General Travel Approval from Manager for customer related travel.

. Travel Approval from Manager and Business Finance for Non customer travel. AMEX card to be used & AMEX travel agency to be used for travel. Original/PDF receipt. Manager approval for photocopy/missing receipts. Manager approval if the Claim is submitted beyond 90 days of expense incurred. Manager Approval if the travel is extended. Any exception to the policy has to be approved by Reporting Manager and Business Finance Please comply with requirements in the General section first and then for the sub-section below. To Claim for Air travel (completed): The documents required to claim these expenses are Boarding passes in your Name AMEX Invoice(Original/PDF) If AMEX travel agency not used, airline ticket or invoice from Vendor Manager approval if tickets are not booked thru Amex travel agency Expense head selected as 'Air travel(expensed)' in WWER Category - Customer related travel -Select 'Customer Travel' Non customer related travel Appropriate category selected like Recruiting" Manager's approval for Spouse ticket / Other Employee Ticket Travel Approval from Manager for customer related travel Travel Approval from Manager and Business Finance for Non customer travel If you get a consolidated Invoice from Amex which includes Service Tax, Agency transaction fee & Air fare , it should be claimed totally under the head 'Air travel(expensed)

To Claim for Coupon Tickets The documents required to claim these expenses are Manager Approval for using Coupon Ticket Photocopies of First Page of all Tickets in the Coupon to be attached Single Claim for all tickets attached in the Coupon Amex Invoice in your Name Payment To - Should only be "Corporate Card" Expense head selected as 'Air travel(expensed)' in WWER Category - Customer related travel -Select 'Customer Travel Non customer related travel Appropriate category selected like other Business.

To claim for Interim Travel The documents required to claim these expenses are Expense incurred through AMEX Corporate card(no exception) If AMEX travel agency not used, airline ticket or invoice from Vendor Economy class Amex Invoice in your Name Payment To - Should only be "Corporate Card" Expense head selected as 'Air travel(expensed)' in WWER Category - Customer related travel -Select 'Customer Travel' Non customer related travel Appropriate category selected E.g. Recruiting"

The payment would be made to your AMEX card only Employees can claim their Interim Domestic travel expenses if their Travel is more than 30 consecutive days or more.

To Claim for Cancellation or Proponement charges The documents required to claim these expenses are

Manager approval to claim for Proponent & Cancellation Charges Original Invoice / Amex Invoice in your Name AMEX invoice and credit note/email from AMEX to reflect the cancellation Manager approval if personal credit card is used Expense Head selected "Other Air Expenses" and itemized expense head "Additional Airline Cost" in WWER Category - Customer related travel -Select 'Customer Travel Non customer related travel Appropriate category selected E.g. Recruiting" Travel approval of the Initial Travel that was cancelled / Proponed.

To Claim for Excess Baggage charges The documents required to claim these expenses are Manager & Business Finance approval to claim for Excess Baggage Receipt of payment in your Name Expense Head selected "Other Travel Expenses" and itemised expense head "None of the Above" in WWER

Note: No excess baggage charges will be reimbursed unless there is official equipment or material that has to be carried* To Claim Per Diem The documents required to claim these expenses are

Photocopy of Boarding Pass / Air ticket copy / Bus ticket / Hotel invoice / Toll Receipts / Guest house confirmation attached to compute days Manager approval stating travel dates in the absence of the above (stating travel dates) Manager approval in case of self travel and self stay (stating travel dates) Breakfast adder & Dinner Deduction are checked appropriately Expense Head selected as "Per diem" in WWER & Category - Customer related travel -Select 'Customer Travel' Non customer related travel - Appropriate category selected E.g. Recruiting" Travel Approval from Manager for customer related travel Travel Approval from Manager and Business Finance for Non customer travel

To Claim for Accommodation The documents required to claim these expenses are

Hotel invoice in your Name ( Should be IBM Approved) Incase of Non IBM approved hotel: a) Manager approval if hotel tariff is >100% and <=120% of the IBM approved rate.

b) Manager and Business finance approval if hotel tariff is exceeding 120% of the IBM approved
rate. Incase of IBM approved hotel with non IBM negotiated rates: a) Manager approval if hotel tariff is >100% and <=120% of the IBM approved rate. b) Manager and Business finance approval if hotel tariff is exceeding 120% of the IBM approved rate. Expense Head selected as 'Hotel' in WWER & Itemised invoice date wise in WWER for all expenses & Invoice date entered as expense date (Minibar & food expenses are non reimbursable) Manager approval if personal credit card is used Travel Approval from Manager for customer related travel Travel Approval from Manager and Business Finance for Non customer travel

To Claim for Official Cab Expenses The documents required to claim these expenses are

Receipt/Invoice if prepaid taxi or Car rental agency used & the receipt should be in your name Manager approval in case of photocopy or missing Invoice or if the Bill is not in your Name. Only Economy class of cars if prepaid taxi or Car rental agency used (Mid size car in Mumbai ) Manager approval if personal credit card is used In case metered taxi or auto usage, expense head selected "Public Transportation and receipt requirement section updated accordingly as Yes or No. If Non IBM approved Car rental agencies are used should be claimed under the head "Public Transportation". If IBM approved Car rental agencies are used should be claimed under the head Car Rental/Hire ".

List of IBM Approved Car rental agencies

(Car concepts, Hertz, AVIS, Swift, Calcutta Cabs, Hemisphere Shri Sathya Sai Tourists for

Bangalore & Noori Travels for Hyderabad)

To Claim for Laundry Expenses incurred during Official travel The documents required to claim these expenses are Receipts or hotel invoice to determine amount spent and stay duration Stay duration > = 3 room nights Employee name reflected in Receipts/Invoice Expense Head selected as 'Hotel' for hotel stay and "Other travel expenses" for stay in guesthouse and itemized expense head selected as 'Laundry' in WWER & Invoice date entered as expense date Travel Approval from Manager for customer related travel Travel Approval from Manager and Business Finance for Non customer travel

To Claim for Telephone calls incurred during Official travel The documents required to claim these expenses are

Invoice / Receipts in your Name Name of the person, designation and company of all calls> Rs 1000 should be mentioned

Calls made from Hotel- Select 'Hotel' and itemized expense head as 'Telephone' for calls and 'Remote access' for Internet usage in WWER Calls made from outside the Hotel - Select 'Business Calls' under 'Telecom/Mobile"

To Claim for Business Meal/Entertainment incurred during Official travel The documents required to claim these expenses are Invoice/Receipt. Attendee list including name and company of non IBM guests Approver Name should not reflect in Attendee list. If approver is a part of the entertainment, then up line manager should approve the claim in WWER. Limit of Rs 1000 per attendee Business Finance and Manager Approval if the limit of 1000 is exceeded. Prior Manager approval for alcohol consumption Expense Head -Select 'Business Meal -Third Party'

To Claim for Team Meeting incurred during Official travel The documents required to claim these expenses are Invoice/Receipt Attendee list with Employee ID Approver Name should not reflect in Attendee list. If approver is a part of the entertainment, then up line manager should approve the claim in WWER Limit of Rs 1000 per attendee Business Finance and Manager approval if the limit of 1000 is exceeded Prior Manager approval for alcohol consumption Expense Head - Select 'Team Meet'