Guidelines for Submission of Expense Vouchers

Bhupendra Kumar

Dear Team,

I hope this email finds you well. I am writing to remind you about the submission of Expense Vouchers and to provide you with some guidelines for the same.

As per our company policy, it is mandatory for all employees to submit their expense vouchers within 45 days of the expense being incurred. This is to ensure that the reimbursement process is smooth and efficient for everyone. To ensure a hassle-free reimbursement process, please note the following points:

1.     All bills should be in proper order as per the excel sheet.

2.     All thermal paper bills should be attached with a photocopy.

3.     Expense Reimbursement Authorization (ERA) should be submitted within 45 days of the expense being incurred.

4.     If there is no bill, please mention the reason in the remark’s column.

5.     If your expense voucher is related to conveyance (bike or car), the odometer reading should be mentioned along with the odometer photos.

6.     All odometer photos should be attached in one separate PDF or Word document.

7.     All toll receipts should be attached after a photocopy.

8.     Expense vouchers received after 45 days will not be accepted without clarification for late submission.

Please ensure that you follow the guidelines mentioned above while submitting your expense vouchers. This will help us to process your reimbursement request in a timely and efficient manner.

Thank you for your cooperation.