Reimbursement Policy

Purpose Pacific Medical Systems recognizes that the employees may be required to travel or incur other expenses from time to time to conduct business meetings. The purpose of this policy is to ensure that (a) adequate cost controls are in place, (b) travel and other expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of authorized expenses incurred by Personnel. It is the policy of Pacific Medical Systems to reimburse only reasonable and necessary expenses actually incurred by the employee. When incurring business expenses, Pacific Medical Systems expects Personnel to: Exercise discretion and good business judgment with respect to those expenses. Be cost conscious and spend ministry money as carefully and judiciously as the individual would spend his or her own funds. Report expenses, supported by required documentation, as they were actually spent. Expense Report Expenses will not be reimbursed unless the individual requesting reimbursement submits a written Expense Report. The Expense Report, which shall be submitted at within three weeks of the completion of travel. Any expense report submitted after three weeks from the date of traveling will not be reimbursed. Employees who are based outside of Mumbai are expected to send their expense report via following method: Fill the traveling details in the soft copy of expense report provided by Pacific Medical System and send it to(admin@pacificmedical.in). Supporting documents such as receipts, invoice, bill, etc are to be scanned and must be attached in the mail with the expense report.

 Employees can courier their expense report to the Mumbai office, if they choose to. Tracking number of the courier must be sent via email to the admin department. Receipts Receipts are required for all expenditures billed directly to Pacific Medical Systems or employees name such as airfare, hotel charges, etc. No expense in excess of Rs. 500 will be reimbursed unless the individual requesting reimbursement submits the expense report from each vendor showing the vendors name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable). A credit card receipt or statement may be used to document the vendor and date of an expense, provided other required details of the expenditure are fully documented. General Travel Requirement Local Traveling Pacific Medical Systems will provide reimbursement for local traveling to its employee, provided that they submit proper documentation. The mode of traveling which is approved by the Pacific Medical Systems is in correlation with the designation of the employee. Designation
Office Asst Admin Exc Accounts Exc Sales Exc Service Exc Manager: Sales, Accounts, Admin, Service, Area Sales Manager 1st Preferred Option 2nd Preferred Option (approval required) 3rd Preferred Option (approval required)

Public Transport Bus (Non AC) and Train Public Transport Bus (Non-AC) and Train

Auto-Rikshaw

Non AC Taxi

Auto-Rikshaw

Non AC Taxi AC Taxi

G.M H.O.D

Public Transport Bus and Train

Non AC Taxi AC Bus

AC Taxi

Fuel Reimbursement for Local Traveling Employees who choose to use their private vehicle will get the following petrol/diesel reimbursement, provided that they give proper documentation:
Designation
Office Asst Admin Exc Accounts Exc Sales Exc Service Exc Manager: Sales, Accounts, Admin, Service, Area Sales Manager G.M HOD

Maximum Amount Allocated for Petrol/Diesel (Per Month)

Rs. 1200/Rs. 1700/-

Rs. 2000/-

Out-Station Traveling
Designation Office Asst Admin Exc Accounts Exc Sales Exc Service Exc Travel Mode Local Traveling Accommodation (per day) A Cities Rs. 1000 B Cities Rs. 800 C Cities Rs 500 Food (per day)

Train: Sleeper 2nd Class Bus: Non AC Bus/Volvo

Mode: Bus & Auto

Rs. 150

Manager: Sales, Accounts, Admin, Service, Area Sales Manager

Train: 3-Tier AC Bus: Volvo AC Flight: Only Upon Approval of Management.

Train: 3- Tier AC Bus: Volvo AC Flight: Only if train/bus not available.

Mode: Auto & Non AC Taxi

A Cities Rs. 1300 B Cities Rs. 1000 C Cities - Rs. 900

Rs. 250

GM HOD

Mode: Taxi AC/ Taxi Non AC

A Cities Rs. 2000 B Cities Rs. 1500 C Cities - Rs. 1000

Rs. 500

Mobile Bill Reimbursement Pacific Medical Systems recognizes that the employees of the organization will have to make business/official calls and will provide allowance for it in the following manner: Designation Office Asst Admin Exc Accounts Exc Sales Exc Service Exc Manager: Sales, Accounts, Admin, Service, Area Sales Manager GM HOD Amount

Rs. 150

Rs. 500

Rs. 550

If the phone bill exceeds the fixed amount mentioned above, employees are to present an itemized bill for that particular period, highlighting the calls which they made for official purposes. Please note that personal will not be reimbursed, under any circumstances.

Entertainment and Business Meeting Reasonable expenses incurred for business meetings or other types of business-related entertainment will be reimbursed only if the expenditures are approved in advance by General Manager or C.E.O of Pacific Medical System and qualify as tax deductible expenses. Detailed documentation for any such expense must be provided, including: Date and place of entertainment Nature of expense Name, titles, and corporate affiliation of those entertained

 A complete description of the business purpose for the activity including the specific business matter discussed Vendor receipts (not credit card receipts or statements) showing the vendors name, a description of the services provided, the date, and the total expenses, including tips (if applicable). Non Reimbursable Expenditures Pacific Medical Systems maintains a strict policy that expenses in any category that could be perceived as lavish or excessive will not be reimbursed, as such expenses are inappropriate for reimbursement. Expenses that are not reimbursable include, but are not limited to: First class tickets or upgrades Movies, liquor, or bar costs (for out-station traveling) Expenses for spouses, friends, or relatives. If a spouse, friend or relative accompanies Personnel on a trip, it is the responsibility of the employee to determine any added cost for double occupancy and related expenses and to make the appropriate adjustment in the reimbursement request. Any other personal expenses incurred for the purpose of leisure, entertainment, or luxury.