Expenses & Travel Reimbursement

When you have incurred expenses, they will be reimbursed, subject to approval by peer vetting.

  • Team members traveling on Axelerant's behalf should do so in a convenient, cost-effective manner.

    • Event and travel-related reimbursements should have leadership approval.

  • Team members will be reimbursed for expenses incurred on Axelerant's behalf promptly upon submission and approval by peer vetting.

    • Expenses not requested within 45 days of their occurrence may forfeit reimbursement.

  • Axelerant's checklist: International travel made easy

  • Plan to reduce effort and expenses

  • Do your best to ensure receipts exists of every expenditure.

In short, always act in Axelerant’s best interest when spending its money, to have no reimbursement concerns.

I want a subscription to…

Please contact People Management via the Help Desk to request our setting up direct payment for services or subscriptions or acquiring a one-time use credit card number. You should then send invoices to accounts@axelerant.com.

How do I do submit a reimbursement request?

  • For folks in India, use Zoho Expense for submitting your expense reimbursement claims.

  • For the rest of our team members, use Xero.com.

  • Travel and lodging expenses will be based on actual costs

  • Anciliary spending would be reimbursed based on peer vetting

  • After expense reimbursement submission, the @admin-team will…

    • Review, validate, and identify expense repayment status as approved, rejected, or adjusted.

    • All reimbursement claims on or before the 13th of the month are processed and finalized on the 14th of each month.

      • When the 14th is a holiday, then preparation by the last working day before the 14th.

    • After approvals, the reimbursements are paid out on the 15th of each month

      • When the 15th is a holiday, then preparation by the last working day before 15th

Accommodation Costs 

  • Lodging choices should meet the assignment requirements for security, communications, and location—while not being classified as exclusive or luxurious.

  • Search via Airbnb or a relevant system for a comfortable accommodation in your area

  • Go for Twin-sharing rooms instead of single rooms when travelling with a group

Air & Rail Travel

  • Economy class or second class should be used on all routes

  • Team members can elect to upgrade class at any time when they pay the cost difference between the class fare on their ticket

  • When a lesser expensive overnight train travel can cover the journey, the team member should take it

Association & Membership Fees

  • We encourage you to join relevant associations for your career. I.e., Drupal Association

  • In some cases, Axelerant may require reasonably demonstrated contributions for fee coverage.

Certification Testing

  • Axelerant will fully cover the first two certification testing attempts and 50% of the third. No further reimbursement is possible.

Miscellaneous Expenses

  • Excess baggage charges, except for specific Axelerant purposes, will be on travelers.

  • Entertainment expenses require peer vetting.

  • Necessary COVID or pandemic-related testing fees

  • Necessary insurance costs for international travel or rental cars. 

Other Transportation

  • Taxis and Cabs

    • Taxicab usage is permitted while traveling for event purposes between events, meals, and lodging and return.

  • Opt for reasonable rental or transportation cost

    • Corporate account for car rentals: Enterprise/National XZ10AXL

  • Personal Vehicle

    • Team members may use their vehicles on business trips

    • Carpool to keep overall trip expenses reduced

    • Axelerant will reimburse fuel and toll fees

    • Private vehicle travel costs should be less than the combined transportation fare of all personal vehicle travelers.

Per Diem Allowance

While traveling for work, there are often many unplanned miscellaneous expenses. Therefore, all team members are eligible for a daily INR 1500/USD 30 per diem allowance.

Per diem allowance can be for meals, snacks, transportation like taxis, and other relevant minor travel expenses beyond accommodation and travel fares. The per diem allowance is a reimbursable expense and requires receipts as per How do I do submit a reimbursement request?

Typical not reimbursed expenses

For special consideration, ask for peer vetting to gain reimbursement approval.

  • Boarding fees for pets

  • Babysitting fees

  • Commuting between home and office

  • Traffic or parking tickets unrelated to Axelerant

  • Frequent traveler program fees

  • Navigational systems in hire cars

  • Airline club membership fees, premium lounge expenses

  • In-room movies, entertainment, etc.

  • Personal items lost, stolen, or damaged while traveling.

  • Medications or prescriptions, travel kits

  • Transportation, duties, taxes, or other fees associated with non-Axelerant shipments

Are there exceptions?

Any exceptions will be evaluated on a case-by-case basis through peer vetting.

Please contact People Management via the Help Desk to request further assistance.