Process Cycle for Reimbursement (Expense Management Process)

Transcription

1 1 Process Cycle for Reimbursement (Expense Management Process) Expense Management covers the reimbursement claims which are processed for the associates. The process involved for the same is as follows: Associates send request to Consultant along with requisite approvals after arranging all the supporting for claims in proper manner i.e. pasting the tickets, and other necessary documents for claims Consultants after verification of SLA requirements and supporting send request approvals along with covering sheet and excel sheet through mail (Format attached Slide No.3) to Reimbursement Team at NHO Reimbursement Team verifies the bills/claims and validate for Client approvals. In case supporting and client approvals are correct the same are processed else consultants are informed to provide the same.

2 2 The process involved is as follows: Process Cycle for Vendor Claims All the supporting documents in the form of invoices and necessary agreements should be send along with claim sheet along with excel sheet soft copy (Format attached in slide No.6) Vendor payments must be approved from client and also from Branch Manager In case of new vendor necessary details as below are mandatory 1) Invoice should be in name of Services India Private Limited 2) PAN No. along with its scanned copy/photocopy duly authenticated by vendor is required 3) If Service Tax is applicable for Vendor then it should be specified on invoice 4) Name of Vendor 5) Address of Vendor with City, State & PIN No. 6) Contact No. of Vendor 7) Nature of Services e.g. Consultancy, Rental etc.

3 3 Format for Covering sheet of Expense Reimbursement/ Invoice Requisition Date Temp Expense Reimbursement Cum Invoice Requisition Form - Expense Claims Branch Code Client Name PB ID Candidate Name Period Amount Mark up (Rs) Expense Type Telephone Conveyance Total 0 Name&Signature Name&Signature Name&Signature (Prepared By) (Checked By) (Approved By)

4 4 Format For Payroll Related Reimbursement Date S.No. Client Name Associate ID Associate Name Location Location Code Type of Payment Period Amount Approved by client Yes/ No. Remarks Additional Information (A) For Incentives (i) Monthly Incentives (ii) Qtrly Incentives/Half Yearly/ Yearly (B) (i) (ii) Bonus Monthly Quarterly /Half Yearly/ Yearly ( C ) Salary Arrear (i) Due to Increment (ii) Due to any other please specified (d) (i) (ii) Leave Encashment Monthly Quarterly /Half Yearly/ Yearly (e) (i) (ii) If Any other Please Specify

5 5 Format For Other Reimbursement Expense Claims Candidate Name Location Period Candidate ID Client Name Date Day From To Travel Fare Hotel Daily Allowance Local Conveyance Telephone- Mobile Stationary/Pho tocopy/fax Courier Services / Freight Internet Charges Vehicle Maintenance Counter Maint. Other Exp Total Total Exp. No. of Supporting attached. Employee Signature Approved By Signature with Stamp Name & Designation Receiving date in Branch with Name & Signature (For Use) Receiving date of Exp. Management Team (For Use) Note :- 1) Client approval required 2) All fields are Mandatory 3) Request must be on Client wise,location wise & month wise their will be a new request for new client and location 4) For other Exp. please provide exp. details (type of Exp.) 5) Please confirm amt whether settled to be against imprest account or amt will be paid to the candidate 6) Provide all Original supportings for Exp.

6 6 Format For Vendor related Claims Date Branch Code Client Name Vendor requisition Form Vendor ID in PB.RS Vendor Name Period Amount Mark up (Rs) Expense Type Total 0 Name&Signature Name&Signature Name&Signature (Prepared By) (Checked By) (Approved By)