1、XXX费用报销规定XXX Expense Claims Policy 2011年第1 版 2011-8-01生效Effective from 1 Aug 20111. 目的 Objective有效的控制公司费用的开支范围，规范报销程序，确保合理支出。To set standards for identifying acceptable expenses that the company will reimburse, to improve the management and control of travel and entertainment expenses incurred on co
2、mpany business.2. 范围 Scope适用于公司员工因公发生的费用报销。It is company policy to reimburse employees for all ordinary and necessary business expenses incurred by them in the course of their employment on company business.3. 规定细则 Company Policies3.1 报销管理制度和原则 Compliance and Policy Administration报销首先要遵循总公司报销原则，规定细则
3、可以在 XXX 内网找到。在此基础上，报销还应该符合当地政府对报销/票证的要求和规定。对不符合报销政策的报销单据，财务部将保留拒绝报销的权利。Expense claims need to follow XXX Global Travel & Entertainment Policy, please see intranet for guidelines. It is also required to compliance with the local tax authorities requirement on expense claims and relevant supporting do
4、cuments/receipts. Finance will reserve the right of rejecting any reimbursement which is not in line with the companys reimbursement policies3,2 报销流程 Expense claims procedure打印报销单并填写-整理报销凭证和单据 -提交报销单据和凭证给经理 -经理批复-把批复和相关凭证上交财务部-审批合格后等待报销入账Print out and fill in expense claim form paste supporting rece
5、ipts on separate blank papersubmit expense claim form with all supporting documents to your managerapproval from your managerprovide all required documents to Finance payment to account once the documents are approved by Finance 3.3 报销日期 Expense claims timeline从 2011 年 8 月 1 日起，员工报销在经过财务检查没有问题后，在 15
6、 日内予以报销。每月提交一次报销单。财务只接受三个月内的报销，超期 3 个月将不予报销（以报销截止日为准，例如，2011 年 8 月 5 日为报销截止日，所有 2011 年 5 月 5 日以前的报销将视为过期）。如有特殊情况，需要部门经理的直接上司另行批复。12 月的费用要在次年 1 月 5 号以前报销完毕。报销日期为-员工报销材料上交截止日为每月 5 号 （如遇周末或者节假日，将顺延至假期后的第一个工作日） -员工报销到账截止日为每月 20 日（如报销截止日有顺延，则到账日期随之顺延）Please be reminded that receipts or supporting documen
7、ts dated more than 90 days from the cut-off date of the current month requires further approval of the manager/head of your line manager. Expense claims of Dec needs to be processed before 5 Jan of the following year.Effective from August 1, 2011, cut-off for submission of Expense Claims to Finance
8、- 5th calendar day（if 5th is a weekend or public holiday, the deadline will be postponed to the next working day）Crediting of payment through employees bank account-20th calendar day of the same month -（if the cut-off date postpone, the payment date will be postponed accordingly）3.4 报销相关文件和提交 （Expen
9、se claims documents & submission）3.41 员工报销需要按照以下规定按时提交给财务部门需要提交财务部门 提交部门 提交原因a) 员工报销单（ 附件 1）( 员工应在报销单上签字),报销凭证原件，经理的批复邮件打印件提交给北京的财务部门原始凭证按照财务/税务规定要保留存档b) 员工报销单电子版（excel格式）c) 员工报销凭证电子版（扫描件）提交（b）和（c）给部门经理/项目经理，并且抄送给“Expenses, China”电子凭证会在公司财务系统留档Expense claim and supporting documents should be submitt
10、ed to Finance as follows:Required submissions to FinanceHow do I submit? Why is it required?a) Original copies of Expense Claim Form (Appendix 1) & supporting documents (employee needs to sign on the claim form)Submit to your Finance department in XXX Beijing.Should be kept intact / complete for pos
11、sible inspection by government authorities at any point in time. b) Softcopy of Expense Claim Form (excel file)c) Scanned copies of Expense Claim Form & supporting documentsSubmit (b) and (c) together through an email addressed to “Expenses, China”Softcopy - to download information to our accounting
12、 system.Scanned copies - to serve as reference for immediate processing of payments. 3.42 员工差旅费报销，需要提供以下额外的文件 执行副总裁批复的差旅费表打印件 （TAF） (附件 2) 采购合同申请表(CSR)（ 附件 3）和批复(PO) 打印件。如果购买超过 100 英镑的物品时，需要单独进行采购合同(CSR)的申请并取得购买批复号码(PO number)。请在备忘录（ 附件 4）里查询具体要求。For expense claims relating to travel, attach also th
13、e following documents: Print out of EVP Travel Approval Form (TAF) for travel reimbursements.（Appendix 2） Contract & Spend Request (CSR) Form (Appendix 3) & Purchase Order (PO) approvals, where applicable. See attached Memo for guidelines（Appendix 4）3.5 报销凭证 Supporting document/receipts3.51 所有在中国大陆地
14、区产生的报销都需要提供正规税务发票，发票要有发票抬头和开票年月日(定额发票、出租车票除外)。所有税务发票，请正确填写我公司名称：迈盛仕国际金融系统科技（北京）有限公司。手机话费凭本人(仅限签约手机)或者公司名字（购买充值卡）发票作为报销凭证。如有需要，公司有权要求员工提供电话清单和业务电话的详细解释作为报销凭据。Expense claims which happen in China (excluding Hong Kong, Taiwan & Macau) shall provide official tax invoice (fapiao) as the supporting receip
15、ts. Fapiao needs to have the title with XXX Beijing Companys full Chinese name, issued date and amount (excluding fixed amount fapiao and taxi fapiao). Telephone/Mobile phone expense claims need to provide fapiao with employees name or company name. An itemized phone bill with detailed explanation o
16、n the business related calls might be requested.3.52 税务发票必须盖有签发单位的有效发票专用章。付款通知书, 收据，超市小票，刷卡小条，押金条一概不作为报销凭证处理。All fapiao need to be provided with valid fapiao chop. Invoice, receipt, shop/supermarket voucher, credit card slips and deposit slip are not acceptable for the expense claims.3.53 员工需要在每张发票上
17、编号，号码必须和报销单上的编号统一以防止发票的丢失。发票按照报销时间顺序粘贴。同类原始凭证如数量较多，大小不一，应按凭证规格的大小进行分类，同一张单据粘贴单上所粘贴的凭证尽量保持大小一致，或按大小顺序粘贴。每张单据粘贴单所粘贴的凭证不得过多，规格较大的凭证（如餐票）可粘贴 2-10 张；规格较小的凭证（如打车票）可粘贴 8-20 张。并将每张粘贴金额加总写在明显空白处，由财务部统一核验。We will also request you to paste the supporting receipts in bond papers and put numbers on each receipt
18、following the order that they are listed in the Expense Claim Form to prevent losing of the documents. Fapiao needs to be pasted and arranged chronologically, please try to group similar-sized fapiao on one sheet and write down the subtotal in the blank area on that page. For big-sized fapiao (meal
19、& hotel), its allowed to paste 2-10 pieces in on one page whilst 8-20 pieces of small sized fapiao (taxi fare).3.6 报销批复 Expense claims approval3.61 和项目/部门相关费用的报销，请在提交报销申请时把报销凭证的电子版一并提供，项目经理/部门经理会初审相关的发票For all project/department related expense claims, you need to provide a soft copy of your support
20、ing documents together with your expense claim form to your PM/line manager for their review and approval.3.62 任何被认为和项目或者部门无关的报销申请，即便项目经理/部门经理已经审核批准，在无法获得合理解释的时候，财务部门仍然有权利拒绝此笔报销。For the cost which is not related to the project or department, Finance has the authority to reject such claims even it is
21、 approved by PM/line manager.3.63 在批复员工报销单时，应该把员工姓名，报销金额在批复邮件里列出来，举例来说员工李义的报销人民币500已经批准Email approval of authorized signatories should clearly indicate the following: Name of employee Amount claimed Approval Example: “Expense claim of John Smith amounting to CNY 500 is approved.”3.7 报销相关项目及规定3.71 差旅
22、费-在规定范围内进行实报实销，具体细节请参见内网。Travel expense-Reasonable travel expenses will be reimbursed, only if they are deemed ordinary and necessary in the course of XXX business. See detailed guideline in XXX intranet.3.72 交通费-员工在办公室加班到晚上8点后可以向经理申请报销从公司到住所的打车费。其他因公产生的交通费在合理范围内进行实报实销，交通费报销以经理批复为准。Transportation ex
23、pense-over time taxi is allowable after 8pm. Other reasonable business related transportation claims must be submitted as per actual expenses. Claims are controlled and approved by managers.3.73 餐费-因工作产生的餐费在合理范围内进行实报实销，报销以经理批复为准。Meal expense-reasonable meal expenses can be reimbursed, only if they a
24、re deemed ordinary and necessary in the course of XXX business. It must be submitted as per actual expenses. Claims are controlled and approved by managers.3.74 电话/手机费-因工作产生的合理电话/手机费可以进行实报实销，报销以经理批复为准。Telephone/mobile phone expense -reasonable telephone/mobile phone expenses can be reimbursed, only
25、if they are deemed ordinary and necessary in the course of XXX business. It must be submitted as per actual expenses. Claims are controlled and approved by managers.3.75 业务招待费和客户礼品-请参照XXX Gifts & Entertainment Policy, XXX Anti-Corruption & Bribery Policy, XXX Customer Facing Third Parties Policy, Co
26、nflicts of Interest Policy and Code of Conduct相关规定.Entertainment & Gift Please refer to XXX Gifts & Entertainment Policy, XXX Anti-Corruption & Bribery Policy, XXX Customer Facing Third Parties Policy,Conflicts of Interest Policy & Code of Conduct for detailed polices & guidelines.3.8 其他相关规定 （Other
27、polices）3.81 员工集体餐费报销时，需要列出每名员工的名字和成本中心。Group meals Write down names and cost center/s of all people involved.3.82 汇率-员工报销有多种货币产生时，请使用适用汇率统一换算成人民币进行报销，适用汇率凭证可以是以下几种, 外币兑换处出具的兑换单据/小票 信用卡对账单原件 http:/ OANDA 的汇率直接进行换算。Exchange rate used for foreign currency transactions-for multi currency expense claims
28、, please use approved exchange rate to convert it to CNY, support with valid documents. Any of the following will suffice for the purpose: Foreign exchange transaction receipts issued by money changers If credit card is used to pay for a transaction, submit original credit card statement where FX ra
29、te is reflected. OANDA* rate as of transaction date. These rates are accessible through internet.*if supporting document is not provided, Finance will use the OANDA rate as the default exchange rate.简单六项-检查你的报销单在提交报销前，请确认以下的文件是否已经齐全，防止因为遗漏而造成报销的延迟1. 统一格式报销单 2. 报销单据3. 报销批复4. 兑换汇率凭证，如果适用5. EVP 差旅费报销批复
30、单 ,如果适用6. CSR 和 PO 批复单，如果适用Six-Ways to Check:To summarize the above, before you submit your Expense Claim Form to Finance, please compare all of the following documents to facilitate the review process, minimize questions and ensure payment on time: Expense Claim Form Supporting receipts/fapiaos App
31、roval from your manager Exchange rate used for foreign currency transactions (see item 7) EVP Travel Approval Form (TAF), where applicable Contract & Spend Request (CSR) Form & Purchase Order (PO) approvals, where applicable附件 Appendixes附件 1 Appendix 1 报销单 Expense claim form-Departmental附件 2 Appendi
32、x 2-差旅费表报销单 Travel Authorization Form （TAF ）附件 3 Appendix 3- 采购合同申请表 Contract & Spend Request （CSR）附件 4 Appendix 4- 采购合同申请备忘录 Memo of CSRLinks to XXX PolicyXXX Global Travel & Entertainment PolicyXXX Anti-Corruption & Bribery Policysets out the types of behavior which employees are prohibited from e
33、ngaging in and gives guidance on reporting of suspicious activities.XXX Gifts & Entertainment Policy sets out new guidelines on the types of gifts and entertainment employees are permitted to give and receive and on avoiding circumstances where gifts and entertainment could lead to a conflict of interest.XXX Customer Facing Third Parties Policy sets out the new XXX procedures for the appointment of third parties in customer facing roles.Conflicts of Interest Policy sets out what could be a conflict of interest and how you should log it on the new Conflicts Register.Code of Conduct .
