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Disclaimer: The following policy is intended as guidelines only and is subject to change at the sole discretion of The Hub Bengaluru x Safina Ventures at any given point in time. The Hub Bengaluru reserves the right to modify or rescind any of the terms and provisions to any of the below policy if it should become necessary or advisable. Such a change would not affect any individual receiving those benefits at the time and such updated policy shall govern the relation between The Hub Bengaluru and its team members.

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🎯 Objective

This document outlines what expenses are eligible for reimbursement, documentation required, the approval workflow, and payout timelines at The Hub Bengaluru.

⚖️ Eligibility

• Applies to everyone at The Hub: internal team, consultants, freelancers, and interns where specified.

🔭 Scope

This policy covers day‑to‑day operational expenses incurred for business purposes, including food during extended work, local travel for work, and approved equipment. It does not cover personal expenses or non‑business use.

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🎲 Types of Expenses

Below are the primary categories covered under this policy. Leads must plan work to avoid unnecessary or last‑minute expenses and ensure approvals are in place where required.

• Food – Reimbursable under defined caps when working beyond official hours for pre‑scheduled work.
• Travel – Work travel between The Hub and client sites. Digital receipts required.
• Equipment – Generally procured via company account. Personal purchases are not reimbursable unless explicitly pre‑approved. </aside>

📌 Process to claim reimbursements

• For any expenses beyond standard limits or outside routine categories, get written approval from People & Culture before submitting.
• Submit the claim on Razorpay with valid, itemised receipts within 7 days of the expense.

🍽️ Food

• Meal cap: ₹250 per person per meal.
• Pre‑scheduled work beyond official hours (11:00 am – 8:00 pm) for meetings, events, or deliverables is eligible up to the cap. Any amount above requires prior written manager approval.
• Receipts must clearly show the vendor’s name, date, and itemised bill. Only itemised bill snapshots are accepted — screenshots of bank apps or statements will not be reimbursed.

🚕 Travel

• Applicable for work travel to and from client sites and The Hub.
• A digital receipt must be submitted and must show vendor name, date, and full fare breakdown.