Company expense reimbursement system and process

Company expense reimbursement system and processIt refers to the content produced in order to strengthen the company's internal management and standardize the company's financial reimbursement behavior. The company's expense reimbursement system and process are to reasonably control the company's expense expenditures. The free version of the company's expense reimbursement system and process is provided by Huajun Software Park for free download. The source file is in docx format, which is convenient for users to edit by themselves.

Company expense reimbursement system and process content

Daily expenses mainly include travel expenses, telephone charges, transportation expenses, office expenses, low-value consumables and spare parts, business entertainment expenses, training expenses, information fees, etc. In principle, the cumulative expenditure of various expenses within a budget period shall not exceed the budget.

General rules for expense reimbursement:

(1) The reimburser must obtain the corresponding legal receipt (see the invoice management system for relevant regulations), and the back of the invoice must be signed by the person in charge.

(two) When filling out the reimbursement form, you should pay attention to: fill in the corresponding documents according to the nature of the expense; write strictly according to the requirements of the document, indicate the number of attachments; the amount must be completely consistent in upper and lower case (no alteration is allowed); briefly describe the content or reason of the expense.

(3) Submit for approval according to the prescribed approval procedures.

(4) Reimbursement of more than 5,000 yuan must be notified to the Finance Department one day in advance for reserve. The general process of expense reimbursement: the reimbursor organizes the reimbursement documents and fills in the corresponding expense reimbursement form→ Those who need to go through the application or warehouse entry and exit procedures should attach the approved application form or warehouse entry and exit form → review and signature by the department manager → review by the financial department → approval by the general manager → submit to the cashier’s office for reimbursement.

Company expense reimbursement system and procedures and other matters

Scope of reimbursement

​ ​ 1. Contents of travel expense accounting: Expenditures used for business trips, including purchase of cars, ships, trains, plane tickets, accommodation fees, food subsidies and other expenditures.

2. Under normal circumstances, if the unit subsidizes business trip meal expenses, it will no longer reimburse the out-of-town meal expenses, or if the company reimburses the meal expenses, it will no longer reimburse the business trip meal expenses.

3. As for out-of-town meal vouchers not being included in travel expenses, there is no relevant document stipulation in the tax law.

The scope of travel expenses includes: transportation expenses between cities, accommodation expenses, food subsidies and miscellaneous expenses, etc. Proof of travel expenses includes: name, location, time, tasks, payment voucher, etc. of the business traveler. The subsidy included in travel expenses shall be within the standard of 100 yuan per person per day.

Reimbursement principles

​ ​ 1. Travel expenses must be controlled within the total budget of each department, and no expenditure is allowed beyond the budget.

2. Employees traveling on business must submit a written application in advance, fill out a business trip application form, and obtain approval from their immediate superiors. No reimbursement will be made without prior approval.

​​ 3. When an employee is on a business trip and temporarily increases the business trip to a new business trip location due to work needs, after written/email confirmation from the person who approves the business trip, the added trip will be regarded as another business trip time and will not be calculated consecutively with the original business trip time.

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