Issue No.: 02 Revision No.

: 01

First Released Date: 01-April-2021 Document No.: 01

Location: Bangalore Document Classification: Internal

REVISION HISTORY
Issue/
Revision Description of Change Author Effective Date

02/01 Detail description of TA and DA policy HR Department 1-June-2024

ACCESS LIST

Sl. No. Department / Function

1 Read-only access to All employees

REFERENCE DOCUMENT

Doc No. Document Title Owner / Custodian

01 Travel Allowance (TA) and Dearness Allowance (DA) policy HR Department

PREPARED BY REVIEWED & APPROVED BY

Sumanth Kumar R Jayaprakash Patra

Head – HR Co-Founder and Director

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Introduction: It is the policy of Techfino Capital Private Limited to reimburse staff for reasonable and
necessary expenses incurred during approved official travel. This policy gives instructions to our employees to
track their expenses correctly when travelling.

Scope: This policy applies to all our employees and consultants. In this policy, we refer to ‘travel’ meaning a
business/official trip to a different city other than the one you are in. Eligibility will be applicable based on the
employee Grade as provided in the policy. This policy does not refer to travelling to and from the office on a
daily basis for work.

General Guidelines:

1. All business travel should originate out of a business/official need and the travel for employees should
be approved by respective Manager prior to proceeding on travel.

2. While on official travel to other than the base branch/location, employees are eligible to claim food
allowances as per their Grade.

3. All the Stay and food expenses bills are to be produced mandatorily.

4. In the event of company providing accommodation & food during training / meetings / seminars or
conferences, employees will not be eligible to claim per diem and food allowances. Employees are
required to stay in a hotel arranged by the company only.

5. Every employee while on duty is expected to travel, on the most direct/shortest route and by the mode
entitled. Tickets/receipts for the journey are necessary while claiming reimbursement.

6. Cancellation charges if any due to unavoidable last-minute changes in business /official schedules can
be claimed subject to production of appropriate supporting documents / bills and approval from HOD.
No cancellation charges will be reimbursed if the supporting documents / bills are not attached with
the claim.

7. If the travel is rescheduled due to personal reasons, cancellation charges, unless approved by the
authorized approving authority on case-to-case basis, will not be reimbursed.

8. Use of personal vehicle for official work will be at the employee’s own risk and Company will not be
liable in case of accident or damage of the vehicle.

9. If a group of employees (two or more) are travelling by a personal vehicle of their colleagues, then only
the owner shall be eligible to claim the travel expenses. They are also required to mention the employee
codes of rest of the travelers while applying for reimbursement.
10. Local Conveyance expenses incurred on personal trips will not be reimbursed by the company.
11. Employees who are required to work late in office – In case any employee is required to work beyond
8.00 p.m., reimbursement of conveyance expenses up to Rs.300/- may be approved by the HOD at his
discretion.
12. Employees who do not possess two-wheeler will be reimbursed auto or any public transport based on actual.
13. Employees (Irrespective of grade) are encouraged to use radio cabs/ call cabs for Airport pick and drop.
14. Respective reporting managers should ensure that the travel is appropriate (for valid business/official
purposes).
15. All the employees should submit Travel Expense claim within 15 days of their return from the official
travel. In case the claim submission is delayed, then based on the below table amount will be deducted
from their total claim amount.

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 Claim Submission Delayed Penalty on Total Claim Amount
> 15 Days to <= 30 Days 10%
> 30 Days to <= 60 Days 20%
> 60 Days & above 30%

16. Women employees can take prior approval from respective HOD for additional 25% of the employee’s
eligibility for lodging allowances to ensure better hygiene and safety.
17. All the claims will be auditable and strict disciplinary action up to termination will be initiated for
violation of any of the guidelines (refer disciplinary policy).
18. The entitlement for travel, mode of travel for outstation, accommodation or lodging, food allowances and
local conveyance during official visits are based on the Grade as described in Annexure-1 & 2.

Guidelines for Per Diem: Stay with a friend, relative or family member, may be preferred under the
following conditions.
• Employee is eligible to claim per diem @ 50% of lodging limit for a day subject to own
arrangement for stay close to office premises.
• For same day travel, if employee reaches the destination location in the morning or afternoon and
returns the same day evening, then per diem is not applicable. Per-diem will be applicable only for night
stay.
• An employee on leave, except due to illness during travel will not be eligible for any reimbursement/per
diem on the day of leave.

Annexure -1 - Two and Four-wheeler Reimbursement

Mode of Transport Rate
Car Rs. 7.00/‐ per Km

Bike Rs. 3.50/‐ per Km

Annexure - 2
Applicable Transport -
Accommodation Food Allowance per
Designation Local conveyance and
/ Lodging per day day \Outstation Travel

Founder and Director Actuals Actuals

(Bus/Auto/ Taxi/Own Car)
Department Heads 5000 1000

RSM / State Heads 3000 1000

Cluster Sales Manager /
3000 750
Cluster Credit Manager
Area Sales Manager/ 2-wheeler / Auto / Public
2000 500
Area Credit Manager Transport/ Pool Car / Bus /
BSM / Credit Manager / Local Train)
2000 500
Branch Credit Manager
Credit Officer / RO/SM 2000 500

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 Non-Reimbursable Expenses: The following list of expenses shall not be reimbursed. However, this list
is not exhaustive. In case any item is not listed that shall not mean that it is automatically reimbursable.

• Alcoholic Beverages, smoking and tobacco items

• Travel expense of spouse and children along with employee
• Loss or theft of personal funds and property.
• Personal entertainment like sports event, movies etc.
• Personal reading materials like Books, Magazine, Newspaper etc.
• Personal gift or memento etc.
• Laundry Expenses.
• Any other items which are not mentioned under reimbursable expense.

Claim procedure:

All claims for reimbursement should be made in the prescribed format and approved by the respective HOD. The claim
form should be complete in all respects. Formats, which do not specify name, reason of travel, or any other relevant
information, will not be entertained.

Review of Policy:
The Company reserves the right to amend or modify this policy in whole or in part, at any point of time. Any
amendment to the policy shall take effect from the date when it is approved by the Management. This policy will be
reviewed periodically to ensure its effectiveness and compliance with legal requirements. Amendments may be made
as necessary.

Conclusion:
TCPL reimbursement policy aims to ensure fair and consistent compensation for expenses incurred by employees
during business-related travel. By adhering to the guidelines outlined, employees can be assured of timely and accurate
reimbursement while helping the company maintain financial accountability and control. We encourage employees to
familiarize themselves with this policy and reach out to the HR department with any questions or clarifications.