Financial reimbursement management system content
(1) Business travelers who want to borrow money must first go to the Finance Department to get a "Loan Voucher", indicating the time and place of the business trip. The loan amount is calculated based on "round trip fare + (accommodation fee + living allowance) * expected number of days of business trip". After filling in the voucher, the loan will be approved by the department manager, then approved by the financial manager, and finally approved by the general manager. If the previous loan was not reimbursed for more than three days without reason, no further borrowing will be allowed.
(2) Any employee who borrows public funds may not borrow again before the original loan has been repaid.
(3) For other temporary borrowings, such as purchase money, business expenses, working capital, etc., the approval procedures are the same as those in Article 2, Paragraph 1.
(4) Probationary personnel must borrow a letter of guarantee or sign a guarantee for travel expenses or temporary loans from regular employees. If the borrower fails to repay the loan, the guarantor shall be jointly and severally liable.
(5) After returning to the company, people who borrowed money for business trips should report to the Finance Department within three days according to regulations. If part of the amount is owed after reporting or does not go through the reimbursement procedures within three days, the Finance Department has the right to notify the Administration Department to deduct it from the salary of the month.
(6) Vouchers that should be provided for reimbursement approval: "Purchase Approval Form" or "Expense Approval Form", original invoice, item detail list. The attached voucher must be signed by the person in charge, the department manager in charge and the financial manager.
Other matters of the financial reimbursement management system
Based on the reimbursement documents prepared by the business travelers in advance, the accountant will first fully review the documents and fill in the accommodation allowance according to the number of days of the business trip. Then the department manager will sign and submit it to the financial manager and the company general manager for approval before reimbursement can be made.
Business travelers are not allowed to offset excessive accommodation fees in the name of telephone charges and fax charges. Telephone charges and fax charges must be listed separately in the accommodation invoice and account list.
Personal meal expenses, laundry expenses, beverage expenses, fitness and sauna expenses, beauty salon expenses, etc. incurred during the business trip are all borne by the business travelers and cannot be reimbursed.
The banquet expenses during the business trip are not reimbursed in the travel expenses, but are separately listed in the business entertainment expenses for approval and reimbursement.
Two people of the same gender traveling together can only stay in a double room, and the accommodation standard is based on one person (the person with a higher position).
If business travelers stay away for more than two days and do not stay in a hotel due to special circumstances (such as staying at a friend or relative's house), they can be given a standard no-stay subsidy per person.
During a business trip, banquets and gifts are generally not allowed. If necessary, you must ask the company leadership in advance.
Transportation expenses for employees visiting relatives shall be in accordance with national regulations.
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