The guide
How the reimbursement calculator works
What the reimbursement calculator does
Add up to three itemised expense claims and get the total you are owed. It is a quick sanity check before you submit a claim, or before you approve one: travel, meals, phone, home-office equipment, client entertainment, anything your policy allows an employee to spend and recover.
How the calculation works
Total reimbursement = claim 1 + claim 2 + claim 3. There is no cap, tax treatment or policy rule applied; the calculator assumes every line is approved in full. For claims with more than three lines, group them by category first (all travel in one line, all meals in another) and enter the subtotals.
Worked example
A two-day client visit: flights ₹5,000, hotel ₹3,200, meals ₹0 because the client hosted. Total reimbursement ₹8,200. If your policy caps hotel at ₹3,000 a night, the approved total would be ₹8,000, so enter the capped figure to see what will actually be paid.
What a good reimbursement policy states
Which categories are claimable and which are not. Per-item and per-day caps, by city tier if relevant. What proof is required, usually an original invoice or receipt with GST details where applicable. The submission window, commonly 30 days from the expense date. Who approves, and the payment cycle, usually with the next payroll. springhire's policy generator has a ready-made expense reimbursement policy you can adapt.
Tax treatment in brief
Genuine business expense reimbursements against bills are generally not taxable as salary in India. Fixed allowances paid regardless of bills, or amounts above what is actually spent, are treated differently. This calculator does not apply any tax rule; check with payroll for your company's approach.
