRE 750.00
02 OTHER EMPLOYEES 300.00

For all these International Travels, account managers must organize Accommodation &
preferably Conveyance through the Customer or Channel Partners.

Any deviations on this must be mentioned as part of OD Request and the maximum amount
to be spent on this shall be factored for necessary claim / approval.

All parties / Luncheons etc. are to be taken care by the Channel Partners as they are termed
as Local Marketing Expenses.

Any other parties / business promotions will be treated as Personal expenses of the
employee and are not eligible for any claim.

Expense Reports And Approval Requirements

• Expense reports should be completed and submitted to Accounts Payable
weekly in order to facilitate timely reimbursement. Tour Report with
necessary contact details of client / prospects need to be attached along with
the report.
• Fax copies of expense reports will not be accepted.
• Expense reports will be processed as any other invoice.
• All expenses included on the expense report must be accompanied by a valid
receipt, and a brief explanation of the expense. Credit Card statements will
not be accepted as evidence of a receipt.
• All expense reports must be approved and signed by your immediate
Supervisor/Manager.
• All expense reports must be submitted within 60 days of incurring the
expense.

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 SUNSMART TECHNOLOIGES PRIVATE
LIMITED
616 ANNA SALAI, CHENNAI – 600 006.

• The Company reserves the right to withhold reimbursement while it

investigates expense report items.
• These requirements may be modified at any time at the discretion of the
Chief Financial Officer.

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