Pledge Document

Date :

I _______________________________________________________, certified that I read and

understood the reimbursement process in detail. I pledge that I have gone through the document and
agree to follow this process from today onwards and make sure that all my expenses will be
submitted within 30 days of expense date in accordance with the terms and condition of the process.
Further I will submit only one reimbursement claim for each month except my travel expenses claim,
which is to be submitted separately i.e. within 7 days from expense date (hotel check-out date).

If I fail to submit the reimbursement claims as per this pledge letter or in accordance with the
process I will not claim the same in future.

Name of Employee: ______________________________________________________

Signature of Employee: _______________________________________________________

Mobile No: _____________________________, ___________________________________

Reimbursement Guidelines for all Third Party Resources

Below mentioned are some of the guidelines which needs to be followed for all the third party resources to fill
their reimbursement claim sheet for smoothen and fasten the reimbursement payouts, else the claims may get
rejected and you won’t be entitled for the claim payout.

Terminology:

Office Timings

In Circle office timing is 10:00 a.m. to 07:00 p.m.

In NHQ (Mumbai & Delhi) office timing is 09:30 a.m. to 06:30 p.m.

 DA (Daily Allowance)
Applicable if travel involves night stay OR if you travel more than 100 KMs in one day to other city for official
purpose. To & Fro address is to be entered with the total distance travelled in the claim sheet. You are eligible to
claim DA @ of INR 250 per day (applicable only for domestic travel & not for any travel within the city). Other
than this all DA claims will be Rejected.

NOTE- DA is not applicable for Twin City and if you are claiming DA you are not eligible to claim for Food
Allowance.

 Local Conveyance
You are eligible to claim local conveyance @ INR 5 per KMs if you use public or own transport within your base
or outside location for any official travel. If you are using public transport it is mandatory to attach the tickets
along with the KMs travelled. It will be reimbursed either on actual or on INR 5/ kms whichever is lower. If you
are using your own transport you are eligible to claim for INR 5 per KMs on the shortest distance. It is mandatory
to mention ‘To & Fro’ location address with the total distance travelled in KMs.

If the travel is made beyond 100 KMs proper justification (detail) along with complete ‘To & Fro’ site address is
required on claim sheet or email approval is required from your reporting manager or Circle Head. No site ID
should be mentioned in the site address.

If you travel for more than 200 KMs in one day within Circle then pre-approved RFA is mandatory which is to be
approved by Circle Head with the proper detailing of work which is to be performed.

NOTE - For using Official cab you are not supposed to claim for any conveyance amount. If found, strict
disciplinary action will be taken against the resource and the approving authority.

 Food Allowance

Applicable to all third party resources (Outpar / FCM) working in National and Circle teams w.e.f. 1-June-17. All
third party resources working on weekend or on holidays are eligible for food allowances of INR 600 to claim for
lunch if they complete more than 4 hours in Office and for dinner if they complete more than 11 hours 30
minutes in office for a day. It is mandatory to submit the printed bills for the food expenses made along with
the Reporting Manager signature on it.

No hand- made and alcohol consumption bills will be reimbursed. Only Dine -Inn bills will be accepted.
NO TAKE AWAY OR HOME DELIVER Bills will be accepted and paid.

In Circle office where shift timing is 10:00 a.m. to 07:00 p.m. so if resources stay beyond 09:30 p.m. then
only resource can claim the food allowance.

In NHQ office where shift timing is 09:30 a.m. to 06:30 p.m. so if resources stay beyond 09:00 p.m. then
only resource can claim the food allowance.

Note – For resources claiming DA food allowance is not applicable.

 Mobile Bill
Mobile reimbursement is applicable only for off role resources and can be claim up to max of INR 1500 per
month. Mobile bill generation date along with Bill Period (i.e. 01-Jul-17 to 31-Jul-17) is to be mentioned in the
claim form without which it will not be accepted. Any late payment charges or Value Added Services won’t be
reimbursed, any bills which you are submitting now kindly make sure VAS is been deducted
Going forward 2nd page of mobile bill is to be submitted, as in few cases where VAS & usage charges are in one
header, so that you can deduct VAS charges and remaining can be process as per the limit. Else the full amount
under VAS & Usages will be rejected.
 Late Sitting
Late sitting is applicable only if you are spending more than 11 hours 30 minutes in the Office. In that case you
are eligible for local transport to go back to your residence and claim for INR 5 per KMs from office to
residence by using shortest distance.

National / Circle Working Timings Eligibility after completion

National 9:30 a.m. to 6:30 p.m. After 9:00 p.m.
Circle 10:00 a.m. to 7:00 p.m. After 9:30 p.m.

Domestic Travel Policy

For any domestic travel Pre Approved RFA is Mandatory, without which expenses will not be process
(No email approval will be accepted). All domestic travel is to be done by Train 3AC, AC Chair Car or
Deluxe / Volvo bus or air travel by economy flight beyond 500 KMs with exceptional RFA approval. If
the journey cannot be performed by Train, and traveling is to be done by air 10 days prior to your
travel date RFA approval is required and the tickets should be booked / issued from Yatra
Communications minimum 7 days in advance from the travel date. Notification should go to Yatra
communication email ID yatrawest@samsung.com for all air travel RFA’s for booking of tickets. If RFA is
not been raised 10 days in advance then you required to take an additional exceptional Expat HR
approval on RFA from Mr Mike Choi starmike@samsung.com else ticket will not be booked.
 To get your reimbursement processed, it’s mandatory to submit the original boarding pass and air
tickets along with the claim sheet within 7 days after completion of your travel.
Official purpose ticket should be only booked through Yatra else it will not be reimbursed.

Domestic Travel - Approval Path

 RFA approval path if travelling by Train or Bus:
Path - Circle Head or Part Leader
 RFA approval path if travelling by Air:
Path - Circle Head or Part Leader, Group Head, Expat Group Head, HR Expat & Finance.
Exception: - Apart from above, additional approval from Expat HR Head
Mr. Mike Choi starmike@samsung.com

Hotel Accommodation
 Hotel accommodation amount is reimbursed as per the city allowance policy.
 If its exceeding the approved limit, kindly make sure you have the approved RFA up to HR & CFO
level, else excess amount will be rejected.
 Try to stay only those hotels where you can get the proper printed bills along with its TIN (Tax
Identification Number) and working phone numbers.
Signature is mandatory on hotel bills who is approving your claims i.e. Reporting Manager / Field
Manager or Circle Head / Part Leader.

City Allowance Chart (1 of 2)

Classifications Amount in INR Eligibility Criteria

City Category Class-A+ Class-A Class-B Class-C As per SIEL Travel Policy for Regular Employees
Daily 250 250 250 250 A) Applicable if travel involves night stay
Allowance @ B) Applicable if travel is more than 100 KMs & does
(INR__per not involve night stay.
day)
Lodging 1400 1200 1000 800 A) Bill has to be submitted for the
Expenses - claim
Hotel Stay per B) The Value shown is the upper
day @ limit
(INR__per
C) TIN number on bill is required
day)
Travel A) 3AC / AC Chair Car or Deluxe / Volvo
bus
B) Travel by Economy Air beyond 500 KMs with
special approval as per the process
Group Travel 4500 3500 3000 2000 The outpar associate participating along with regular
(Meeting, employee, the SIEL- S Lodging limits of grade S1 to
Training & S3 to be applicable
conferences) Exception approval path as per process
Conveyance 5 5 5 5 A) In case of late working more than 11 hours 30
(incl. own min (i.e. beyond 9:00 p.m.) in a day, Conveyance of
transportation) INR 5 per Km from Office to their residence on
@ (INR__Per shortest distance
Km) B) local conveyance @ INR 5 per KMs if you use
public or own transport within your base or outside
location

Miscellaneous As per As per As per As per Actual on production of bills. (Courier & Toll Fees
Expenses actual actual actual actual etc.)
Food 600 600 600 600 A) Effective from 1-June-2017
Allowance B) If Resources claiming for DA food allowance is
not applicable.
City Allowance Chart (2 of 2)

Category

Category A+ Delhi/NCR, Mumbai, Thane, Kolkata, Bangalore, Hyderabad, Udaipur

Category A Ahmadabad, Pune, Jaipur, Surat, Kanpur, Coimbatore, Lucknow, Nagpur, Vizag,
Vijaywada, Cochin, Goa, Agra, Bhubaneswar, Chandigarh, Srinagar, Shimla,
Zirakpur, Mohali, Panchkula, Jodhpur, Ludhiana, Jalandhar, Amritsar, Jammu,
Gandhidham, Bhopal, Indore, Port Blair, Trivandrum .
Category B Cities having Branch Offices, (Raipur, Gaziabad, Durgapur, Guwahati, Patna &
Ranchi), Baroda, Nashik, Warangal, Rajkot, Jabalpur, Jamshedpur, Allahabad,
Dhanbad, Mysore, Tiruchirapalli, Pondicherry, Varanasi, Aurangabad, Hubli,
Madurai, Dehradun, Karnal, Ajmer, Gorakhpur, Meerut, Moradabad, Bareilly,
Haldwani, Haridwar, Roorkee, Pathankot, Bathinda, Dharamshala, Kangra, Kullu,
Manali, Gwalior, Kolhapur, Daman & Diu , Tirupathy, Belgaum, Mangalore
Siliguri, Gangtok, Shillong, Gaya, Aizawl, Imphal.

Category C All other cities

 Claims to be submitted within 7 days of the expenses:

If you are on a tour outside your base location; you are supposed to submit all your claim within the 7
days of the tour completion for the faster release of payment. Any expenses beyond the approved limit
(I.e Hotel rent, Auto / Taxi, etc) required the RFA approval upto CFO level else it will be rejected. Only
original bills will be accepted no photocopy allowed.

 Claims which is to be submitted once in a month:

All other claims like mobile bill, late sitting, local conveyance (travel within the base location), etc. is to
be claimed once in a month and is to be submitted on or before 10 th of every month. Any late
submission of bills will not be accepted.
 Requirement of RFA (Request For Approval):

 If you travel beyond 200 KMs within city with own or public transport Justification RFA is required prior
to your travel which is to be approved by Circle Head.
 If you travel outside your Circle RFA is required prior to that travel which is to be approved by Circle Head
/Part Leader and Group Head.
 If you are on tour and the expenses to be made beyond the approved limit then make sure you have the
exceptional approved RFA which is to be approved up to CFO level. After tour exceptional approval will
not be given.
 Travel in auto/ cab is not allowed. If travelling is done in auto/cab exceptional RFA approval is required
upto the HR & CFO level else the claim will not be approved.

In case of air travel ticket booking notification should go to travel desk yatra.com.

Submission of Fake/ Tempered Bills

If any claim is been received with the fake/ tempered bills then strict disciplinary action will be taken
against the individual and it may be that you are asked to leave

Only one bill in a month will be accepted. Multiple bills for the same resource for the
same month won’t be accepted.

LEAVE/S

 Incase if you are applying for leave/s, take an approval from your reporting manager and make
sure your agency SPOC is marked on that mail.

RESIGNATION

 While resigning from the services make sure agency SPOC is been marked on the mail which you
are sending to your manager, once its accepted it’s to be forwarded to agency SPOC once again.
 Notice period is to be served as per your offer letter.

Reimburment Covering sheet:

 Resource Details is mandatory Agancy Name and logo is mandatory

Total Amt of local expenses in a month

Actual duration of the claim Start / End Date

Amt of Tour & DA

Conveyance total Amt

Amt of Food bill

Amt of Mobile & other expenses

for a month

Employee Name, Mobile No & Signature is mandatory

Name & Signature of Field / Reporting Name & Signature of Circle Head / Part
Manager Leader

Local Conveyance Log Sheet:

 Resource Details

Resource Details

KMs is mandatory
Date is mandatory for To & Fro Purpose of travel
Of each travel
each travel Address Public / Personal transport Food bill amt

Employee Name & Signature In & out time is mandatory

KMs is mandatory for each travel
is mandatory

Purpose of
Date is travel
mandatory for To & Fro
each travel Address

Name & Signature of Field / Mention the Total&hrs.

Name Signature of Circle Head /
Public / Company transport working Part Leader
Reporting Manager

Employee Name & Signature is mandatory

Conveyance (late sitting/weekend/Holiday) & Food Expenses Sheet:

Name & Signature of Field /

Reporting Manager Name & Signature of Circle Head / Part Leader
DA/ Tour Travel Sheet:
 Resource Details

KMs is mandatory of each travel

To & Fro Address Purpose of travel

Public / Personal transport

Mention the actual Hotel details

Mention the Total DA Days

Employee Name & Signature is mandatory

Name & Signature of Field / Name & Signature of Circle Head /

Other Expenses (Mobile)
Reporting Manager Part Leader
 Resource Details

Bill generation date and Bill Period

Resource Name & Signature is mandatory

Name & Signature of Field / Reporting Name & Signature of Field /

Manager Reporting Manager