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:

GST No.	08AEHFS9988Q1ZJ
Company	SARTHEE NEET GURU ACADEMY LLP
Address	C-26, Hadi Rani Circle, Shrinath Puram, Kota
Also on bill	Employee name and date

Open the HRMS app or ERP — erp.qsarthi.com/hrms or erp.qsarthi.com/desk/expense-claim — and create a new Expense Claim.
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.
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").
Save and note your Claim ID — it looks like EXP<YYMM>…
Attach all bills and tickets — preferably as a single PDF named Expense_Bill_<ClaimID>.pdf.
Submit — the claim will be processed within 5 days.

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.

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.

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.)

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.