The Thrive Expense Policy outlines work-related expenses and sets procedures to authorize expenditure and request reimbursement when required.
This policy applies to all employees who spend money on work-related activities. We created this Expense Policy to provide clear guidelines on how employees can make work-related purchases. Requests for expenses are handled through RazorpayX Payroll, to ensure compliance, and to route all requests through the correct approval chain. This reduces the burden on employees to follow complex procedures and policies.
| Expense Category | Policy |
|---|---|
| Travel Expenses | Refers to all transportation and accommodation costs an employee has while traveling for business, including: |
| • Accommodation. | |
| • Transportation fares, by air or rail. | |
| • Cab or rideshare charges. | |
| • Legally required documentation, eg. visas | |
| • Rental cars | |
| • Fuel reimbursement (Approved limit) | |
| • Meals (breakfast, lunch, and dinner) - Approved limit | |
| • Other approved expenses as required for the trip. | |
| Amounts for the expenses listed above need to be pre-approved by a deciding authority. | |
| Continuing Education allowance | Please refer here |
| Co-working space allowance | This reimbursement is relevant to employees looking to work from a common space (such as WeWork) either owing to connectivity issues or to meet some other need. They need to get an okay from their manager to do so. |
| Reimbursable upto a limit of 10 day passes per month. (Applicable at all Co-working spaces near you) |
1. Purchasing a coworking pass: As part of the coworking policy, members have the option to purchase a coworking pass that grants them access to the workspace for 10 days per month. This pass allows members to utilize the coworking facilities during those specific days. 2. Cost limit for 10 passes: There is a maximum limit of 8,000 Rupees for purchasing 10 coworking passes. This means that members cannot exceed this budget when purchasing the passes. 3. Requesting additional amount beyond the limit: If a member requires coworking passes in a given month and the total cost exceeds the mentioned limit of 8,000 Rupees, they can submit a request to the reporting co-founder. The request will be evaluated on a case-by-case basis, meaning that each request will be individually assessed and a decision will be made accordingly. | | Other work-related expenses | Amounts for all miscellaneous work expenses need to be pre-approved by a deciding authority in order to claim a reimbursement. |
Employees wishing to claim a reimbursement for any of the above expenses may submit a request in RazorpayX Payroll by completing the required fields , and the system will route the request to the appropriate approver, or set of approvers.
All reimbursements require a supporting document (Receipt/invoice). Wherever possible, please mark invoices under ‘Hashtag Loyalty Pvt. Ltd.” and include the Company GSTIN number. Documents are uploaded into RazorpayX at the time of claim and will be attached to your specific transaction. Once approved, funds are deposited during the next salary cycle, into your bank account, based on the banking information you provide within RazorpayX,
Expenses should be submitted within 30 days of purchase, spend, or invoice due date. This helps us to better manage our budget and ensures accurate reporting.
Employees are responsible for the following:
Note:- It is not possible to set out rules for every conceivable situation and so you are required not only to adhere to the express terms in this policy, but also to exercise your judgment to ensure that all claims made are within the spirit of the policy. Thrive reserves the right to reject or reduce claims that are considered to be excessive.