Adding mileage/Local Conveyance to an expense report.

Step 1 - Create a new expense report as highlighted below

Step 2

Click on Create Report

Step 3 – Provide report header information as stated below

1. Add report name and report

description as per the nature of
expense – mileage/conveyance for the
month of ….
2. Under the description column add
details for the respective trip/claim.

Click on next to enter the expenses

Step 4

Click on add new expense and

add all the mileage expenses date
wise.
Step 5 - Submit Local conveyance claims as highlighted below.

Provide mode of travel and vendor Name.

Mention Auto/Train in case of Auto/Train.
Provide to-fro details along with the trip
purpose
Amount as per invoice/Actual in case of Auto

Actual date of Invoice/Expense

Select Expense type as per nature of Expense

– In case of local travel Select “Conveyance”

From the tag select “Reimbursements”

Click on “Save” to save the expense

Step 6 - Submit the mileage claims as highlighted below.

Click on Mileage

Enter Kilometers you traveled using

personal vehicle and select INR 3
per KM for two wheeler and INR 6
per KM for 4 wheeler.
You can add unlimited expense
items, please ensure that all the
expenses are entered date wise.

Select Reimbursement and

click on Save.
Step 7 – Finally review all the expenses and submit for manager approval.

Attach all invoices softcopies as highlighted above and

click on Preview and Submit. Report will go to your
manager for approval.
Step 8 – Print Report and submission of hardcopies.

Post manager approval click on

View report to open report.

Click on Print and take a print out of

expense report coversheet page.

Note: Please tag all the original invoices along with expense report coversheet page and send the
same to T&E Mailroom to the address given below.

Address: Oravel Stays Pvt. Ltd. (OYOROOMS), 7th Floor, Tower B-3, Spaze I-Tech Park,
Sector-49, Sohna Road, Gurgaon-122018
1. All the expenses / invoices should be entered date wise.
2. While claiming expenses, employee should provide detailed description against each line item.
3. Employee should use mileage while travelling for business purpose using personal vehicle.
4. In case of mileage/conveyance expense, to –from information along with purpose of travel must be
provided.
5. Expense should be categorized under correct expense category as per nature of expense.
6. Employee should take all the necessary approvals before submitting the hardcopies to TnE team.
7. Employee has to forward all the original invoices along with the Happay expense sheet
immediately after manager approval.
8. All the receipts must be in order as per expense report coversheet page.
9. Employee should not club different type/dates of expenses in one head/ transactions.
10. Employee should not forward the receipts without having an approval from manager or without
expense report coversheet page.
11. Mobile bill reimbursement should not exceed the monthly limit else payment will be processed as per
policy.
12. Handwritten receipts on plain paper are not acceptable.
13. Any capex related expenses like - software/Hardware/Handset purchase should not be submitted
through reimbursement process.
14. Guest Shifting Charges and Photoshoot Expenses are not allowed to claim through
imprest/reimbursement. Only cost of travel to shift the guest is allowed to claim. All the exceptions
must be approved by CFO/COO/CEO.
 T&E HELPDESK

1. In Case of any query, please write to us on reimbursements@oyorooms.com

2. Our experts will get back to you on that within 48 hrs of query.
3. If response is not received within 48 hrs, please escalate the issue to
gyan.chand@oyorooms.com . Kindly mention “ESCALATION” under the
subject line.