Expense reimbursement management rules

The first purpose

In order to standardize the company's expense reimbursement process, control expenses in a planned and reasonable way, save funds and promote the healthy development of enterprises, these detailed rules are formulated according to the actual situation of enterprises.

Article 2 Scope of application

These rules apply to the whole company.

Chapter II Management Principles and Responsibilities

Article 4 Management principles

(1) The content of expense reimbursement is true and reasonable; The reimbursement voucher shall be legal and valid; The reimbursement procedures should be sound and strict.

(2) All expenses shall be reimbursed with the invoice voucher.

(3) The expense invoice shall be clearly filled in by the billing unit, with consistent figures and shall not be altered. The elements are complete, including: invoice header (complete billing information of the company), commodity name, quantity, unit price, amount, date, invoice stamp of billing unit and producer stamp of invoice producer department. Invoices that do not meet the requirements will not be reimbursed.

(4) The reimbursement form must be filled in according to different expense types. If the content of expenditure is unclear and the amount filled in the document is inconsistent with the annex, it will not be reimbursed.

(5) The expenses of the current month shall be reimbursed in time in the current month, and shall not be reimbursed across months.

(VI) According to the company's salary and welfare management system, employees who have enjoyed the company's various subsidies and allowances will no longer be reimbursed for related expenses that overlap with the scope of subsidies and allowances.

(VII) All kinds of expenses managed, distributed and settled by the Company shall be implemented with reference to relevant corresponding systems. If the company and the cooperative unit make unified settlement, they will not pay the relevant funds to the employees separately.

(VIII) The level of the standard for using the expenses of the reimburser involved in these Detailed Rules is the level specified by the Human Resources Department of the company.

Article 5 Management responsibilities

(1) Reimburser: Responsible for the authenticity and completeness of the reimbursement application.

(2) The person in charge of the department to which the reimbursement belongs: review the authenticity and rationality of the reimbursement content.

(3) Financial Management Department: review the legality and validity of the original bills, the accuracy of the reimbursement amount, and whether the reimbursement content meets the reimbursement requirements.

Chapter III Detailed Rules for Implementation

Article 6 Management expenses

(1) Definition of expenses

Generally, it refers to the management expenses incurred in daily operation. This fee is paid by the administrative department of each company.

Unified management.

It mainly includes: office expenses, telephone charges, information operation and maintenance fees, vehicle fees, utilities, maintenance fees, rental fees, property management fees, office renovation fees, and low-value consumables purchase fees.

(2) expense reimbursement standard

All administrative expenses shall be settled in accordance with the relevant management regulations of the corresponding management departments.

(3) Annex requirements

1. All expense reimbursement requires original invoices or self-made forms within the company;

2. For commodities and books purchased in bulk, such as daily office stationery, low-value consumables and labor insurance supplies, it is necessary to provide an approved purchase application form or a screenshot of the nail approval process, a receipt form or a detailed order;

3. Vehicle maintenance should provide a maintenance list at the same time, and the reimbursement of vehicle insurance expenses should indicate the insured. According to the service life, mileage and condition of the vehicle that meets the overhaul standard, declare in advance, the driver, can only be sent to the designated manufacturer with repair conditions for repair with the consent of the administrative department and superior leaders;

4. Reimbursement of purchased fixed assets shall be submitted within 7 working days after receiving the equipment.

When you go to the finance department, you need to provide a copy of the corresponding collection documents for expense reimbursement, indicating the fixed asset number, user and acceptance time;

5. A copy of the lease expense reimbursement and lease contract shall be provided.

6. For the reimbursement of utilities and property fees, if the ticket is received after the first payment, a reminder should be provided as an attachment, and the time period of the fee should be listed in the remarks. If the invoice is directly issued to the property management company, the expense split sheet issued by the property management company shall be provided;

Article 7 Transportation expenses

(1) Definition of expenses

Expenses incurred by going out to take public transportation where the office is located due to official needs. And apply in advance according to the company's business trip process, and the transportation expenses incurred will be reviewed and reimbursed on the premise of nailing the field attendance.

(II) Scope of reimbursement

1. Expenses incurred when going out by public transport such as buses and subways in the city due to official needs;

2. Due to official needs, going out to take a taxi or taking a car online must meet the following conditions:

(1) Travel location outside the city;

(2) The company needs to work overtime (overtime that has been reported in advance and approved by the superior) to 21;

(3) Emergency affairs arranged by the leaders;

(4) The time before departure for business trip is 7: 00, and the time after return is 21:00;

(five) the local transportation costs of personnel at the corresponding level.

3. No reimbursement scope:

(1) Very short journey (less than 3 km);

(2) Local transportation expenses incurred by commuting;

(III) Expense reimbursement standard: reimbursement.

(4) Attachment requirements: original invoice.

(5) Other requirements.

1. Except for taking a taxi and getting a car through the agreement network, the transportation expenses in other places should be reported by one person, but not more than one person.

Article 8 Business entertainment expenses

(1) Definition of expenses

The expenses incurred by the administrative functional department in entertaining customers due to work needs, including but not limited to various meals and gifts.

(2) expense reimbursement standard: expense reimbursement standard for catering and entertainment.

Executive standard of catering and reception expenses (unit: yuan)

A hospitable nature

standard

Single entertainment

200 yuan per capita/person

Single entertainment

The total amount is 2000 yuan

For the same object within one year

Accumulated entertainment and gifts

The total amount is 5000 yuan

One entertainment, per capita more than 200 yuan or a total amount of entertainment more than 2000 yuan; For the same object within one year

The accumulated amount of entertainment expenses and gifts exceeds 5,000 yuan, which can only be reimbursed after being reviewed by the Compliance Department of Meinian Da Health Group.

Hospitality should strictly implement the hospitality standard, and the number of escorts should be reasonably controlled when receiving meals.

(3) Annex requirements

1. All entertainment expenses shall be reimbursed according to the original invoice;

2. An application form for business entertainment approved by the authorized supervisor.

(4) Other requirements.

1. Business entertainment expenses shall be approved before use, and each reimbursement shall be completed with an approval form for business entertainment expenses, which shall be implemented after approval by the authorized supervisor.

2. When reimbursing business entertainment expenses, the reimbursement content shall indicate the company, the number of guests entertained and the number of accompanying persons, and be related to the application form for business entertainment expenses submitted and passed in advance.

3. Employees of the Company shall not include personal entertainment consumption in entertainment expense reimbursement.

4. Business entertainment expenses shall strictly follow the principle of one thing for one report, and the expenses of the same project shall not be split for approval and reimbursement.

Article 9 Travel expenses

(1) Definition of expenses

Travel expenses for leaving the city where the office is located due to official needs.

It mainly includes transportation expenses, accommodation expenses, transportation expenses in different cities and travel subsidies.

(2) expense reimbursement standard

1, travel expense reimbursement standard list

1), monthly business meeting, annual meeting or meeting organized by a third party, the accommodation standard and meal fee shall be subject to the price uniformly announced by the meeting group, and supporting documents shall be provided for reimbursement without subsidy;

2) Two or more people with the highest standards of peer travel; When two people live in 1 room, the accommodation standard for two people shall be determined according to the accommodation standard of superior personnel * 1.5 times;

3) Special areas refer to Beijing, Shanghai, Shenzhen and Guangzhou;

4) Provincial capital cities and others refer to: provincial capital cities, Xiamen, Qingdao, Dalian, Suzhou, Tianjin, Chongqing, Ningbo, Wenzhou and Dongguan;

5) General area: refers to other cities other than the above-mentioned cities;

6) The calculation rules of lunch allowance days are as follows: air tickets, train tickets and long-distance bus tickets are subject to the departure time; If the business trip is less than half a day, the allowance will be calculated as 0.5 days; If the business trip lasts less than half a day, the allowance shall be calculated as 1 day; If the business trip is less than half a day on a working day without subsidy, the subsidy will be calculated as 0.5 days for less than half a day, and the whole day will be 1 day. It starts on 13 in the afternoon and ends on 12 in the morning.

(3) Annex requirements

The approved travel expense application form is a necessary attachment voucher for travel expense reimbursement. The details of various travel expenses are as follows.

Attachment requirements are as follows:

1. Transportation cost: original invoice;

2. Accommodation fee: original invoice and hotel check-in form;

3. Local transportation in different places: the original invoice (the list, time and destination of the network car must be the same);

4. Travel allowance: an approved travel application form that reflects the actual travel date.

(4) Other requirements.

1. Employees traveling on business, no matter what kind of business trip, need to initiate the business trip approval process in the system. Staff travel expenses reimbursement shall be accompanied by the approved travel application process in the system as the basis for reimbursement;

2. Air tickets during business trips shall be booked by the company in a unified way; Accommodation behavior, travelers can make reservations according to their personal ranking in the business travel system;

3. All personnel shall strictly follow the standards stipulated in the list of travel expense reimbursement standards, and the expenses exceeding the standards shall be borne by the employees themselves. If the circumstances are serious, it shall be dealt with in violation of discipline.

Business trip is a work activity, not a pleasure. The work arrangement of business trip must be compact, substantial and fruitful. Put an end to inefficient and ineffective business trips and severely punish any behavior of traveling to local companies under the guise of business trips.

5. Travellers should strictly control flying. There is a high-speed train at the destination, and the journey does not exceed eight hours. You need to travel by high-speed rail.

6. Self-booking air tickets will not be reimbursed for any reason or under any circumstances;

Article 10 conference expenses

(1) Definition of expenses

Related expenses incurred in attending external meetings or organizing meetings due to business needs, including venue fees, vehicle fees, materials printing fees, accommodation fees, meals, round-trip transportation fees, etc.

(2) expense reimbursement standard

Reimbursement, transportation, accommodation, subsidies and entertainment expenses shall be implemented according to the standards of travel expenses and entertainment expenses.

(3) Annex requirements

Original invoice and explanation for attending or organizing a meeting.

(4) Other requirements.

1, to participate in external meetings, it is necessary to have instructions from the department head to designate the participants, who are at their own expense.

Provide approval when reimbursing;

2. To organize a meeting, there should be a notice or effective approval for the meeting organization, a description of the meeting process, a meeting sign-in form, etc. The description of the meeting shall include but not limited to the time, place, personnel, agenda and theme of the meeting.

3. The expenses related to a single meeting shall be reimbursed in one lump sum, and not multiple times.

Article 11 Training expenses

(1) Definition of expenses

Training fees, information fees, travel expenses, teacher fees, etc. Expenses incurred by arranging or organizing employees to participate in training or applying for training related to this position.

(2) expense reimbursement standard

The reimbursement of accommodation, transportation and other expenses shall refer to Articles 7, 8 and 9 of Chapter III of these Rules.

(3) Annex requirements

Original invoice and training notice/application, etc.

(4) Other requirements.

1, to participate in external training, it is necessary to have the instruction of the department head to specify the training object or the employee training application approved by the department head;

2, internal organization training, should have the corresponding training notice;

3. Expenses related to a single training should be reimbursed at one time, and multiple reimbursements are not allowed.

Article 12 Agency fees

(1) Definition of expenses

Due to business needs, the relevant expenses incurred by hiring an intermediary agency for business consultation, audit, evaluation, capital verification and notarization. And hire business consultants related to enterprises.

(II) Expense reimbursement standard: reimbursement.

(3) Attachment requirements: original invoice and copy of contract. Article 13 Recruitment expenses

(1) Definition of expenses

1. service fee: recruitment channel fees such as talent recommendation fee, recruitment website fee and recruitment software fee of headhunting company;

2. Special recruitment fee: interview site fee, publicity materials fee and service fee;

3. Interview expenses: transportation and accommodation expenses for the applicant to and from the interview site;

4. Registration fee: medical examination fee.

(2) expense reimbursement standard

1, service charge &; Special recruitment fee: actual report and actual sales;

2. Interview fee: implemented by the Human Resources Department according to the level of the recruitment position and with reference to the company's official employee travel standards;

3. On-the-job medical examination fee: After the employee becomes a regular employee, the on-the-job medical examination fee within 100 yuan can be reimbursed in the company's medical examination institution.

(3) Annex requirements

1, service charge &; Special recruitment fee: original invoice and copy of contract;

2. Interview fee: the interview confirmation form signed by the Human Resources Department;

(1) Transportation expenses: original invoice and candidates' reference rankings;

(2) Accommodation fee: original invoice, hotel check-in form and application rank;

(3) Local transportation expenses: the original invoice of local transportation expenses during the interview, and the interviewer should sign the invoice.

3. Entry medical examination fee: the entry form signed by the new employee himself.

(1) Medical examination fee: original invoice;

(2) Accommodation fee: original invoice+hotel check-in sheet.

(4) Other requirements.

If multiple expenses need to be reimbursed at the same time, a detailed list must be attached. Article 14 Special expenses

(1) Definition of expenses

The expenses incurred in special activities mainly include donations, sponsorship fees, membership fees of trade associations, purchase of large-scale software and office systems, and various special activities.

(II) Expense reimbursement standard: reimbursement.

(3) Annex requirements

Original invoice and related documents.

The company shall also provide corresponding contracts or expense reports for various special activities.

Chapter IV Specific Implementation Process

Article 15 Provisions on Sticking Paper Documents for Reimbursement

(1) Notes should be pasted vertically, and the backing paper should be A4 paper. When pasting files, leave a 3 cm binding line on the left side of the backing paper. When there are many bills, multiple backing papers can be used, but the subtotal amount and page number must be marked at the bottom of each backing paper, such as "Subtotal: 100 Yuan, 1/4".

(two) different types of bills are classified and pasted for reimbursement, such as office supplies, telephone charges, travel expenses, equipment maintenance fees, information fees, local transportation fees, etc. , and paste them from left to right and from top to bottom according to categories. If bills of the same kind are different in size, paste them in the order of first big and then small.

(3) The pasted original documents cannot cover or block each other, and each one is pasted in a tile.

(4) Apply glue on the back of the bill and arrange it horizontally and evenly along the inner side of the binding line of the backing paper and the upper, lower and right sides of the pasting paper to prevent the bill from sticking out of the backing paper. Don't stick the bills in the middle of the backing paper, so as not to make the vouchers untidy and fail to meet the binding requirements.

Chapter V Supplementary Provisions

Article 16 These Detailed Rules shall be formulated by the Financial Management Department. Article 17 These Rules shall come into force as of the date of promulgation.