Travel Reimbursement Policy

Travel Request

You should submit a request for travel booking at least 7 days prior to your travel, unless in case of exceptions or last-minute notifications. Exceptions will need to be justified, and manager approval specifically taken.

Air Tickets

Per standard process, as outlined below in Travel Guidelines.

Train Tickets

Per standard process, as outlined below in Travel Guidelines.

Bus Tickets

Per standard process, as outlined below in Travel Guidelines.

Hotel

Per standard process, as outlined below in Accommodation Guidelines.

Meals

Employee-only expenses include food and non-alcoholic drinks for you and for any Triazine Software employees with whom you are traveling. Senior most person (organizational) to make the payment, when in a group.
You should use reasonable judgment on the cost of meals, if not already included in your hotel bookings, following our basic per-person guidelines per meal:

• Breakfast: INR 150
• Lunch: INR 250
• Dinner: INR 250

Personal Vehicle Usage

You may use your personal vehicle for business purposes. When doing so, the Company will reimburse you:

• The actual fuel cost during the business trip.
• For bridges and highway tolls, ferry costs, parking charges, etc.

Note: The Company will not reimburse you for traffic fines, court costs, parking violations, etc.

Car Service / Taxi

When traveling on business, you are expected to take either a local taxi service, a ride- hailing service (such as Uber or Ola), or public transportation, choosing the most cost- efficient service available. Please save receipts for the cab/public transportation.

Other Incidental Expenses

Business-related expenses made during the period of travel to be reimbursed by HR, subject to submission of receipt and approval.

Note: All travel expenses beyond what is budgeted will need to be approved by Management prior to submission for reimbursement to HR/finance.

Travel Request

You should submit a request for airline ticket booking at least 20 days prior to your travel, unless in case of exceptions or last-minute notifications. Exceptions will need to be justified, and manager approval specifically taken.

Visa

Visa application and appointment to be taken care of by the Employee, you can consult the HR team for any queries. Visa fees to be paid by the Company. Travel bookings will only be authorized once a valid visa is available on the passport.

Air Tickets

Per standard process, as outlined below in Travel Guidelines.

Hotel

Per standard process, as outlined below in Accommodation Guidelines.

Travel Insurance

To be issued by HR team prior to your travel if needed.

Currency

Finance and HR team will provide dollars prior to your travel. As per Company policy, you will be given $50/day as a travel cash advance. You will be given the full amount in cash or card before you leave. You are required to submit the Forex card, if issued, within one week of your return.

Meals

Employee-only expenses include food and non-alcoholic drinks for you and for any Triazine Software employees with whom you are traveling. Senior most person (organizational) to make the payment, when in a group.
You should use reasonable judgment on the cost of meals, if not included already in your hotel bookings, following our basic per-person guidelines per meal:

• Breakfast: $5
• Lunch: $12
• Dinner: $12

Car Service / Taxi / Subway

When traveling on business, you are expected to take either a local taxi service, a ride- hailing service (such as Uber or Lyft), or public transportation, choosing the most cost- efficient service available to you. Please Pay the cab/public transportation in cash, wherever possible.

Telephone Expenses

The Company will provide the employee with a TSIM sim card (www.tsim.in USA prepaid sim) Plan currently being offered is:

If the Employee chooses not to use the Company provided SIM, she/he can use their own sim card or any other alternative. The Company will reimburse Rs. 1789 (plan cost above) or the invoice value, whichever is lower, subject to submission of invoice.

Airfare

• HR team or a designated representative will book Economy class for all domestic and international flights.
• In your travel request, you can give a preference of time window (minimum of 3 hours for domestic and 8 hours for international) for your travel. You will be given option(s), trying to best accommodate your preferred timing.
• You must choose from the flight options given.
• The Company reserves the right to be flexible in choosing flights, depending on what is most economical for the Company whilst keeping in mind the convenience of your travel.
• Travel once booked should not be cancelled or modified by the Employee without prior approval from the Management. In case of cancellation, without prior approval, the Company reserves the right to charge the Employee the cost of the cancellation, or part thereof, solely at its own discretion.
• Rescheduling due to personal reasons needs to be approved by the Management, the Company reserves the right to charge the Employee the cost of rescheduling.
• Baggage allowance as per airline guidelines, excess baggage will not be reimbursed.

Train Fare

• HR team or a designated representative will book a Car Chair or 3rd AC for all domestic travel.
• In your travel request, you can give a preference of time window minimum of 4 working Days for any domestic travel.
• You must choose from the train options given.
• The Company reserves the right to be flexible in choosing the train, depending on what is most economical for the Company whilst keeping in mind the convenience of your trip.
• Travel once booked should not be cancelled or modified by the Employee without prior approval from the Management. In case of cancellation, without prior approval, the Company reserves the right to charge the Employee the cost of the cancellation, or part thereof, solely at its own discretion.
• Rescheduling due to personal reasons needs to be approved by the Management, the Company reserves the right to charge the Employee the cost of rescheduling.
• Baggage allowance as per IRCTC guidelines, excess baggage will not be reimbursed.

Bus Fare

• HR team or a designated representative will book a AC Bus Seat for all domestic travel.
• In your travel request, you can give a preference of time window minimum of 3 working Days for any domestic travel.
• You must choose from the Bus options given.
• The Company reserves the right to be flexible in choosing Bus Agency or Travel company, depending on what is most economical for the Company whilst keeping in mind the convenience of your travel.
• Travel once booked should not be cancelled or modified by the Employee without prior approval from the Management. In case of cancellation, without prior approval, the Company reserves the right to charge the Employee the cost of the cancellation, or part thereof, solely at its own discretion.
• Rescheduling due to personal reasons needs to be approved by the Management, the Company reserves the right to charge the Employee the cost of rescheduling.
• Baggage allowance as per Government/Private Transport guidelines, excess baggage will not be reimbursed.

Expense Submission Guidelines:

• All Travel expenses MUST be submitted on or before the 5th of the month. In case you return in the last week of a month, all expenses MUST be submitted in the subsequent month.
• Reimbursements, if expense statements are submitted before the 5th, will happen in that month’s Reimbursement payment or if submitted after the 10th, in subsequent month’s Reimbursement.

note: Any expenses submitted beyond subsequent month of travel will NOT be approved.

Spouse, Domestic Partner, and Dependent Expenses

As a general practice, the Company will not reimburse any travel or related expenses for family members or friends accompanying you on business travel.

Important Note: This Policy provides a comprehensive, but not an exhaustive, list of Triazine Software Travel guidance. For anything not addressed within this Policy, Triazine Software will have sole discretion on what expenses are and are not considered eligible for reimbursement and what is required to receive reimbursement. This Policy is subject to change.