Intra-city transportation expense reimbursement system

Intra-city transportation expense reimbursement systemIt refers to the content of the system sample template produced for reimbursement of transportation expenses within the city. It is an important recurring expenditure item for administrative institutions and enterprises. The free version of the city's transportation expense reimbursement system 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 city’s transportation expense reimbursement system and free downloads, please pay attention to Huajun Software Park.

Contents of the city’s transportation expense reimbursement system

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.

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.

​​ 4. Business trip standards: The basic standards for transportation, accommodation, and subsidies for employees on business trips are set out in the group’s travel expense reimbursement management system.

Things to note about the city’s transportation expense reimbursement system

​ ​ 1. If you take a flight, booking fees, change fees, refund fees, and fares to and from the airport will not be reimbursed.

​​ 2. The number of days of business trip subsidy = the return date of the business trip - the departure date of the business trip.

3. True and legal vouchers must be obtained and filled in according to financial regulations. No reimbursement will be given if the items are incompletely filled in or the handwriting is unclear; no reimbursement will be given if the original receipt is altered, forged or altered, or the number of business trip days is falsely reported.

4. If the original bill is lost or damaged, the party concerned must provide a detailed written explanation and the detailed items and amount of the reimbursement document. After the immediate superior and the first person in charge of the department sign and approve, the party shall report it to the leader in charge of the college or school for signature and approval for reimbursement.

5. If the amount of transportation used exceeds the standard, the reimbursement amount will be calculated based on the type of transportation that the person should take, and the excess amount will be borne by himself.

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The city’s transportation expense reimbursement system is a free template. You can download the source file for you to edit, modify and replace. Huajun Software Park also provideshospital financial system,school financial systemdownload.