ORAVEL STAYS PRIVATE LIMITED

POLICY NAME TRAVEL AND EXPENSE POLICY

POLICY OWNER HR & FINANCE TEAM
EFFECTIVE DATE 21 SEPT, 2018
POLICY VERSION 1.7
APPLICABILITY ALL OYO EMPLOYEES
GENERAL GUIDELINES

● All expense claims must be submitted after the expense is incurred, upto 3rd of the subsequent month; as per the guidelines mentioned in
this policy. Multiple expense claims can be submitted in one month. However, it is not possible to claim expenses post the above
mentioned timeline.

● Reporting managers must review all expenses with receipts before approving the claims online. All claims will also be reviewed by the
reimbursments team and any policy violations will be reported to OFC for investigation.

● Reporting manager and Hub accountants should ensure that their team members understand the Expense policy and guidelines.

● Any exceptions will need to be approved by CXOs/SVPs (Band 8/7/6B).

INTER CITY TRIPS
Travel
● You are advised to travel between 7 PM and 10 AM to utilize maximum business hours (For safety reasons, women employees are advised
to plan their travel such that arrival is before 9 PM and departure is post 7 AM)
● The mode of transport can be decided based on the journey duration as mentioned below -

Journey Duration by Road/Rail Mode of transport

8 hours or less Train - 2nd AC or below, Bus – AC/Volvo
More than 8 Hours Flight - Economy Class

● You can make train and bus bookings at your own expense and reimburse the same through Happay.
● All flight bookings should be made through the Travel desk (traveldesk@oyorooms.com) post approval from respective approving
authorities.
● You must plan your travel at least 5 days in advance to ensure reasonable flight prices.
● You can use metered taxis for travelling between Airport and home/office while on a business trip and claim reimbursements for the same.
● Self-owned cars / Taxis should not be used for intercity travel unless it is more economical than travelling by Bus/Train (e.g. if more than 2
employees are travelling together)
● Travel related expenses like State Taxes/ Tolls/ Parking charges can also be reimbursed with submission of original hard copies.
● Delhi-NCR will be considered as one city and travel within this area will not be considered as Inter City Travel.
INTER CITY TRIPS
Accommodation

● All stay bookings should be made through the Corporate Toggle in the OYO App. In case you are unable to book on the app due to any
technical/login issues, you can request the Travel desk to help with the booking. OTH and Flagship properties should be preferred if they
are within the budget recommended for the city. You are advised to choose OYO properties as per the below budget guidelines -

City Category Single Occupancy (INR) Double Occupancy (INR)

Mumbai Up To 2,700 Up To 3,500
Other Metros* Up To 2,000 Up To 2,700
Rest of India Up To 1,500 Up To 2,300

* Delhi NCR/Chennai/Kolkata/Bangalore/Goa/Hyderabad/Jaipur/Ahmedabad

● In cities where OYO is not present, you can book accommodation in a Non-OYO up to the limit of INR 1,800/day (for single occupancy).

● In exceptional cases, if you book an OYO property yourself instead of booking through the Travel Desk; please ensure that the booking is
within the recommended budget. You can claim reimbursement for this expense on the expense management tool.

● In case you extend a business trip, you will need to submit the required approvals again for additional bookings.

● Early check-in and late check-out will be subject to availability. Any additional charges are reimbursable and will not be made
complimentary by Travel Desk.

● If you choose to stay with family or friends during your trip instead of an OYO property, you will be eligible to claim per diem of INR 500 per
day without submitting any bills.
INTER CITY TRIPS

Exceptions

1. The following cases will need an exception approval from approving authorities outlined in Slide 7 -
 Tickets which need to be booked within 5 days of travel date.

 Any one way air fare of more than INR 6,000.

 Use of self-owned cars / taxis for inter city travel.

2. If you are accompanied by your dependents for official trips, stay or travel arrangements for them will not be done by Travel Desk.

3. Approval from respective HRBP will be required for all induction related bookings and reimbursements.

4. Travel, accommodation and per diem requests for the following will be booked as per the below approval matrix and will not require
exception approval from the function head :

 OSI Training for HM & GRE – lasts up to 19 days including week offs; Approving Authority – OSI Training Head/ Flagship HRBP

 OSI Training for Trainers & Auditors – lasts up to 30 days including week offs; Approving Authority – OSI Training Head/ Flagship HRBP

 Rover profiles in Launch & Pre-Launch teams in Flagship: travel and stay for OTH Launches – lasts up to 60 days including week offs;
Approving Authority – Central Transformation Head
INTER CITY TRIPS

Daily Allowance or Per Diem

● You will be eligible for a per day allowance for the duration of your trip to cover food, laundry and other personal expenses during inter
city trips -

Travel Category Per Diem Eligibility /Per Day (INR)

Induction/Training in Regional/Corporate Office INR 300
(where meals are provided)
Others INR 500

● After the trip, you can claim the the daily allowance for each day separately on the expense management tool. Approval mail of the trip
needs to be attached for the same. No bills are required to claim this expense.

● If you extend a business trip to include personal holiday/vacation, per diem will not be applicable for the duration so extended.

● Local conveyance can be reimbursed in addition as per the Intra-city expense guidelines.
TRAVEL DESK

All flight and accommodation bookings should be made through the Travel Desk and the Corporate Portal/OYO for Business App respectively.
In case, you are facing any technical trouble or are awaiting access of the self service portals, please send the following details along with
required approvals to traveldesk@oyorooms.com

Flight Full Name | Gender | Age | Mobile No | Date, Location and Preferred time of to and fro travel

Accommodation Full Name | Mobile No. | Booking date | Duration of stay

Approval Matrix for Travel and Accommodation bookings

Role/Team Accommodation & Flights Exception Approval

Sales Head for MM teams

Region Head /
City teams Zone Head/ P&L Head for OYO Homes/Living teams
Regional HR Head
Hub Head for all other roles

Hub Head Region Head

Region Heads Self Approved

Corporate | Technology Teams Reporting/Skip Level Manager (Band 5A and above) Function Head
outside Corporate Office Reporting Manager for Band 5A employees (Band 6 and above)

Function Heads (Band 5B and above) Self Approved CXOs

VP and CXOs (Band 6 and above) Self Approved

INTRA CITY TRAVEL

● You can use your personal vehicle for official travel and claim reimbursement of INR 4/KM for 2-wheelers and INR 7/KM for 4
wheelers.

● A date wise log is required to be submitted in the expense management tool to claim as per above stated mileage.
● You can also claim Travel related expenses like Toll and Parking charges with submission of original hard copies.

● Any expense for travel from residence to office/area of operations and vice versa is not eligible for reimburement.

● When you travel by public transport, your expense claim should be supported by a date wise log including kms and price charged for
each trip.
● No bills are required for trips costing less than INR 150/- using autos/buses/local trains/unmetered taxis.

● If you use metered taxis like Ola/ Uber, you can attach e-reciept in the expense management tool. Hard copies need not be submitted
to claim these reimbursements.

● Daily Allowance or Per Diem is not applicable for the duration of your intra-city travel
SHORT/LONG TERM ASSIGNMENTS

Relocation Short-Term Long-Term Assignments

Category Assignments

Duration Up to 30 days 31 – 120 days

• Company Guest Houses/ OYO Properties (including OTH, SMART and OYO Homes)/ Rented
Accommodation/ PG - with per month rentals up to INR 12,000 per month ( upto INR 18,000 per
month for Mumbai )
Same as inter-
Accommodation • If you are staying in a rented /PG accommodation, you can take advance/imprest to pay for the
city travel policy
deposit. The same will be deducted from expense claims at the time of settlement.
• In case if advance value is higher than the expense, refund needs to be deposited with the Hub
accountant/Central Reimbursement Team

Per Diem INR 500 per day

Travel Same as intra-city travel guidelines

MOBILE REIMBURSEMENTS

● You can reimburse up to 80% of your mobile bill amount up to a maximum of INR 600/-. It is your responsibility to split the bill amount
for official and personal usage based on your judgement and file for official usage only.

● Use of postpaid unlimited calling plans is recommended

● International calling expenses will not be reimbursed unless specifically approved by the Function Head with business justification.

● Late payment charges will not be reimbursed and you are responsible to settle your bill with the service provider on time.

● You must attach a copy of the bill when you claim this expense through the expense management tool as per the standard process.

● All calling profiles (including but not limited to OTA, Owner Engagement teams) which use company phones for official calls are not
eligible for mobile reimbursements.
TEAM EVENTS

● We encourage managers to invest in team events like end of project celebrations and team building activities. Managers have a budget of
INR 1500 per employee per quarter towards team events including birthday, work anniversary and farewell celebrations.

● Caution should be exercised that the expenses are within the available budget.

● This is a quarterly budget and will lapse if not utilized within the quarter. Hence, unutilized budget cannot be carry forwarded to the next
quarter.

● A list of attendees must also be included with the expense submission. Alcohol expenses can be reimbursed in this category.

● Bills for team events are preferred in the name of the Company, Oravel Stays Pvt. Ltd.
REPORTING OF EXPENSES
● All travel related expenses should be submitted through the Online Expense Management tool.

● All claims must be submitted after each trip or upto 3rd of the subsequent month.

● All the expenses / invoices should be entered date wise along with soft copy of bills at the time of expense claim submission

● Any declined expenses must be re-submitted within 15 days from the date of expense claim rejection.

● Print out of expense coversheet along with the original receipts should to be sent to the T&E Mailroom address: T&E Mailroom, 9th
floor, Spaze Palazo, Sector 69, Gurgaon, Haryana – 122018

● If you are located in the hub/region office, you are advised to send your hard copies of bills to your respective Regional / Hub accountants
who will send the same on a periodic basis to the T&E Mailroom.

● Below table summarizes requirements of bills for various kinds of expenses -

No Bills required Only E-Receipts required Hard Copy bills required

Mileage Claims, Per Diem Claims Uber, OLA For all other modes of travel where one
way trip bill amount is more than INR 150

Auto/Bus/Local trains/unmetered taxis where one Mobile Bills

way trip amount is less than INR. 150 For All other expenses
NON-REIMBURSABLE (under employee’s personal expenses)

● Contributions to Charities and Non-Profit Organizations.

● Loss or theft of personal property, cash advances, personal funds or tickets.
● Excess baggage fee for personal luggage.
● Any Software/Hardware/Pen-drive or anything related cost or maintannce charges of IT related accessories.
● Membership fee for airline, hotel, rental vehicle and frequent flyer clubs.
● Parking fine/traffic violations.
● Personal credit card fee.
● Monthly newspaper, milk, water, disposal glasses, cups & office maintanance expenses.
● Medical/medicine expenses.
● Personal entertainment or recreational items (e.g., magazines, books, movies, spa)
● In-room movies during hotel stays or charges for in-flight movies on airlines
● Photo shoot expenses.
● Office phone, internet and electricity charges.