HUMAN RESOURCES

Guidelines for opting reimbursement portion out

of Flexible Allowance portion of compensation
structure for the FY 2018-19

The compensation structure has been designed to offer the employee more flexibility
to adapt the structure as per their need.

Compensation structure consists of following components:

 Basic Salary
 HRA
 Flexible Allowance
 Employer Provident Fund
 Bonus

Flexible Allowance:

Flexible allowance is a basket of components and employees can choose and opt
for the components based on their need.

The basket of components under flexible allowance is as follows:

1. Medical Reimbursement - Not applicable from FY 18-19

2. Conveyance Allowance - Not applicable from FY 18-19
3. Fuel & Maintenance Reimbursement
4. Driver Salary
5. LTC (Leave Travel Concession) / LTA (Leave Travel Assistance)
6. Uniform Allowance (Business Attire Allowance)
7. Special Allowance

Enrollment Process:
1. Employees may enroll for reimbursement at the beginning of financial year
i.e., April of each year.
2. Declaration amount for reimbursement cannot be changed within the year. It
can be changed only in next financial year.

Exit:
1. Employees will be entitled to receive this benefit till his date of exit.
2. Payouts will be processed along with full and final settlement.

© AECOM Restricted
Guidelines for opting reimbursement portion out of Flexible Allowance portion of compensation structure for the FY
2018-19 ()
Revision April 10, 2018
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET. 1/4
Payment Process:
3. Employees will have to submit the expense claim form along with receipts
before 15th of every month, only then he will get reimbursement amount
along with current month salary.
4. Unclaimed entitlement will be carried forward to the next month.
5. Bills submitted over and above the total accrued amount will not be paid and
will also not be considered in next month reimbursement portion.
6. Payout will be made along with salary payment. It will be a direct transfer to
individual’s Salary account.
7. Unclaimed entitlement will be processed as taxable along with financial year
end pay- cheque i.e. March month salary. For example employee had opted
for fuel & maintenance reimbursement of INR 144,000/- and able to produce
receipts only for INR 90,000 then balance INR 54,000 will be paid along with
March salary as taxable special allowance.
8. The bill has to be for relevant financial year. i.e., April to March of a particular
financial year (e.g.: FY’2018-2019 and so on)

1. Medical Reimbursement: Not Applicable from FY 18-19

⁄ Employees can allocate an amount maximum up to Rs.15,000 per annum
under this component towards the reimbursement of medical expenses.
The reimbursement would be made on Submission of medical bills.
Medical bills for self & dependant family members will be allowed.

2. Conveyance Allowance: Not Applicable from FY 18-19

⁄ Employees can allocate an amount maximum up to Rs.19,200 per

annum under this component. The amount will be paid on monthly basis
along with salary. Submission of bills is not required. Employees claiming
Fuel & Maintenance reimbursement component are not eligible to claim
the above amount.

3. Fuel & Maintenance Reimbursement:

⁄ We are extending our Fuel and Maintenance Expenses Reimbursement

policy to employees using their own four wheeler/two wheeler for travel to
and from office and other official purposes.

Eligibility Criteria
1. Travelers for longer duration (One month or above) outside India
will not be eligible to avail this benefit.

© AECOM Restricted
Guidelines for opting reimbursement portion out of Flexible Allowance portion of compensation structure for the FY
2018-19 ()
Revision April 10, 2018
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET. 2/4
 2. Employees commuting by their own transport (four-wheeler / two-
wheeler) to office will only be considered for fuel reimbursement.

Limits:

S. No. Category Vehicle Maximum amount

allowed
1. Associate Director and Four wheeler INR 204,000/-p.a.
above
2. Other than above Four wheeler INR 144,000/- p.a.
3. All others Two wheeler INR 60,000/- p.a.

Note:
1. Employees are required to maintain a log book to record the
“distance” details and submit at the time of claiming the
reimbursement
2. Employees availing Transport Allowance will not be entitled to
participate in this program.
3. All employees enrolling under this program will be required to register
the Car/Two wheeler details with AECOM India Pvt. Ltd. for which
they will be claiming this benefit.
4. An individual can declare 1(one) Car/Two wheeler detail for availing
this benefit.
5. Car/Two wheeler must either be on employee or spouse name only,
& if the Employee is single; R.C in the name of Parents will be
acceptable.

Expense Receipts Authentication

1. All expense receipts should be of the relevant financial year.

2. Credit Card Slips will not be entertained as eligible bills. They should
be supported along with an expense receipt from the fuel filling
station.
3. Car/Bike Maintenance Bills will be entertained. Maintenance
includes: servicing & spare parts, Car Insurance, scheduled tyre
replacements and overhauling of the engine.
4. Driver Salary
⁄ Associate Director and above employees are allowed to hire a personal
driver. Only those employees, who have hired the services of a Driver,
can claim driver salary reimbursement up to a maximum of INR 180,000/-
per annum on submission of Driver Salary payment voucher.

© AECOM Restricted
Guidelines for opting reimbursement portion out of Flexible Allowance portion of compensation structure for the FY
2018-19 ()
Revision April 10, 2018
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET. 3/4
5. LTC (Leave Travel Concession) / LTA (Leave Travel Assistance)

⁄ Employees can allocate maximum up to 1 month of basic salary against

this component. The same will be reimbursed on the submission of 5
days Annual leave application, Actual receipts (Air tickets with Boarding
Pass or Train Tickets only) once in a year. LTA will not be carried forward
in any year.

6. Uniform Allowance (Business Attire Allowance)

⁄ As an engineering consultancy, a lot of our employees are required to

attend business / client meetings. We expect our employees to be
dressed in appropriate corporate attire. To facilitate the same, the
employees will be reimbursed expenses towards purchase of formal wear
i.e., shirts, trousers, tops, sarees, churidar & dupatta, formal shoes etc.
Bills have to be in the name of the employee. Bills for jeans, t-shirts,
sneakers, etc. will not be reimbursable.

Limits:

S. No. Category Maximum amount allowed

1. Associate Director and above INR 36,000/- p.a.
2. Others INR 24,000/- p.a.

7. Special Allowance

⁄ The balance amount left in the flexible allowance after choosing the
reimbursable portion would come under this component and would be
paid on a monthly basis after deduction of taxes.

Taxes: Taxes and statutory deductions, if any will be borne by employees.

*****

© AECOM Restricted
Guidelines for opting reimbursement portion out of Flexible Allowance portion of compensation structure for the FY
2018-19 ()
Revision April 10, 2018
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET. 4/4