SOP For Approval & Rejection-updated-15-may-2024.pdf

SOP For Food Reiumbursement Allowance Is Present Is Absent Is Absent 1 Is the FBP Limit is available for the month ?...

SOP For Food Reiumbursement Allowance Is Present Is Absent Is Absent 1 Is the FBP Limit is available for the month ? ✅ ❌ 2 Date of invoice should be available (if invoice date belongs to last FY, it should not be approved) ✅ ❌ 3 GST Number should be available in invoice, if not available search on Google ✅ ❌ 4 If GST details are not found online - Reject the claim ❌ 5 Name of the employee should match with the customer name in the invoice/ if name is not available still we can approve ✅ ❌ 6 ✅ ❌ 7 If the bill is in a different name other than employee name - reject the claim ❌ If Invoice is not shared instead only the UPI screenshot is shared ?(but if name. is showing like restaurant and you can google it 8 ❌ approve it.) 9 Based on the ticket history if the bill is duplicated - escalate the claim and put clear comment. ❌ If the bill contains alcoholic beverages, only the eatble items sould be approved by leaving the alcoholic beverages with the cap of 10 ✅ ❌ 400 per bill. If the order details screenshot of Swiggy / Zomato is provided - ask for invoice/ if order details are there try to reject it with proper 11 ❌ justification. Invoice Number / Bill number should be available in the receipt if not available add the time of payment like "18:15" ===>181500 i.e 12 ✅ format like hh:mm:ss converst to hhmmss. If only UPI screenshot is shared we can still approve it, no need of verfiying the name instead we should get the GST of the vendor 13 ✅ paid to on Google 14 For UPI Payment screenshot if the GST details of the vendor is not available on Google - reject ❌ 15 Any kind of non-food items must be deducted in value and bill should be approved for lower values. ✅ ❌ 16 If everthing is valid but FBP value is over please keep the tickets on hold and approve this ticket in next months. For managers only. SOP For Food Reiumbursement Allowance Is Present Is Absent Is Absent Status Approved Rejected Maybe  SOP For Fuel Coupon Expenses reimbursement Available Is Present Not available 1 Is the FBP Limit is available for the month ? ✅ ❌ ✅ ❌ 2 Is the date of bill available in the recepit ? ✅ ❌ 3 Is the Fuel Recepit system generated ? 3.1 If hand written bill is with proper "stamp" & sign then can be approved if GST number is visible. ✅ ❌ 4 Fuel Pump Name available in the recepit ? Is the Fuel pump location available in the Recepit. We should approve the bills if location is same as work location then approve else call customer and ask ✅ ❌ 5 him the reason if he says he is deployed there then okay. Also look at previous bills to get idea of loactaion. ✅ ❌ 6 Is the GST number available in the bill / if GST no. is not available search on Google with Petrol Pump name) ✅ ❌ 7 Transaction Id / Invoice Id is available in the recepit ? ✅ ❌ 8 Is the amount available in the receipit ? If the user has previously claimed forsame amount and same date in that month, please validate the history and approve / escalate the ticket ✅ ❌ 9 Invoice Number / Bill number should be available in the receipt if not available add the time. hh:mm:ss ===>hhmmss ✅ ❌ 10 If only the UPI Transaction screenshot is shared try to get name of pump. if pump is found please approve it by noting the GST details. If Gst details are not ❌ 11 found use gst of petrol pum for state. If only the UPI Transaction screenshot is shared try to get name of pump and approve ✅ 12 if not able to find on Google then reject the claim A single Bill of more than 5000 should be rejected. Max amount is 5000 except if its hand written we can do it. 13 If only the payment transaction screenshot is shared - ask for the invoice ❌ 14 15 If everthing is valid but FBP value is over please keep the tickets on hold and approve this ticket in next months. For managers only. ✅ 16 If the user is filling petrol pump from different location than the office location, if that location has any office in that city then we can approve Status Approved Rejected Maybe  SOP For Communication reimbursement expense. Is Present Is Present Is Present 1 Is the FBP balance available for this month ? ✅ 2 Is the date available in the invoice or the transaction screenshot ? ✅ ❌ 3 Mobile Prepaid recharges / Postpaid bills / Wifi Biills can be claimed ? ✅ ❌ 4 Amount on Invoice should be available ✅ ❌ 5 For postpaid bills - screenshots of the Payment paid is optional. Unpaid invoice can also be utilized. ✅ 6 Is the GST number available in the bill / if GST no. is not available search on Google with the company name) ✅ ❌ 7 Is the Bill Number / invoice id is available ? for prepaid recharges please add the time in this format HHMMSS ✅ ❌ 8 Is the name in the invoice matches with the name of the employee ? ✅ ❌ If the UPI Transaction screenshot is shared for claim - Mobile number should be available in the screenshot. If not call customer and 9 ✅ ❌ ask. 10 If the user has previously claimed any amount in that month, please validate the history if the it is the same invoice - to be rejected ✅ ❌ If the invoice is paid for yearly / half yearly - to be approved for the complete avaialble balance for the month and the rest in the 11 ✅ ❌ upcoiming Months. He can upload the same bill the difference value can be updated. // managers take care of it while explaining. 12 ❌ If everthing is valid but FBP value is over please keep the tickets on hold and approve this ticket in next months. For managers only. If mobile number is not matching with the number available in CMS for prepaid recharge irrespective of number should be 13 ✅ ❌ approved for Prepaid recharge max of 4 number. Status Approved Rejected Maybe  SOP For Health & Wellness Reiumbursement Allowance Is Present Is Present Is Present 1 Is FBP limit available for this month? ✅ ❌ 2 Is the date mentioned in the invoice ? / If Previous financal year it will be considered under pro rated charges for this FY ✅ ❌ 3 Is the GST number available in the bill / if GST no. is not available search on Google with the company name) ✅ ❌ 4 Is Bill number / invoice number mentioned in the bill ? ✅ ❌ 5 Is bill a system generated bill? ✅ ❌ 6 Is the amount mentioned in the invoice ? ✅ ❌ 7 Is the employee name matches with the name available in the invoice ? ✅ ❌ 8 If it is a yearly / half yearly subscription - total amount can be claimed in the same month if the FBP balance is available ✅ 9 Is this expenses incurred in game arena? - Only sports activity is accepted ✅ ❌ 10 Is this expense incurred in yoga, Zumba, Physio therapy?? ✅ 11 Is the expense related to a gym membership or fitness classes? ✅ ❌ 12 Is the expense related to participation in corporate wellness programs or initiatives? ✅ ❌ 13 Is the expense related to vaccinations or immunizations for travel or preventive purposes? ✅ ❌ If everthing is valid but FBP value is exceeded please keep the tickets on hold and approve this ticket in next months. For 14 ✅ managers only. 15 Is this expense incurred in Spa? to be rejected ❌ 16 Is the expense related to dietary supplements or nutrition counseling? // Ask customer for Prescription call & then approve. ❌ ❌ Is the expense related to wearable health technology devices or apps? // Ask customer for prescrition over call & then 17 ❌ ❌ approve. but thing like bp, dibetic should be approved on day 1. 18 Is this expense incurred in medicure & pedicure // no rejetced but other activities are allowed like physiotheraphy ❌ 19 Is this expense incurred in buying sports wear? // Reject the claim ❌ 20 Can any kind of subscription like healthifyme, 1MG subcriptions be considered ? 21 Health Checkup bills cannot be considered and to be rejected Approved Rejected Maybe  SOP For Medical Expenses reimbursement Is Present Is Present Is Present 1 Invoice Submitted with GST details? 2 Is Bill number Invoice number mentioned in the bill ? ✅ ❌ 3 Is bill a system generated bill? ✅ ❌ 4 Is FBP limit available for this month? ✅ ❌ 5 Prescription from CGHS / Govt Hospital is available ? ✅ ❌ 6 Submission of the bill before the deadline? (19th of every month) ✅ ❌ 7 Name of the patient should matching with the employee name ✅ ❌ 8 If it is claimed for dependands it should be validated / escalated by calling the customer ✅ ❌ 9 The device Advised by the CGHS registered doctor in the prescription is allowed ✅ ❌ 10 Is the Prescription Mentioned the medicine usage time period? ✅ ❌ 11 Is the patient is having dialysis from any affiliated CGHS Hospital? ✅ ❌ 12 Is the prescription show any recurring diagonsis ? ✅ ❌ 13 Is tha patient going through terminal illness?(un-curable) ✅ ❌ 14 Is the patient having Muscular dystrophy is a group of diseases? ✅ ❌ 15 Is the patient going through Mental disorder? ✅ ❌ 16 Is the patient going through psoriasis? ✅ ❌ 17 Is the patient having any nuerological disorders ? ✅ ❌ 18 Is the patient going through any Dental care from any affiliated CGHS Hospital? ✅ ❌ 19 Is the paitent going through any Vision Care from any affiliated CGHS Hospital? ✅ ❌ 20 Is user in default list? ❌ Is the expense related to ambulance services provided by CGHS-affiliated providers for medical 21 ✅ ❌ emergencies? Is the expense related to home healthcare services provided by CGHS-affiliated agencies for post-operative 22 ✅ ❌ care or chronic illness management? Is the expense related to rehabilitation services or assistive devices prescribed by CGHS-registered 23 ✅ ❌ physiatrists for mobility or functional impairments? Is the expense related to health insurance premiums or co-payments for policies covering CGHS-approved 24 ✅ ❌ treatments and services? 25 If the invoice is from a clinic it should be rejected ❌ ❌ If everthing is valid but FBP value is exceeded please keep the tickets on hold and approve this ticket in next 26 ❌ months. For managers only. 27 If the Hospital is under CGHS but no prescription but the bills are in the name of the Hospital - Approve ✅ ❌ 28 If only the medical offline / Online bills of are provided without prescription of CGHS ? ❌ The hospital is not in the CGHS list but it is from a dignified hospital while searched on google should we 29 ❌ consider ? 30 Hospital is not found in Google / CGHS can we reject ? No please escalate the ticket. ❌ 31 Name mismtach in the bill - to be validated if its on dependants name. Call users. ❌ 32 Location Mismatch of work and prescription location ✅ 33 If Any health check up is done without CGHS prescription can we consider ? ✅ Approved Rejected Maybe  SOP For Academic, Research and Training Expenses reimbursement Is Present Is Present Is Present 1 Is the FBP Limit available for the month ? ✅ ❌ 2 Invoice Submitted with GST details? ✅ ❌ 3 Is the invoice clearly showing the date of expenditure? 4 Is Bill number /invoice number mentioned in the bill ? ✅ ❌ 5 Is bill a system generated bill? ✅ ❌ 6 Employee Name Should match with the name avaialble in the invoice ✅ ❌ 7 Is the amount availble in the invoice ? ✅ ❌ 8 Submission of the bill before the deadline? (19th of every month) ✅ ❌ 9 Can bills of books can be approved ? ❌ 10 Is the Activity report verified? - Certificate of that course ✅ ❌ 11 Linkedin Premium can be considered if the GST number is available on the invoice ✅ ❌ 12 Any kind of degree, certifications, and courses related to any university ✅ Online courses - Udemy, Coursera, etc., which have a bill and other details. Note: The course does 13 ✅ not depend on validity. 14 Offline Courses - can it be considered if all informations are available ✅ Status Approved Rejected Maybe  SOP For Vehicle Reiumbursement Allowance Is Present Is Present Is Present 1 Invoice Submitted with GST details? if not available please search on Google ✅ ❌ NA 2 If GST number is not available in Online - Reject 3 Is FBP limit available for this month? ✅ ❌ 4 Is invoice number / bill number mentioned in the bill ? ✅ ❌ 5 Is bill a system generated bill? ✅ ❌ 6 If hand written bill is with proper "stamp" & sign then can be approved if GST number is visible. ✅ 7 Date of iinvoice is available and its in the same month / FY? ✅ ❌ 8 Submission of the bill before the deadline? (19th of every month) ✅ ❌ 9 Is the amount available in the invoice ? ✅ ❌ 10 Name of the employee should match with the name in the invoice ✅ ❌ 11 If insurance is paid in that month and if the limit is availble for the total claim it can be approved ✅ If insurance is paid in that month and the limit is not available for the total claim, it can be approved as per the available limit, 12 ✅ and the remaining amount can be approved next month 13 Is the insurance claimed for accidental damaged? ✅ ❌ 14 Is the vehicle expenses reimbursement within the reasonable limits? ( As listed below) ✅ ❌ 15 is the designated vehicle model verified? ✅ ❌ 16 Is the maintenance charge of the vehicle verified? ( As listed below) ✅ ❌ 17 Are toll charges and parking fees included in the reimbursement request, if applicable? ✅ ❌ 18 Is there evidence of regular vehicle maintenance and servicing, such as service records or invoices? ✅ ❌ 19 For Fastag - If the recharged amount transactiion is provided can we consider it ? Like cred / Phonepe / Gpay Status Approved Rejected Maybe SOP For Vehicle Reiumbursement Allowance Is Present Is Present Is Present List Of Items Price Average Conventional Engine Oil 200 to 500 per liter. 400 Synthetic Engine Oil 300 to ₹800 per liter. 500 Oil changing cost 150 150 Tire Inspection 300 300 Fluid Levels 2000 2000 Battery Health 3000-10000 5000 Brake System 1500-7000 3500 Brake Pads (Front or Rear Set) 500-3000 1800 Brake Rotors/Discs (Front Pair) 2000-10000 5000 Brake Calipers (Front or Rear Pair) 2000-8000 5000 Brake Master Cylinder 1000-5000 2500 Brake Wheel Cylinder (Front or Rear Pair) 500-2000 1000 Brake Lines (Set) 500-2000 1000 Brake Fluid (1-liter bottle) 100-500 250 Air Filters 500-2000 1000 Engine Air Filter 300-1500 800 Cabin Air Filter 500-2000 1200 Car wash with foam 1000-2000 1500 Headlight Bulbs (Pair) 500-2000 1200 Tail Light Bulbs (Pair) 500-1000 750 Brake Light Bulbs (Pair) 500-1000 750 Turn Signal Bulbs (Pair) 500-1000 750 Headlight Assembly (Single) 2000-10000 6000 Tail Light Assembly (Single) 1000-5000 3000 Fog Light Assembly (Single) 1000-5000 3000 Indicator Lights (Set) 500 500 Serpentine Belt (Accessory Belt) 500-2000 1200 Timing Belt 1000-5000 2500 Radiator Hose (Upper/Lower) 200-1000 500 SOP For Vehicle Reiumbursement Allowance Is Present Is Present Is Present Heater Hose 100-500 300 Fuel Hose 200 200 Power Steering Hose 500-2000 1200 Air Conditioning (A/C) Hose 1500 1500 Wiper Blades (Pair) 1000 1000 Wiper Arm 1000 1000 Windshield Washer Fluid 200 200 Washer Pump 600 600 Washer Nozzles (Pair) 500 500 Suspension and Steering(Front pairing) 2000-10000 5000 Struts(Front Pair) 4000-15000 7500 Standard Fuel Filter 700 700 Performance Fuel Filter 1500 1500 OEM (Original Equipment Manufacturer) Fuel Filter 1500 1500 Spark Plugs 100-1000 500 Transmission Fluid 300-1500 750 Coolant 500-2000 1000 Drive Belts 500-3000 1500 Tires 2000-15000 7500 Ultra-High Performance Tires 20000 20000 Stock/Factory Exhaust System 14000 14000 Aftermarket Exhaust System 30000 30000 High-Performance Exhaust System 60000 60000 Wheel Alignment 500-2500 1250 Wheel Bearings 500-2500 1250 Exterior Care 900-3500 1750 Interior Care 700-3000 1500 Spare Tire 2500-15000 7500 Radiator Cap 100-500 250 Thermostat 500-2000 1000 PCV (Positive Crankcase Ventilation) Valve 500-2000 1000 Ignition Coils 500-3000 1500 Catalytic Converter 2000-10000 5000 SOP For Vehicle Reiumbursement Allowance Is Present Is Present Is Present Engine Mounts 500-3000 1500 Tie Rod Ends 500-2000 1000 Protective Coverings(seat cover) 1500-7000 3500 Car servicing 15000-30000 25000  SOP For Driver Reiumbursement Allowance Is Present Is Present Is Present 1 Is the Agreement/contract done with the driver? ✅ ❌ 2 Is the FBP Limit available for this month ? ✅ ❌ 3 Is the Transaction id (screenshot) includes the name of the driver and owner along with the date ? ✅ ❌ 4 Submission of the "Proof" before the deadline? (19th of every month) ✅ ❌ 5 Is employee working from home? ✅ ❌ 6 Are any additional expenses incurred during driver duty, such as meals or accommodation, justified with a valid business purpose? ❌ ❌ ❌ 7 Since GST number will not be available - we can add the dummy GST Number in CMS Status Approved Rejected Maybe  SOP For Children Education Expenses reimbursement Is Present Is Present Is Present 1 Invoice Submitted with GST details? 2 Is the bill date same as FBP Month? ✅ ❌ 3 Is Bill number / Invoice ID mentioned in the bill ? ✅ ❌ 4 Is bill a system generated bill? ✅ ❌ 5 Is FBP limit available for this month? ✅ ❌ 6 Submission of the bill before the deadline? (19th of every month) ✅ ❌ 7 Even if the bill is submitted more than Rs.100 the maximum claim can be Rs.100 ✅ ❌ 8 9 Is this cover expenses related to the academic, extracurricular, and developmental needs of employees' children? ✅ ❌ 10 Is the nature of expense shows the Eligible expenses(tuition fees, school supplies, textbooks, educational technology)? ✅ ❌ 11 Is the invoice of extracurricular activity fees, and educational workshops or programs verified? ✅ ❌ 12 Is the invoice clearly indicate the date mention on it? ✅ ❌ 13 Can Uniform fees be considered ? 14 GST numbers are not available in the recepit and also on Google can we add dummy GST nummber ? 15 If there are 2 children how to proceed ? 16 How to find the dependants list to validate the name of the child? Approved Rejected Maybe  SOP For Children Education Expenses reimbursement Is Present Is Present Is Present 1 Invoice Submitted with GST details? If not search for the same in Google ✅ ❌ 2 If GST number is not found - then reject ❌ 3 Is the bill date same as FBP Month? ✅ ❌ 4 Is Bill number / Invoice ID mentioned in the bill ? ✅ ❌ 5 Is bill a system generated bill? ✅ ❌ 6 If it is a handwritten bill, Stamp and Signature and GST details should be available if not reject ✅ ❌ 7 Is FBP limit available for this month? ✅ ❌ 8 Submission of the bill before the deadline? (19th of every month) ✅ ❌ 9 Even if the bill is submitted more than Rs.300 the maximum claim can be Rs.300 ✅ ❌ 10 If only the UPI transaction screenshot is shared, validate the name of the vendor in Google if available approve the claim ✅ 11 For UPI payments if GST number is not available - reject the claim ❌ ❌ Approved Rejected Maybe  SOP For Children Education Expenses reimbursement Is Present Is Present Is Present 1 Invoice Submitted with GST details? 2 Is the bill date same as FBP Month? ✅ ❌ 3 Is Bill number / Invoice ID mentioned in the bill ? ✅ ❌ 4 Is bill a system generated bill? ✅ ❌ 5 Is FBP limit available for this month? ✅ ❌ 6 Submission of the bill before the deadline? (19th of every month) ✅ ❌ 7 Is that a offline Pruchase ❌ 8 Gifting himself / herself from offline store ❌ Status Approved Rejected Maybe