Claim Processing –

Guidelines
BTL Marketing claims

 All claims should have prior approval of expense before activity from appropriate
authority ( Zonal Head/SVP) , Claims send by you without approval will not be entertained
 In case of reimbursement of expanse towards any activities, bill should be raised in ratio of
expense in accordance to approval from appropriate authority.
 Proper GST bill should be enclosed with Claims .
 All claims should be reviewed and signed by Zonal Head , In case of Zonal Head is
travelling claims copy can be send to him on mail for approval and physical claim copy
can be send to me .
 All expense should be negotiated well by you before sending to us .
 Details of enquires generated should be mentioned with claims post closure of activiety.
Claim Processing – In barter case / Lottery case /or for
Sponsoring the event winner

 If we are doing any Barter deal with any organization / Mall or sponsoring of bike .Please follow
the process as follows :
 Proper approval for barter deal is required . In case of we are giving the Bike free , we have to collect
the Gift tax( any tax applicable)+ RTO + Insurance from winner /company
 Claim should come to us with Tax receipt +Insurance copy + RTO tax copy
 For Claim of Bike cost , Dealers has to raise the invoice back to UML @ Rate of bike invoiced to Dealers
from UML ( In such cases dealers margin will not be added for claim)
 Photograph of Bike along with winner is required along with photograph of activity.
In case we are giving Bike Free for Display to CAFÉ etc
 Receiving of Bike with Photograph to whom we are handing over the bike for display
 Receiving of Bike on letter head mentioning Chassis no & Engine no with HANDOVER confirmation FROM
AUTHORIZED SIGNATORY stating from today onward you will be sole responsible in case if any thing
happens by this bike to any one and UML should not be part of any legal case
Claim Process – In cases of Ride

 Approval of ride should be taken before the ride mentioning the cost with
Proper Bifurcation of cost line i.e cost of Breakfast , petrol etc
 Details of Riders attended the Ride details should be given
 If we involving any agency to support the ride , bill should be proper with
GST as we claim the input credit POST IMPLEMENTATION OF GST
 Photograph of rides should be attached with Claim form
 In invoice cost Tax Ratio should be divided in ratio of Approval of % age
of sharing of event between UML & Dealer
Claim Process for News Paper add

 Prior approval of news Paper ad to be taken from respective approving

authority
 Ad design should be approved by UML Marketing Head – Mr Sushant
 Paper ad copy should be attached with claim
 Claim should be invoiced back to UML in ratio of sharing for cost and
Sharing in Tax
 Invoice from Add agency to dealers , if cost is shared among the dealers ,
sharing details should be mentioned
 Cost should be properly negotiated with ad agency
Monthly Scheme related /Exchange scheme claims

 Price Protection Related : This will be done centrally basis on DMS details
no deviation .
 Scheme Related : we will pass all the claims centrally on basis of DMS
data
 Exchange Scheme – Details of exchange cases need to be send with
claim voucher duly signed and confirmed by Zonal Head
 Customer Signature on prescribed format along with Signature proof of
customer. Claim without proper documentation will be rejected
 All claims should have customer mobile no , Central claim team will verify with
customer if need be
Product Launches Related / New Product RTO
registration related

 All claims related to product launches need to be Invoiced back to UML

in claim format provided by UML- Claim format is very important.
 New Product RTO registration claims should be send back to us in claim
format with copy of RTO approval and fee receipt of RTO
Buy Back related

 In Case of any buy back from customer , Prior approval from Senior Vice
President is must
 Customer Purchase price need to be mentioned in approval mail from
SVP
 Transfer for need to get signed from customer from whom we are taking
buy back
FSC Claim Processing Steps

 Submit your FSC claims in DMS

 Get your FSC claims approved by Service Engineer in DMS same month
 Generate FSC claim invoice selecting the data for 1st to 31st of same month, if Invoice
generated is not of same month , it will be rejected
 Take the Printout of invoice and post signing and stamp send to UML HO –In name of Sunil
Nayak , latest by 7th of next Month . Sunil Nayak will validate all FSC claims latest by 12th of
Month.
 Claims not send > 7th of corresponding months will be rejected
 DMS SIGNED COPY , MUST SEND TO HO , else claim will not be processed
FSC Claim Process flow

Claim Submission>>>> Claim approved By service Engg.>>>Generate Invoice>>>>Print

invoice & send to HO with signed
C(1~31) (1~31) (1~31) (1~31)

 FSC Amount is paid on Labour charges which has impacted on GST for. So no claim will
be entertained not following the claim process .
 Account Team has right to reject claim , if claim process are not following the process.
So please go through process properly.
 We already settled your FSC claim from Feb to June 2018. So no Invoice copy required
for this period.
General Guidelines

 All claims –where we are doing invoicing back to UML follow the format of
Tax invoice format already provided to you all . Amount and Bills and Tax
should be shared in ratio of agreed event or expense share ratio. This is
very important as post GST invoice to invoice tax gets knocked off- a
separate mail is send to you ,dated 10/07/2018 with example
 All scheme related Claims should be shared in Marketing claim
format.Marking Mails to Mr. Sunil Nayak
 Scheme related documentation should be followed.
 Marketing Claim format and Invoice formats