Company reimbursement system and process

Company reimbursement system and processIt refers to the content of the reimbursement system specially created to strengthen the company's internal management and standardize the company's financial reimbursement behavior. The free version of the company's 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. For more information about the company's reimbursement system and process, please pay attention to Huajun Software Park for free downloads.

Company reimbursement system and procedures

1. Filling out requirements for reimbursement of expenses

(a) In principle, the person handling the expense should go to the Finance Department to handle the reimbursement procedures within 5 working days after the expense is incurred. Special circumstances may be handled separately.

(b) Cut the corners of the original document, face up (in the same direction as the reimbursement document) and paste it on the left side of the reverse side of the reimbursement form.

(c) Use a blue or black pen or signature pen to truthfully fill in the various contents of the reimbursement form, such as: reimbursement time, reimbursement person, expense summary, number of documents, etc.

(d) For procurement operating expenses, you must go to the warehouse with a valid "Purchase Requisition" (or Procurement Plan) and invoice to go through the procedures for item inspection and storage, and attach the warehouse entry receipt and direct withdrawal receipt to the back of the reimbursement document.

(e) For non-purchasing administrative, office or other expenses, reimbursement documents must be filled in directly.

(f) Outbound training fees shall be reimbursed according to the "Training Agreement".

2. Review of reimbursement documents

(a) After the expense reimbursement document is signed by the person handling it, it will be signed and confirmed by the head of each department.

(b) The manager of the financial department should strictly and carefully review all reimbursement expenses within one working day after receiving the reimbursement documents. If the reimbursement standards are met, the reviewer will sign his name and review date in the financial review column, and the reimbursor will submit it to Approval by the general manager.

(c) If the audited reimbursement document does not meet the expense standards or if there are other questions and the reimbursor is unable to provide a report approved by the general manager, the reviewer should return the reimbursement document.

Company reimbursement system and process content

​​ 1. Business trip application: Persons planning to travel must first fill out the "Business Travel Application Form" and indicate in detail the business trip location, purpose, itinerary, means of transportation and estimated travel expenses. The business trip application form shall be approved by the general manager.

​​ 2. Borrowing travel expenses: Business travelers will submit the approved "Business Travel Application Form" to the Finance Department, go through the loan procedures in accordance with the loan management regulations, and the cashier will pay the borrowed items in accordance with the regulations.

3. Purchase tickets: Travelers should bring a copy of the approved business trip application to the Administration Department to book tickets (in principle, tickets must be paid by check. If checks cannot be used under special circumstances, the situation must be explained in writing in advance and reported to the financial record after being signed by the approver).

4. Return reimbursement: Business travelers should handle reimbursement matters within five working days after returning to the company, fill out the "Travel Expense Reimbursement Form" according to the travel expense standards, the department manager will review and sign, the Finance Department will review and sign, and the general manager will review and approve; in principle, the previous paragraph has not been cleared No new loans will be processed.

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