Logipe Fintech Private Limited

Incubex Thrive, Ground Floor, IMG Tower, 80 Feet Road,

4th Block, Koramangala, Bengaluru 560034

Employee Reimbursement Policy

This Reimbursement Policy is effective from (Date of joining). All the employees of the
company are expected to update and follow the procedure set out under this policy.

SCOPE

This Policy is only applicable to the full time employees of the LogiPe Fintech Pvt Ltd.

The business travel bookings/expenses/itinerary etc.., should be pre-approved by the concerned

authorities/senior management to be eligible for the reimbursement.

GENERAL GUIDELINES

(a). This Policy outlines the reimbursement Policy of the LogiPe Fintech Pvt Ltd concerning
the reimbursement of specific and reasonable expenses incurred by the employee exclusively for the
purpose of the company’s business. The expenditure shall be necessary for the business transaction of
the LogiPe and shall be in relation to the individual’s regular responsibility or special assignment.

(b). The Policy helps in processing the payment in a timely manner and documentation on authorized
expenditures.

(c ). The employee shall read and understand this Policy before incurring an expenditure on the behalf of
the Logipe.

(d). All the employees or other persons who are intending to get the reimbursement from the logiPe
shall adhere to this Policy. Failure to adhere to this Policy may result in non-reimbursement of the
expenditure incurred or other disciplinary action against the employee.

(e). The employees are required to use the most economical and cost effective method when incurring
business expenses. If any expenditure is found to be unnecessary or extravagant, such expenditure will
not be reimbursed by the LogiPe and the employee shall be solely responsible for the same.
 Logipe Fintech Private Limited
Incubex Thrive, Ground Floor, IMG Tower, 80 Feet Road,
4th Block, Koramangala, Bengaluru 560034

(f). The employee may be entitled to full or partial reimbursement of expenditure after the approval of
the concerned authorities mentioned under this Policy. Any reimbursement request submitted without
the necessary supporting documentation may be rejected.

(g). The approved business related expenditures may be paid by the LogiPe in advance or reimbursed
upon submission of valid documents in accordance with this Policy.

(h). The reimbursement is not taxed as part of employees income.

(i). The business expenditure will be approved by the concerned approving authority person, unless
otherwise mentioned under this Policy.

REIMBURSABLE EXPENDITURES

The following expenditures are generally reimbursed by the LogiPe after the scrutinization and
approval by the approver.

(a). Travel Expenditure.

(1). All the pre-approved and justified travel expenditures will be reimbursed to the employee.

(2). The employee shall always endeavor to book the tickets in advance and shall choose the best and
low -cost point.

(3). The traveling shall only be considered where alternative options are not feasible.

(4). Before undertaking any business trip, the concerned employee shall submit a request to the
concerned vertical head/higher authorities, and such request should include all necessary information
including the purpose, location, duration, method of traveling, estimated budget etc.

(5) The employee may utilize a personal vehicle for business travel when other transportation is
unavailable.

(6). The reimbursement slip should include the following details: date, time , business purpose, origin
and destination locations, kilometers, approval by etc.

(7). Any accidents or other damages to the vehicle are not covered under this policy and the employees
are advised to have full coverage insurance for their vehicle.
 Logipe Fintech Private Limited
Incubex Thrive, Ground Floor, IMG Tower, 80 Feet Road,
4th Block, Koramangala, Bengaluru 560034

(b). Food Expenditure.

(1). The reasonable food expenditure while traveling on official purpose will be reimbursed to the
employee upon submission of the detailed purpose and itemized list of receipts.

(2). Individual daily meal expense is limited to Rs 250, unless special approval is received from the
approver.

(3). Maximum amount reimbursement for accommodation per day is Rs 1000, unless special approval is
received from the approver.

(4). Room service or expenditure on alcohol are not covered under the Policy.

NON-REIMBRUSABLE EXPENSES

The company generally reimburse the expenses which are incurred directly in connection with the
business. The following are some of the expenses which are non-reimbursable and the list is not
exhaustive:

(a). Personal expenses of any kind.

(b). Fines or penalties from any law enforcement agencies in connection with the act of the employees.

(c), Travel Insurance. Employees are advised to opt for personal travel insurance whenever possible.

(d). Personal entertainment.

(e). Unauthorized upgrades on meals, alcohol, entertainment, etc.

(f). Unauthorized upgrades in transportation and accommodation.

(g). The loss or theft of personal belongings of the employee.

(h). The expenditure for personal gains.

(i). Personal purchase.

 Logipe Fintech Private Limited
Incubex Thrive, Ground Floor, IMG Tower, 80 Feet Road,
4th Block, Koramangala, Bengaluru 560034

EMPLOYEE RESPONSIBILITY

(a). Always documents the expenditure which logiPe is not directly arranged for the employee.

(b). The list provided under this policy is by no means exhaustive, Employees should always get
approval from the “Vertical Head/Higher Authorities”, before incurring any expenditure on behalf of the
LogiPe.

(c). Shall always apply the mind and take expenditure decisions which are most favorable for the LogiPe.

(d). Whenever possible avoid mixing up the personal and business expenditure. If unavoidable, the
employees are required to submit a detailed break up of expenditure.

(e). In case of any doubt in relation to business expenditure, always consult with “Vertical Head/Higher
Authorities”, before spending on such expenditures.

(f). If any employee spends on unapproved expenditure, the LogiPe has full right to reject such
reimbursement request and in that case, the employee shall identify the LogiPe of any liabilities.

PROCEDURE FOR REIMBURSEMENT

(a). The employee shall submit the expenditure form every month before 15th.

(b). The reimbursement request form shall be approved by the Vertical Head/Higher Authorities before
submission to HR.

(c). The request form shall be submitted to the HR. The HR shall scrutinize the request along with the
other documents attached and shall make sure such application is in compliance with this policy and
other applicable rules and regulation of LogiPe.
 Logipe Fintech Private Limited
Incubex Thrive, Ground Floor, IMG Tower, 80 Feet Road,
4th Block, Koramangala, Bengaluru 560034

(b). The request form shall contain all required information including the date of expenditure, place,
descriptions, details of products/services, business relation, the details of person/department approved
such expenditure, etc.

(e). Always submit approval emails or documents along with a claim request.

(f). Submit original copy of receipts and invoice. The employee may be asked to submit the bank
statement to substantiate or for the cross verification of the expenditure.

(g). The reimbursement shall be paid to the concerned employee within 5 days from the date of
submission of the request form or if such request is rejected by the concerned authorities, the same shall
be communicated to the concerned employee within 10 days from the date of submission.

(h). The employees fail to refund the excess amount paid on account of reimbursement within 15 days,
such excess amount shall be added in the next reimbursement cycle.

(i). Any disputes in relation to the reimbursement amount or rejection of reimbursement shall be
escalated to the bigger authority within a period of 3 days from the date of communication or payment of
the disputed reimbursement amount.

CHANGE TO THIS POLICY.

We reserve the right to revise and make changes to this policy from time to time to adapt to the
changing scenarios and laws. The employees are required to check and refer to the updated version from
time to time.

FURTHER INFORMATION

For any queries or further information about the policy, the employee or the concerned person can
contact the HR team.

ACKNOWLEDGEMENT

(a). By signing this policy.

(b). I acknowledge that I have reviewed the above-listed policies and guidance of the company and
understand and I become aware of it.
 Logipe Fintech Private Limited
Incubex Thrive, Ground Floor, IMG Tower, 80 Feet Road,
4th Block, Koramangala, Bengaluru 560034

(c). I agree to report any actual or potential situations or incidents that may be contrary to the above
policies as soon as I become aware of it.

(b). I agree to abide by the aforementioned policies and i understand that my failure to follow the policies
may result in disciplinary action, up to and including dismissal/

Employee Name :

Designation :

Date :

Signature