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Middle East Staffs Reimbursement

Middle East staffs reimbursement

Please pay back all borrowed fund, then you can appy new fund application, or it will be rejected by financial dep.

1.Account dep. Notification
According to the requirements of accrual-based financial accounting, to ensure that the actual incurred expenses and expenditures of the company's departments can be recorded in a timely manner, to improve the accuracy and timeliness of financial data, and to enhance the efficiency of expense reimbursement, it is stipulated as follows for the expenses that have been incurred without reimbursement/payment in 2023:

1. Current expenses do not cross years and expenses incurred in the same month do not cross months. For expenses incurred in each month, the parties concerned shall, at the latest, after the expenses are actually incurred or after the corresponding invoices are obtained, submit the documents and apply for reimbursement in accordance with the financial requirements by the end of the next month.

2. For expenses incurred in 2023 and not yet applied for, it is required to submit the documents before December 25, 2023 at the latest. If the documents have not been submitted under special circumstances, they should be submitted to the Finance Office before 6:00 p.m. on Thursday, December 28, 2023 for reimbursement, submitted to the Finance Department by 6:00 p.m. for expense withholding by the Finance Department. (FY 2023 reimbursements that have been submitted with an Inventory must be reimbursed in January 2024.) No reimbursement will be made after the unexcused late date.

3. The documents are: "Payment Request Form", "Travel Expense Reimbursement Form".

4. The submission of content: unaudited expenses are required to be listed (including OA has been submitted but paper documents have not been submitted or paper has been submitted but the OA process has not been to the financial node)

5. The way of submission: the regional assistant collect all the forms according to the cost accounting company, summarized and sent to my email.
2. Middle East Reimbursement Stardard
Summary of information about employees borrowing money for business trips:

Requirement: Borrowing must eliminate previous borrowing records.
Repayment method: Submit the "Payment Application Form" according to the requirements for reimbursement of travel expenses, write down the details of various reimbursements (such as air tickets, transportation expenses, gas expenses, accommodation expenses, food subsidies, communication expenses, etc.), and submit the corresponding invoices . If there is no invoice, no reimbursement will be made. Enter the loan amount in the pre-loan field and the system will automatically deduct it.

Note: If the employee's business trip invoices are not complete and the loan amount cannot be fully settled, the finance department may deduct wages to offset the unsettled loan.

When reviewing employee loan orders, check the loan amount in conjunction with their business trip application form, business trip time and travel expenses. Finance will also strengthen its review of this.
3. Reimbursement Form Download

Please claim Traveling place, purpose, client names and other explanations clearly and use local currency for your reimbursement.

4.Prepare All Invoices For Your Reimbursement

Please make sure that you can get all invoices, or financial dep. won’t handle it. It is really strict in China. Tax authority has the requirement

5.Submit payment Application On OA System
Attention please! Before you submit payment application, make sure that you have submitted business trip application for business trip or dep. affair claim for other matters

The loan amount applied for a business trip must match the amount on the business trip order; previous loan records must be deleted before a new loan application is submitted; reimbursement must have an invoice.

a. Access OA System

b. Select icon below

c. Fill in Payment Application Process

d. Please note that if loca employees have signed contract with HK company, on supplier column, ” supplier ” should be chosen.

e. Please note that if you need to borrow fund in advance on payment application, ” Payment In advance” should be chosen, or it will be returned back

f. in the application, reimbursement contents should be same with reimbursement form strictly.

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