UJJIVAn SMALL FINANCE BANK

UJJIVAN SMALL FINANCE BANK LIMITED

CIRCULAR
Date: 17th August 2017
Circular No.: 001-08-FY17-18

Sub: Policy for Travel and related reimbursable expenses w.e.f from 17th August, 2017

1. OBJECTIVE
The purpose of the policy is to provide reimbursement of business travel and other related expenses' incurred by
the employees of the bank. For matters not covered under the guidelines of the policy the discretion of the Head
of HR & Service Quality shall be final and binding.

• 2. ApPLICABILITY
All employees of the bank are covered under the policy. However the policy does not cover training related travel
and other expenses. These are covered under the policy on Training and Development.

3. SCOPE
The policy covers:
• Local Conveyance expenses (Travel within the city of the employees' base branch)
• Outstation Travel and other related expenses
a) Food
b) Local Travel at an outstation branch
• c) Accommodation during overnight stay
• Overseas Travel expenses and other related expenses

4, ApPROVALS
ANDRESPONSIBILITIES

A) Guidelines
All expense reimbursement claims from Bank require approval from the immediate supervisor of the claimant.
The claimant should submit the claims within 15 days (calculated from the last day of the travel) of the travel.
It is both the claimant's and approver's responsibility to ensure that the reimbursement is claimed for out of
pocket expenses incurred for legitimate bank's business purposes; and that these are reasonable in the
• context of the Bank's business activity; duly supported by original receipts and are in accordance with this
policy.

For employees who have not settled their immediate last travel claim/advance are not eligible for grant of
travel advance for their next business related travel.

B) Approval (Hard copy or Electronic)

All authorizations for the transactions would require either a hard copy signature(s) or an approval email from
the approver. This should be attached along with the claim. Deviation of any nature requires approval from
the Regional Functional Heads (for regional empioyees); Functional Head (for Corporate Employees). For any
direct reports of the Regional Functional Head approval should be sought from the Functional Head.

1 Other expenses include food, accommodation and out-of pocket expenses.

1 I Policy for travel and related reimbursable expenses

Human ResourceDepartmentUjjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-1100Da.
Tel:+911130432121,Fax:+911130432111.
HeadOffice:GrapeGarden,No.27,3rdACross,18thMain,Koramangala6th Block,Bengaluru-S6009S.
Tel:+918040712121,Fax:+918041468700.
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 UJJIYAn SMALL FINANCE BANK

Claimant signature:
• The completed Expense Reimbursement form, with claimant signature and declaration, can be
submitted with receipts attached,
• The claimant should sign and make the declaration confirming that the claim is in compliance with the
Bank's policies.

C) Pre-approval
It is recommended that Bank's employees who plan to travel should request authorization from the
immediate supervisor before committing on the travel schedule. All the approvals for the travel has to be
taken from the supervisor preferably a week in advance of the travel. Planning of travel well in advance will
help the Admin and Infra Department to book the most economical travel and accommodation options. Any
travel planned in a notice of less than 7 days will require the approval of the respective Functional Heads. A
• copy of the preapproval email or the exception approval received from the Functional Head should be
attached along with the claim.

Dj Personal Credit Card

Personal credit cards can be used to pay for travel-related expenses. Reimbursement of eligible costs can be
requested as soon as these costs have been incurred through the expense reimburse claim.

E) Travel/Expense Advance
Employees can also avail advances 5 days in advance in cases of travel, with prior approval from the reporting

• manager. The advance amount can only cover the lodging, food and travel expenses that the employee may
incur during the travel.

F) Detailed Requirements
• Original receipts issued by service provider must support requests for reimbursement. For on-line
purchases using a personal credit card, the receipt would be the printout of the confirmation of purchase,
registration, etc., provided by the website after payment.
• No claims will be accepted/reimbursed without original receipts.
• In the case of a large number of receipts, review of the claim can be completed more efficiently if the
receipts are organized, numbered and the numbers are entered on the claim form. Use staples (do not
• use paper clips) and if there are too many documents, place the receipts in an envelope and securely
staple the envelope to the claim form.

If unable to comply in all respects with these requirements regarding expense reimbursement, attach a
written and signed explanation to the claim form report and draw this to the attention of the person
responsible for approving the claim.

G) Other Responsibilities of Approver

• To review and, if in agreement, approve the claimant's written explanation with respect to any items
which do not comply with the requirements. Otherwise, return the claim to the claimant for adjustment.
• When satisfied that the claim meets Bank's requirements, to signify approval by signing the claim form in
the designated area.

2 I Policy for travel and related reimbursable expenses

Human ResourceDepartmentUjjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi.110008.
Tel: +91 1130432121 , Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-560095.
Tel: +91 80 40712121, Fax: +91 80 4146 8700.
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 UJJIVAn SMALL FINANCE BANK
• Enter the title of the approver in the designated area as it assists in efficiently establishing authority to
review and process the claim.

5. LOCALCONVEYANCE
EXPENSES
These claims will be eligible for those travelling from office to place of work on official duty. For employees
handling more than one branch, claims for travelling from their residence to all other branches except the home
branch will be eligible for reimbursement. For the employees based out of Head office/Regional offices, claims for
travelling from the office to the branches will be reimbursed. Bus passes, seasonal train passes or anv other
facility being utilized for commute from home to office will NOT be reimbursed. No reimbursements will be made
if there is no entry in the staff movement register and the cash in transit form (wherever applicable).
It is advisable that all employees using two wheelers wear helmet at all times when they are using their
vehicle. Likewise, all four wheeler drivers are expected to wear seat-belts whilst driving their cars.

• •
A) Key Points:
Monthly local conveyance of branch employees can be paid as per the prescribed limit.

• In case of monthly conveyance claim exceeding the limit, approval from the Regional Functional Head will be
mandatorily required

• Hard copies of approved monthly claim form should be filed at branch for audit verification.

• All claims pertaining to the month should be submitted and claimed one-time (and not multiple times during
the month), but within 30 days. Any claims beyond 30 days will not be reimbursed .

• B) Branch Staff:
Step 1: Branch Staff should submit the duly filled/signed monthly claim form to the immediate supervisor within
5th of every month.

Step 2: Supervisor should verify and approve the monthly claim form if everything is found in order.

Step 3: In case of exceeding the eligible amount, supervisor should obtain approval from the Regional Functional
Head as defined above

Step 4: After completion of above tasks, the supervisor should fill Reimbursement Form (As per Annexure)
• mentioning the total monthly claim reimbursement amount along with employee wise monthly claim amount of
the branch and send an email to Regional Accounts Manager for using branch cash by 10th of same month.

Step 5: The Regional Accounts Manager shall send his/her approval to Cashier (in case of an Asset Centre) & BOO
(for SFB branches) for withdrawal of amount to utilise the fund from the branch for such reimbursement before
15th of each month.

Step 6: Once the approval from Regional Accounts Manager is received, Cashier/BOO should provide
reimbursement to the employees through cash payment or account transfer and obtain acknowledgment in the
voucher.

C) Responsibility and Record Maintenance:

3 I Policy for travel and related reimbursable expenses

Human ResourceDepartmentUjjivan Small Finance Bank Ltd. Date: 17'hAugust 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-ll000B.
Tel:+911130432121,Fax:+911130432111.
HeadOffice:GrapeGarden,No.27,3rdACross,18thMain,Karamangala6th Block,Bengaluru-560095.
Tel:+918040712121,Fax:+918041468700.
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 UJJIVAn SMALL FINANCE BANK
CRM(for the Asset Centres) & Cluster Branch Heads(for the SFB branches)will be responsible for monitoring the
reimbursement process which includes 100% vouching of monthly claim form/bills and obtaining approvals to
ensure appropriate record maintenance.

D) Conveyance Reimbursement:
Designations Mode of Transport Maximum Supervisors
Amount
Customer Relationship Two-wheeler @Rs.Z.50/km Rs. ZOOO/month CRM
Officer
Sharing/Non-Sharing Auto Rickshaws, Rs. WOO/month
Cycle Rickshaws, Tonga, Metro Rail, or
any other mode of local transport.
Cashier, Customer Care Two-wheeler(when cash-in-transit is Rs.1Z50/month Branch Operation

• Representative less than 1lakh)and Taxi/auto(when

the cash-in-transit is above 1lakh)
Officer, CRM (for
the Asset Centre)
Sales Officers Two-wheeler @Rs.Z.50/km Rs. ZOOO/month Sales Manager

Sharing/Non-Sharing Auto Rickshaws, Rs. WOO/month

Cycle Rickshaws, Tonga, Metro Rail, or
any other mode of local transport.
Sales Managers Two-wheeler and Taxi/auto or 4 Rs. 3500/month Regional Sales
wheeler(@Rs.6.Z5/km) Manager

• Loan
Office rs/Relationsh ip
Two-wheeler @Rs.Z.50/km and
Taxi/auto
Rs. 3000/month Program
Managers
Officer
Asst. CRM, CRM Two-wheeler and Taxi/auto Rs. 3000/month CRM ,Cluster
Branch Head
Program Self-owned Z wheeler, Government or Rs. 3750/month Area Managers
Manager/Cluster private buses & auto rickshaws
Managers
Regional Sales Manager Self-owned Zwheeler(@Rs.Z.5/km) or As per the Functional Head

• 4 wheeler(@Rs.6.Z5/km), Gov!. or
private Buses, auto rickshaws, local
Departmental
budget
taxi
Area Manager, Self-owned Zwheeler(@Rs.Z.5/km) or As per the Distribution
Distribution Manager 4 wheeler(@Rs.6.Z5/km), Gov!. or Departmental Managers/Region
private Buses, auto rickshaws, local budget al Business
taxi Manager
Members of other Self.owned Zwheeler(@Rs.2.5/km) or As per the Respective
Departments 4 wheeler(@Rs.6.Z5/km), Gov!. or Departmental functional head
private Buses, auto rickshaws, local budget
taxi

4 I Policy for travel and related reimbursable expenses

Human ResourceDepartmentUjjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village. Shadi Kampur, Main Patel Road, New Delhi.HOODS.
Tel: +911130432121, Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangata 6th Block, Bengaluru-560095.
Tel: +918040712121, Fax: +918041468700.
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 UJJIVAn SMALL FINANCE BANK
o A copy of the motor log book is to be attached with the reimbursement form.
o Employees should ensure a copy of the 2 wheeler RCBook, a valid license & valid insurance is to be kept at
the branch for reference. (This will form part of the audit check in the branch). The supervising authority
should check if the reimbursement claim is the genuine expense of the employee.
o The reimbursements for the local conveyance for the branch employees (up to CRM or Cluster Branch Head
will be settled at the branch, while for all the other employees the claim would be settled at the respective
Regional offices/Corporate Office

6. ROLE OF ADMIN AND INFRA DEPARTMENT

For outstation travel, the booking of ticket and accommodation can be requested to regional Admin & Infra
department. However if any employee can organize the travel at a cost lower or equal to the cost indicated by the
• Admin and Infra Department, the employee can organize the same. In the case the employee arranges travel or
accommodation at a cost higher than the prescribed limit, the cost differential shall be borne by the employee.
The Administration department will identify hotels that are safe and convenient for employees to stay in each city
within the prescribed limits. However, in the event of any exception that is exceeding the above limit, these
expenses/claims will be paid by accounts on approval from the Regional Functional Head for employees in the
regions and by the Functional Head for Corporate employees.

7. OUTSTATION TRAVEL EXPENSES

• A) Air and Rail Travel

All Air ticket booking for business travel should be booked through the Administration and Infrastructure
department. Employees are required to reach out to the Administration & Infrastructure department for booking
minimum 7 days in advance. In the case of any exigency where the employee is booking their tickets directly
employees should request the lowest available fare at time of booking. Please note, in case of a change in schedule
or cancellation, any extra costs will have to be borne by the employee unless approved by the Functional Head.
No reimbursements can be claimed for air tickets purchased with frequent flyer points, as the Bank will only
reimburse for out of pocket expenses.

• B) Personal Travel Combined with Business Travel

When personal travel is combined with business travel, the employee will be reimbursed for only the business
portion of the trip at the lowest available fare. It is strongly recommended that travel arrangements where
personal travel is combined with business travel are brought to the attention of the approver prior to booking the
travel.

C) CLASS OF SERVICE

o Air -In case the travel time in train/bus exceeds 6 hours, the employee is eligible for air travel, for travel
time less than 6 hours in train/ bus, the employee should either opt for train or bus. For domestic and
international flights, the standard class of service is the least expensive economy class fare. All other
business class and premium economy travel may be permitted (e.g., flights in excess of 6 hours, or for
medical reasons) if pre-authorized by the MD & CEO.

5 I Policy for travel and related reimbursable expenses

Human ResourceDepartmen1Ujjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8. Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-1100DB.
Tel: +911130432121. Fax: +911130432111.
Head Office: Grape Garden, No. 27. 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru.S60095.
Tel: +918040712121, Fax: +9180 4146 8700.
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 UJJIVAn SMALL FINANCE BANK
• Rail/Bus - All employees are allowed to travel in an 3'd A/C by rail or A/C Volvo bus for overnight travel.

0) Receipt Requirement
In addition to the original receipt, a boarding pass is mandatorily required for all air travels. An original receipt
must indicate the method of payment and the amount paid by the employee (If proof of payment is not indicated
on the original receipt, additional proof of payment is required, e.g. copy of credit card statement. It is the
responsibility of the claimant to provide the necessary proof of air/rail travel.

E) Approvals
All employees of Grade G & above will be eligible for air travel. For all employees in Grade F & below, approval
from the Functional Head would be required in the case of an air travel. In the cases where air travel is the only
suitable option example travel from Tripura to Kolkata, approval from the Regional Functional Head shall suffice.
The lack of availability of economy seats due to late travel arrangements which could reasonably have been
• avoided through better planning would generally not be viewed as adequate justification for Business Class or
Premium Economy travel. Where approval is granted, the approver is responsible for justifying the higher rate /
class of service.

F) Airport Transportation and Parking

Employees are eligible for the transportation expenses incurred while commuting to/from airport to/from
residence/office upon providing the original receipt.

G) Accommodation

• 1. It is preferable that all employees book their accommodation through the Administration & Infra department.
A formal request should be made at least 5 days in advance.

2. In the case employee does a booking directly without the support of travel desk/Administration department,
the employee shall ensure that the Hotel accommodation is booked in his/her name and address should be
C/O Ujjivan Small Finance Bank, address of the principal branch office of the State in which employee is
availing the accommodation. For list of GST registration numbers and addresses of the principal branch within
the State, please refer Annexure-I.

• 3. The employees shall also ensure that the invoices received towards Hotel accommodation booking is adhering
to the constituents of an invoice. Sample invoice is enclosed as Annexure - 2.

The standard for accommodation is a single room with a private bath in hotels as per the eligibility limits of the
employee. Employees are eligible for accommodation expenses related reimbursements upon providing original
receipt.

H) long-Term Accommodation
If an employee is required to spend more than one continuous month in a single location, suitable rental or
boarding and lodging accommodation at weekly or monthly rates shall be provided by the Administration & Infra
department. Intimation of such a travel should be provided to Admin at least 15 days in advance.

I) Amount Reimbursed for Accommodation:

~. 6 IPolicy for travel and related reimbursable expenses

Human ResourceDepartmen jjivan Small Finance Bank ltd. Date: 17" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village. Shadi Kampur, Main Patel Road, New Delhi-11000B.
Tel: +911130432121, Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-560095.
Tel: +9180 40712121, Fax: +91804146 8700.
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 UJJIVAn SMALL FINANCE BANK
H) Long-Term Accommodation
If an employee is required to spend more than one continuous month in a single location, suitable rental or
boarding and lodging accommodation at weekly or monthly rates shall be provided by the Administration & Infra
department. Intimation of such a travel should be provided to Admin at least 15 days in advance.

I) Amount Reimbursed for Accommodation:

Ujjivan will reimburse the employee for actual accommodation costs (based on actual bills submitted) within the
below limit. The expenses incurred on food, laundry and other miscellaneous items shall not be clubbed with
accommodation expenses and needs to be accounted for separately. All employees are required to check with
Admin Department on the recommended hotels for stay prior to making the stay arrangements. The cities are
categorized into Tier 1, Tier 2, Tier 3 and Tier 4 based on the cost involved in food, conveyance, accommodation
expenses. The reimbursement will be basis applicable rates in the destination city and not the home city where
the employee's base branch is located .

• For Grades UJJ-A to UJJ-F

Grade UJJ-A,B,C UJJ-D,E,F
Region Tierl&2 Tier3 & 4 Tier 1 & 2 Tier3 & 4
South 1200 1000 1500 1200
North 1000 600 1500 1200
East 1000 800 1500 1200
West 1500 1200 2500 2000

• For Grades UJJ-G, H, I & J:

Grade Tier 1 & 2 Tier 3 &4
UJJ-G 3500 2000
UJJ.H,I 4000 3000
UJJ-J 5000 4000

J) Female employees-Travel and Stay at Hotels

Normal travel rules as defined shall be applicable to female employees, however, the below norms shall apply in
• the case of female employees:

• All female employees should avoid travel alone beyond 8:00 pm

• The Area Manager of the concerned business unit/functional department shall keep in touch with the
travelling female employee to provide any necessary assistance.

• Administration & Infra Department with coordination of the Business departments will identify a network of
hotels that meet our safety standards to ensure safety of female employees who stay overnight at the hotels.
It is preferred that all female employees book their accommodation and travel through the Admin
department. A formal request should be made at least 7 days in advance

K) Use of Personally Owned Vehicle

7 I Policy for travel and related reimbursable expenses

Human ResourceDepartmentUjjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-ll0008.
Tel: +911130432121, Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-560095.
Tel: +918040712121, Fax: +9180 4146 8700.
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 UJJIVAn SMALL FINANCE BANK
It is recommended that a personally owned vehicle be used only for short journeys where this constitutes the
most economical means of transportation or where no suitable public transportation is available. The standard is
that a personally owned vehicle may be used for trips up to 500 km in round trip length @ Rs2.5/km for 2 wheeler
and @ Rs6.25/km for four wheeler.

L) Meals
Actual costs, or a per diem allowance may be claimed by employees for meals on a business related trip. Receipts
are not required to support per diem allowance. The business purpose should be indicated on the expense claim.
The names of the individuals, or the group, in attendance must be indicated on the claim.

M) Laundry
For travel period spanning less than 3 days no laundry reimbursement shall be made. For more than 3 days,
amount shall be reimbursed towards laundry expenses.

• N) Per Diem Allowance

A per diem allowance may be claimed in lieu of actual costs. Receipts are not required to support per diem
allowance. The per diem should be claimed only when meal costs are incurred during

0) Amount Reimbursed:
The meal for Tier 1, Tier 2, Tier 3 & Tier 4 cities will be considered as a per diem allowance provided the complete
cycle of the journey is 24 hours. However, claims upto a maximum of the below specified amount which are
incurred when commuting, are permitted without bill as per the per diem eligibility amount as mentioned below:

Food Allowance:

• Grade UJJ-A to F
Day Travel
Tier 1
300
Tier2
200
Tier 3
150
Tier4
150
400 300 250 250
, Overnight Travel

Q) When an employee is hosting other employees/business associates:

In the event of hosting a meal for business associates, the employee belonging to the highest grade should pay the
bill and claim the reimbursement as per the below mentioned guidelines. The employee should seek a prior approval
from the supervisor. The following documentation is required. Expense reports failing to include the below
requirements will be rejected without reimbursement:
• • Name, title and company of all attendees
• Name and location of the establishment where the event took place
• Amount and date of the expense
• Original receipt (copies of statements from credit card companies are not acceptable)

8. OVERSEAS TRAVEL EXPENSES

Employees to travel to international destinations for business purpose should notify the Administration & Infra
department at least fourteen working days prior to the proposed departure date, whenever possible to enable

Z Receipts are not required to support per diem allowance. Any business related travel that requires an employee to start
or end a journey after 9pm, makes him/her eligible for overnight travel and food allowance.

8 I Policy for travel and related reimbursable expenses

Human ResourceDepartmentUjjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-HOODa.
Tel: +911130432121, Fax: +91113043211l.
Head Office: Grape Garden, No, 27, 3rd A Cross, 18th Main, Koramangala 6th Block. Bengaluru.S60095.
Tel: +9180 40712121, Fax: +918041468700.
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 UJJIVAn SMALL FINANCE BANK
Ujjivan to capture advance purchase discounts. In the case the travel is for a training, industry exposure, workshop
or seminar the cost of the travel will be included in the training cost.

A) Authorization Procedure
All foreign travel has to be authorized by the Functional Head on the basis of budget and upon submission of tour
plan by the employee

B) l\iIode ofTravel
Class of Travel ••
Grade Short Haul (~ hours & less) Long Ha~1 (Mor,:_!han 6 hours)
J Economy Business/~emium Economy
Fool Economy Economy
•• Total Flying time is considered, and greater than 6 hours of flight time will be considered long Haul

• - ------------------ -
Please note: Preferred airlines to be used unless any other airline is cheaper.
- ---- - -

C) Period ofTravel
Overseas Travel Policy shall apply to any foreign travel not exceeding 30 days. For travel exceeding one month,
prior approval from MD & CEO should be obtained by the employee.

OJ Per-diem Allowances

Employees travelling abroad can claim per-diem of USD 75 per day.

• E) Lodging Expenses: Actual expenditure of hotel accommodation of reasonable standards (excluding food and
beverage, laundry, telephone, fax, e-mail charges) based on single occupancy can be claimed by the employee.
The hotel expense is inclusive of taxes and is subject to actuals.

For instances where an employee has to stay in the same city / location for a continuous period of 14 days or
above, the employee should preferably be accommodated in "serviced apartments" which are an cost effective
option.

F) Conveyance -The conveyance expenses would be reimbursed subject to actuals for the most cost-

• effective mode of travel (tube / bus / shared cab / cab). This would be based on the statement
places visited for official
site can also be claimed
work by the employee.
under this expense. Employees
Travel expenses to and from hotel to office / client
are encouraged to opt for public transport.
of the

G) Out of Pocket Expenses- Out-of-pocket expense will cover any other miscellaneous expenditure
unsupported by bills falling under the scope of this policy but not covered in any of the above heads
and will be reimbursed on actuals. In case an employee is traveling abroad to attend conferences,
training programs, etc, where all arrangements are taken care, the employee should claim oniy out-
of-pocket expenses.

H) Travel Advance and Adjustments

9 I Policy for travel and related reimbursable expenses

Human ResourceDepartmen1Ujjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village. Shadi Kampur, Main Patel Road, New Delhi-11000B.
Tel: +9111 30432121, Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-560095.
Tel: +918040712121. Fax: +9180 4146 8700.
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 UJJIVAn SMALL FINANCE BANK
The employee will be provided the entire daily allowances for the duration of the planned travel in advance. On
the employee's return, the entire advance will be adjusted with the actual expenses claim and outstanding be
returned.

I) Reimbursable Expenses

1. Visa Expenses- Cost of visa and other incidental charges including airport tax, exit tax and any other taxes
relating to the visit.

2. Phone Calls/Mobile Calls- Official phone call expenses incurred during overseas travel will be reimbursed on
actuals. If the travel period is more than a week, the employee should buy an international SIM Card/ local SIM
card and submit the receipt for claims.

J) Non Reimbursable Expenses

• The below list consists of examples of non-reimbursable expenses. The list is not exhaustive but merely
indicative.
• Pay Mobiles/TV
• Personal Phone Calls
• Massages/ Beauty & Health treatments
• Alcoholic Beverages & Cigarettes
• Annual fees for loyalty schemes of Airlines, Hotels etc.
• Expenses on upgrades in Airlines, Hotel rooms etc.
• Fines for violation of laws

• • Monetary payment to non-commercial entities such as friends or relatives for meals / lodging at their
homes, in lieu of expense on hotels, meals, etc.

Approved by

~
~
• Carol Furtado
Head of HR & Service Quality

~.

10 I Policy for travel and related reimbursable expenses

Human ResourceDepartmen1Ujjivan Small Finance Bank Ltd. Dale: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-llOOOS.
Tel: +911130432121, Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-S60095.
Tel: +9180 40712121, Fax: +9180 4146 8700.
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 UJJIVAn SMALL FINANCE BANK
ANNEXURE-1

STATE/UNION GST REGISTRATION

ADDRESS OF THE PRINCIPAL BRANCH WITHIN THE STATE
TERRITORY NUMBER

Plot No-2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New
New Delhi D7AABCU9603R1ZP
Delhi 110008

Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block,
Karnataka Z9AA8CU9603RlZJ
Bengaluru 560 095
4th Floor Rishi Tech Park, Premises No. Ol0360,Plot No. DH6j2, Action Area
West Bengal 19AA8CU9603R1ZK
10, New Town, Kolkata 700 160
Plot No. 26, S. No. 569, B Wing, Dhavalgiri Co-op Hsg. Soc.Bibvewadi-Kondhwa
Maharashtra 27AABCU9603R1ZN
Road. Bibvewadi, Pune

No-3D/3.2, Mul1ai Nagar, Salem Main Road, Suramangalam, Salem - 636005. Tamil Nadu 33AABCU9603R1ZU

• Thottumkara
508
Building, Vi/328D, Ground Floor, Ochanthuruth

No:S. 1St Floor, 3Rd Cross, Natesan Nagar, Near Park Annamalai
P.O., Vypin - 682

University,
Kerala

Pondicherry
32AABCU9603R1ZW

34AABCU9603R1ZS
Pondlcherry - 605 005
NO.CI-1&2, Ground Floor, 'Suvidha Complex', Near TIlak Maidan, Vasco Da
Goa 30AABCU9603R1Z0
Gama, South Goa -403802

295, Ground Floor, Guru Ram Dass Marg, Adarsh Nagar, Jaipur - 302004 Rajasthan 08AABCU9603R1ZN

2nd floor, Above Dena Bank, Jawalapur kankhal road Dayanand Nagri
Uttarakhand 05AABCU9603R1ZT
,Ramnagar Haridwar -249403

1St Floor, Mahallir Market, Near Dhanas Police Station, Chandlgarh -160 014 Chandigarh 04AABCU9603R1ZV

• Khasra No. 30M, Property No. 25, Ground Floor, Mohalla Badrishpuram,
Revenue Village Dantal, Kankarkhera, Sardhana Road, Tehsil & District
Meerut, UP -250001
Uttar Pradesh 09AABCU9603R1Zl

H.No. 128, Gandhi Colony Opposite Iti,Rania Road, Sirsa-12S055 Haryana 06AA8CU9603R1ZR

Ajit Road, street no 24 A, Near ghoda chowk, first floor above lovely garments,
Punjab 03AABCU9603R1ZX
bhatinda-151001

Plot No. 14 -15 Radhika Palace, Mahalakshmi Main road near Bombay Madhya
23AABCU9603R1ZV
Hospiteal, Indore, Pin-452010. Pradesh

Khasra NO.210l/1106, Ground floor, UP Mahal Malahat Nagar, Near Jagat Himachal
02AA8CU9603R1ZZ
Hospital, Tehsil & Dist.- Una, HP -174303 Pradesh

• Abadi Kh. NO.139, H.No. 38/517,518,564/4, Ground Floor, Tatyapara, Ward

No. 38, P.e. No. 106A, RIS - Ralpur, Tehsil & Dist!. Raipur (e.G.)

H.no.96, Ground Floor, OM Plaza,Thakurbari Road, Aam Bagan, Behind Hotel

Chhattisgarh 22AABCU9603R1ZX

Jharkhand 20AABCU9603R1Z1
Jiva, Sakchi, Jamshedpur, PIN-831001

2Nd Floor,Plot No 245/2530/2658,Saishree Complex, Near Kedargouri

Oddisha ZlAABCU9603R1ZZ
Temple,lewis Road,N.H203

3rd Floor,Bhagwati Dwarika Arcade, Exhibition Road, Patna - 800001,Bihar Bihar lOAABCU9603R1Z2

Ulubari,Guwahati, Nr-Maniram dewan lane, Guwahati - 781007 Assam 18AABCU9603R1ZM

1St Floor, G.S. Road, Garikhana Tiniali, East Khasi Hills - 793 002 Meghalaya 17AABCU9603R1Z0

2Nd Floor, Ohaleswar, Road No 12, Ward No 4, Land Mark Gorakshnath

Tripura 16AABCU9603R1ZQ
Temple Post~Dhaweswar PS.-East Agartala Tripura West -799007

Office 12/A, Nakstra Mall, 2Nd Floor, Above Boi Bank, Chandkheda,
Gujarat 24AABCU9603R1ZT
Ahmedabad-382424

11 I Policy for travel and related reimbursable expenses

Human Resource DepartmentUjjivan Small Finance Bank Ltd. Date: 17'" August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-11000a.
Tel: +911130432121, Fax: +91113043211l.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Btock, Bengaluru-S6009S.
Tel: +918040712121, Fax: +91804146 8700.
CIN: U65110DLZ016PlC302481 W www.ujjivansfb.in E ujjivan.blr@ujjivan.com
 UJJIVAn SMALL FINANCE BANK
ANNEXURE -2

Sample Invoice for Hotel accommodation

TAX INVOICE
ABC PRIVATELIMITED
[Hotel Service Provider)
{address [, PIN Code}
{State}
GSTIN: Service Providers GSTN Chargeable under Reverse Yes/No
PAN: Charge
Corporate
Identity No. Ref. Receipt Voucher No.: [If any}
invoice No. Ref Reciept Voucher Date: {If any}
Invoice
Date:

• Billed to
Please ensure that the Ujjivan address (Annex 1)
Customer Emp(oyee Name I~ of the state that you are staying in is captured
Name: Ujj/van Small Finance Bank . ,ted
Address of State in whi he
Employees takes the service as per
Address: Annexure -1
State: As per above address
Please ensure that the Ujjivan GST number (Annex 1)
State code:
Registration Number of t~ . of the state that you are staying in is captured here
GSTIN/ UIN: per Annexure -1

• Place of
Suoolv:

Tran Id Description of Services SAC Rate (') Value (')

Hotel Accommodation services for
.......
Total (A)
1,000
Nature of Taxable Value in • Rate of tax
Tax

Add: CGST In case of (ntra.state supply 1,000 9% 90

• Add:
SGST/UGST
Add: IGST In case of Inter.state supply
1,000 9% 90

Add: Cess
Total Tax (8) 180
Total
Invoice Total (A+B)
1,080
Value

For ABC PIRVATE LIMITED

~. Authorised Signatory

12 I Policy for travel and related reimbursable expenses

Human Resource Departmen jjivan Small Finance Bank ltd. Date: 17th August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-llOOOB.
Tel: +911130432121, Fax:+911130432111.
Head Office: Grape Garden, No. 27. 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-S60095.
Tel: +9180 40712121,Fax:+9180 4146 8700.
tiN: U65110DL2916PLC3U2481 wwww.ujjivansfb.inEujjivan.blr@ujjivan.com
y
 UJJIVAn SMALL FINANCE BANK
ANNEXURE -3

UJJIV AN SMALL FINANCE BANK LIMITED

~UJllVAn
Domestic Travel Expenses Statement
Name: I Designation: Emp 10: I Branch:
Purpose of Travel:
Mode
(Bus/Train/Air)
Food Total
Date Particulars Conveyance i\liscellaneous
/lodging Amount
Company

•
Encl: Air/Bus/Train Tickets and Total Expenses (a)
lodging/Food Bills (-) Paid by Company (b)
(-) Advances (c)
Amount Due to Employee/ICompany)
(a-b-c)
For Ale Transfer
Employee DepanmentHeod/~onogmg 5.B. Account Number:
Signoture Director
Bank Name:

13 I Policy for travel and related reimbursable expenses

Human Resource Departmen jjivan Small Finance Bank ltd. Date: 17th August 2017
Registered Office: Plot No. 2364/8, Khampur Raya Village, Shadi Kampur, Main Patel Road, New Delhi-HOODS.
Tel: +911130432121. Fax: +911130432111.
Head Office: Grape Garden, No. 27, 3rd A Cross, 18th Main, Koramangala 6th Block, Bengaluru-S60095.
Tel: +918040712121, Fax: +9180 4146 8700.
ClN: U65110DU916PL'CJ02481 W www.uljivansfb.in E uilivan.blr@ujjivan.com
y-