Expense Claim & Travel

How to submit expense claims. All claims are filed directly in the HRMS app or ERP — we no longer accept XLS sheets.

1. GST Bill Requirements

Every GST bill must be raised with our GST number and the following details:

2. Claim Process

1. Open the HRMS app or ERP — erp.qsarthi.com/hrms or erp.qsarthi.com/desk/expense-claim — and create a new Expense Claim.
2. Add each expense as a separate line item in the claim itself, with the correct Expense Type, date and amount. Include all expenses — including train/bus/flight tickets booked by the Finance team or travel agent.
3. Add a clear description — e.g. travel city and dates ("Jaipur visit, 12–14 Sep"). If the visit/expense is for a customer, include the customer's details along with the Lead # (e.g. "Jaipur visit, 12–14 Sep — ABC School, Lead #CRM-LEAD-2026-00123").
4. Save and note your Claim ID — it looks like EXP<YYMM>…
5. Attach all bills and tickets — preferably as a single PDF named Expense_Bill_<ClaimID>.pdf.
6. Submit — the claim will be processed within 5 days.

3. Verification & Rejection Policy

• Claims are verified against actual locations. We reserve the right to call hotels, travel agencies or vendors to verify the details submitted.
• Customer-visit claims require an updated ERP Lead. If you are visiting a customer and claiming expenses, the claim will be processed only after the corresponding Lead has been updated in ERP.
• Travel must be approved in advance. Claims without proper prior approval of the travel can be rejected.
• Extensions need written approval. Any extension to the approved travel must have written approval — otherwise the extended portion will be rejected.
• Jibble tracking is mandatory during visits. If Jibble is not used, switched off, or unable to track your visit, the claim will be rejected.
• Visits under 4 hours = half-day claim. If your total time at customer visits during the day is less than 4 hours, only a half-day claim will be approved.
• Part or full rejection. We may reject part of a claim or the full claim if it is found to be fake or incorrect, or if there was no sufficient/genuine visit to the customer.

4. Travel Booking Rules

• Use the most cost-effective mode of travel.
• Train: maximum class allowed is 3AC.
• Bus: use cost-effective options; sleeper buses allowed for night travel.
• Any ticket above ₹1,500 requires explicit approval from Finance.
• Hotels: choose the most cost-effective option — for Sales, expected range is ₹800 – ₹1,000 per night.
• Air travel is restricted — allowed only for URGENT cases, with prior approval, and must be booked by the Finance team.
• Avoid travelling during work hours (9 AM – 6 PM) — plan journeys outside working hours wherever possible.
• Book well in advance to keep costs low — ideally 2 weeks before travel.

5. Attendance & Leaves During Travel

• Marked absent = claim rejected. If you are marked absent on a day, expense claims for that day are automatically rejected.
• No extra leaves during travel, except company holidays.
• Leave days are not claimable. If you take leave during travel, expense claims for those days are rejected. (Exception: medical emergency.)

6. Office Expenses & Purchases

• All purchases go through the Procurement Manager (Kushal Singh) — he is the only person authorised to make purchases for the company.
• If he cannot make the purchase, take his approval before buying — purchases made without prior approval may not be reimbursed.