Travel expenses per km basis

This query is : Resolved

Rajiv (Querist)
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26 January 2010 We run Internet based web portals. Most of the portals provide information about businesses, places of interest etc. For this we have to travel around locally and sometimes out of town. When we do travel locally it is with our own vehicles (cars or 2-wheelers) to gather information, interview people etc.

How do we reimburse the expenses. Since this is not a point-to-point travel and an employee may travel to several areas in a single day, reimbursement on a per km basis is the easiest. How can we reimburse our employees and how do we account for it.

Thanks for your help

Bimal Thacker

Bimal Thacker (Expert)
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26 January 2010 I understood that the employee uses their own vehicle and fuel. It is easiest way to pay per K.M. basis on the basis of declaration of employee on his visit report. For proper documenting the details of places visited and total K.M. travels should be mention and you can pay as per rule of the company/firm per K.M. on payment voucher supported by employee declaration. Such expenses should be booked as conveyance expenses.