Our Reimbursement, Payments, and Financial Policies | One Future Collective

This policy draft is adapted from the internal policy infrastructure applicable at One Future Collective and is made publicly accessible in the interest of our mission to build safe, just, and inclusive workplaces for all. If you are an organisation curious to know more about how to build socially just workplaces, we invite you to use and adapt these policies to make them relevant to your context. If you have used any of our policies, we request you to please credit us. 

You can know more about us, our journey, how we work, and our commitment to Nurturing Radical Kindness through our internal organisational Manifesto: Sunflowers.  We would also love to hear from you – if you have any feedback, questions, or comments, please feel free to use this form. 

Some guidance on using this policy:

We understand that each organisation is distinctly placed, works in different contexts, and within diverse realities and organisational policies have to be resilient and responsive to these contexts. In this background, we would like to share the following guidance for your reference:

1. All the segments marked in yellow and/or left blank are spaces for you to update with details which are relevant to your organisational contexts. 
2. The entire policy may not be applicable as it is – please treat this as an invitation to adapt parts of it to better suit your demands. 
3. The policies are developed in the context of the legal obligations, politics, and resources available to One Future Collective. Whenever you are developing your organisational policies, please ensure that you are conducting your own due diligence in relation to compliance and other obligations that you may have to adhere to. 
4. Some key identifying information and details about processes unique to our organisation are anonymised from the drafts below for reasons of privacy and confidentiality. 

In case you would like to reach out to us to get to know more about a policy or are feeling a bit stuck, please don’t hesitate to reach out to us at info@onefuturecollective.org. 

Our Reimbursement, Payments, and Financial Policies

Date of adoption	_____________________
Date of review	_____________________
Policy Holder	_____________________
Queries	_____________________

1) Purpose

This policy is to provide all employees with information on financial policies, benefits and other pay-related details available to them. 

2) Applicability 

1. This policy covers all permanent employees of <Name of Organisation>. It does not apply to interns or project-based consultants who have specific employment-related conditions. 
2. The same band of reimbursement applies irrespective of your position at the organisation. 
3. This policy should be read along with the Hybrid Work Policy. 

3) Benefits available to all employees 
1. General rules 

1. These benefits can be availed by an employee under the circumstances defined for different policies. 
2. If the employee avails of these benefits and leaves before completing a year of work at <Name of Organisation>, these benefits will be deducted against their final payments. 
3. Benefit requests have to be pre-approved by the <add relevant personnel detail> before a claim can be raised. 

2. Medical benefits 

1. Each employee is covered by health and accident insurance along with added telehealth benefits. Our current insurance partners are <add details of insurance platform and providers>
2. Details of each of this is available on the team member’s respective portal on Plum Insurance. They are as follows:
   1. Sum insured for health insurance:  <__________>
   2. Sum insured for Personal accident insurance:  <__________>
   3. There are also added benefits which include  <__________>
3. If you are facing any issues accessing your Insurance, please reach out to us at <add relevant detail>

4) Salaries and payment policies 

1. All salaries are processed by the <insert date> of the month for the previous month. 
2. Salaries for the previous month will be processed on a pro-rata basis and after any other deductions. 
3. Variable pay is paid to all employees at the end of completion of 1 year of employment at <Name of Organisation>. Variable pay is paid on the condition that all KPIs are met by the employee. In the event any KPIs are not met with, the employee will not be entitled to any variable pay. 
4. Salaries are processed automatically and do not need an invoice or any monthly billing. 
5. Annual professional fees of <_____> are deducted for every employee and TDS may be deducted as necessary. 
6. Salary brackets for roles are as follows: <Add salary breakdown across levels using the format below

Designation	Level	Salaries [INR]
[Example] CEO	L10	_________

5) Reimbursement Policy 

The reimbursement policy is meant to ensure that employees do not have to incur personal expenses at work. The policy is drafted keeping in mind that we are a small and young organisation and work with limited resources. 

1. General 

• For any reimbursement, bills are a mandatory requirement. Please ensure that you keep all bills necessary. 
• You can raise reimbursement requests as per what is allowed in this policy <add details of process to raise request for reimbursement> 
• You need to raise an invoice for reimbursements in the given format with attached bills by the last day of each month. 
• Reimbursement Voucher/Stipend format: <add format>  
• Reimbursements are processed on the <add date> of each month for bills of the previous month.
• Any vouchers that come in after the last day of any month will not be reimbursed. If you are on leave on that day  or the days before that, send your voucher before you go on leave. 
• In case of any payment-related queries, please email <add relevant detail>.  

2. Advance instead of reimbursement 

• If you need an advance before an expense has occurred or an earlier reimbursement (over _______ INR), please email your <add relevant personnel> at least 48 hours prior to such expense or reimbursement request.

3. Types of reimbursement available

1. Conveyance-related reimbursements policy [within the city you are located in]

• You won’t be paid additionally for conveyance where local travel or a percentage of local travel is part of your job description. 
• In instances where you are travelling beyond the percentage of local travel that is part of your role, you are eligible for travel related reimbursement provided that you use public transport by way of local trains, buses and minimum fare local cabs [Not Uber or Ola or other cab aggregators] and rickshaws. 
• While claiming reimbursement for such travel, you are required to disclose the details of areas that you are travelling from and to. The amount of reimbursement for such travel will be approved on a case to case basis taking into account the standard fare payable depending on the mode of travel and the distance travelled.
• Other modes of transport [such as Uber, Ola, or cab aggregators] will be reimbursed only in absolutely necessary cases. You are expected to email your reporting manager to check on this before undertaking the expense. 

2. Food-related reimbursements policy

• <add amount> INR is reimbursed for food for every 4 hours that you are out on field for work on presentation of bills only beyond in-person work required for your role as per the Hybrid Work Policy. 
• In case you are at locations where <add amount> INR is not feasible, slight deviations from this amount are alright [<add amount> INR]. If this is happening on a regular basis, kindly check in beforehand with your reporting manager. 

3. Inter-City Travel and food related reimbursement policy

• The reimbursements for inter-city travel, food, and accommodation will be calculated as per the Hybrid Work Policy. 

6) Details of financial interactions with external parties 

1. Agreements 

• We need a written agreement before we start work with any client. 
• For in-kind partnerships this can be via email. However, for any partnership where money is involved, where the partnership is for more than one event and long-term work is involved, a written agreement is necessary. 
• The <add relevant detail> is the point of contact for helping you draft any agreement. You need to share all details of the partnership in an email with them  to receive an agreement. 

2. Invoices

• In order to generate any invoices, reach out to <add relevant information>.
• We don’t start any work for an external person without the first payment (not less than <_____> of the partnership value). However, there may be some cases where staggered payments are not possible to be made. In such cases, it may be alright to go ahead with a one time payment post the completion of the deliverables. Please ensure that in such cases, prior approval by the <add relevant detail> is mandatory.