The Accounts Department will conform to the points given below when handling expense reimbursement requests from officers:
All reimbursement requests received from employees and cleared by their reporting officers between 1 and 15 of any calendar month will be disbursed by 22 of that month. All reimbursement requests received between 16 and end of any calendar month will be disbursed by the 7 of the next calendar month.
For Kishan, Shraddha and Shuvam, expense reimbursement can be done once a month, till the end of the calendar month, and payment must be disbursed by 7 of the next calendar month.
Whenever any reimbursement is paid by the Accounts Department, an email will go from Accounts to the employee, stating the list of items and amounts being reimbursed in this disbursal. Sample for this is given below.
All advances outstanding against this employee will be netted against reimbursements to be paid to him. Unless requested separately by the employee, all outstanding advances will be cleared as early as possible against the subsequent reimbursements.
All personal usage of office car will also be netted against the reimbursements. This accounting of the use of office car can be done once a month, not twice a month, if workload on Accounts is high. But it must on no account be allowed to be delayed beyond the end of the calendar month. In other words, the entire usage of the office car for an officer in, say, Sep 2007, must be calculated and included in the statement of reimbursements which is issued on 7 Oct 2007.
Accounts Dept will only release payment after it receives a reimbursement request and proper supporting documents. If supporting documents are expected but not received for a particular voucher, then Accounts must escalate it immediately to the reporting officer.
All expenses which need reimbursement must be reimbursed on the scheduled dates. No expense claims must be left pending. If there is a cash flow problem due to which some of the claims need to be kept pending, then they must be escalated to management immediately. This situation should be treated as seriously as cash flow problem with release of salaries. Just like salaries must go on time, similarly, all expense claims must be disbursed on time.
No delayed reimbursement, even for senior management members.
No partial reimbursement, even for senior management members.
No on-account reimbursement, even for senior management members.
Any situation which forces Accounts to break any of these rules must be escalated to management (in this case, Shraddha or Shuvam) immediately both by voice/phone and by email.
This is a sample for one 15-day period, for one fictitious employee.
Employee: Arundhati Khan
Account period: 1 to 15 Nov 2008
From company to employee:
1. Staff welfare, 2 Nov: 147
2. Conveyance, 2 Nov: 82
3. Conveyance, 10 Nov: 110
4. Telecom expenses, 12 Nov: 1532
TOTAL 1871
From employee to company:
1. Use of office car: 110
2. Office lunch: 400
3. Advance taken, 4 Nov: 500
TOTAL 1010
Net amount: Rs.861, is being deposited to your account
by cheque 190218 dated 20 Nov 2008. If you have any
questions/doubts/corrections, please contact me.
Aarti
This has to go, by email, to each employee whenever some accounts are being settled with him. And all accounts transactions with the employee other than regular monthly fixed salary related stuff, must be in this Statement. This means that only gross salary, TDS, Profession Tax, and the breakup of salary (eg. HRA) will go into the salary statement. Every thing else must go into this Statement, which must go twice a month to each employee. If salary is being deducted because the officer has taken unpaid leave, it should go into this Statement.
This email does not have to be a plain-text message. It could be a spreadsheet (.xls file).
The subject line for these emails must be: Statement of Supplementary Accounts: 1 to 15 Nov 2008 (or whatever the date range is).
A copy of each of these emails must go into paid-vouchers@starcomsoftware.com.