Finance and Administration Department. Organizational Chart Finance and Administration Dept (Finance and Administration Controller) Finance and Administration.

Finance and Administration Department

SOME RELEVANT HR MATTERS;CASH ADVANCE, CLEARANCE,

PAYMENT AND TRAVEL

Finance and Administration Department

Finance and Administration Department

Organizational ChartFinance and Administration Dept

(Finance and Administration Controller)

Finance and Accounting

Procurement Human Resources

General Services

Finance and Administration Department

SOME RELEVANT HR MATTERS

Finance and Administration Department

Finance and Administration Department

Working Hours 07.5 hours per day/37.5 hours per week Monday–Friday 08.30–17.00 12:00 –13.00 for lunch

Official Holidays 13 days per calendar year

Working Hours & Holidays

Finance and Administration Department

Annual Leave 20 days

Sick Leave Up to 30 days with pay

Maternity leave 45 days plus 90 days of leave without pay

if necessary

Leave without pay

Leave

Finance and Administration Department

MI buys comprehensive Medical Insurance for all MI staff members

Currently, MI buys the group medical insurance from the American International Assurance Company Limited (AIA).

Medical Insurance

Finance and Administration Department

a. Daily Room & Board (Max. 31 days) THB1,500

b. ICU (Max. 7days – in total not more than 31 days) THB3,000

c. Other Hospital ServicesTHB10,000

d. Surgical Fee (subject to non-schedule)THB12,000

e. In-hospital Doctors’ visits (1 call per day, Max. 31 days) THB800

f. Out-patient Emergency Accident TreatmentTHB3,000

g. Group Clinical Benefit- OPD(1 call per day, 30 calls per policy year) THB2,500

Insurance Coverage

Finance and Administration Department

CASH ADVANCE, CLEARANCE, PAYMENT AND TRAVEL

Finance and Administration Department

Finance and Administration Department

Cash advances are payments made before the actually expenses have occurred.

There are a rang of cash advances: travel advances, advances for meeting/seminars, workshops/trainings, for purchasing of some certain items or services and imprest account.

Cash Advance

What are Cash Advances?

Finance and Administration Department

A request for cash advance All cash advances shall be paid only under the

name of MI staff members except travel advances

A request for a cash advance exceed 5,000 USD should be sent to the Finance Unit at least 10 working days in advance to ensure sufficient cash

Cash Advance Procedures

Cash Advance (cont’d)

Finance and Administration Department

Cash Advance (cont’d)

A staff member who signs as receiving the cash advance is accountable in full and timely settlement

It is the responsibility of the staff’s supervisor and the Dept Manager to ensure that all expenses from the cash advances are reasonable and that no cost of any items are higher than the market prices.

Settlement shall be no later than 10 working days from the specific event or activity which the cash advance for is completed.

C A S H

Finance and Administration Department

Clearance of Cash Advance

Program The advance holder shall prepare a request for

clearance of advances by matching the expenditures against proper receipts

Approved detailed budget estimates vs actual expenditures

If the unused cash is more than 15% of the approved cash advance (total), the cash advance holder shall prepare a justification.

JUSTIFICATION

Finance and Administration Department

If the actual expenditures exceed 5% of the approved advance, the advance holder must justify in writing the reasons for the additional expenses to be endorsed by the supervisor, project manager and approved by the Director

Any remaining unused cash should be returned within 10 working days

Clearance of Cash Advance (cont’d)

Finance and Administration Department

Finance Unit Verifies the advance has been used in accordance

with detailed budget breakdown that formed the basis of the advance request

Issues a receipt upon receiving unused cash to advance holder

Possible inappropriate or inconsistent used of cash will be reported to the F&A Controller

Clearance of Cash Advance (cont’d)

Finance and Administration Department

If in the opinion of F & A Controller is that an expense ineligible or inappropriate, the advance holder shall be responsible for this particular expense

Clearance of Cash Advance (cont’d)

Finance and Administration Department

Sample

Clearance of Cash Advance (cont’d)

Finance and Administration Department

Clearance of Cash Advance (cont’d)

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Finance and Administration Department

Payment A request for payment is required Exception is for those made it clear in the

approved detailed budget estimates “settled by invoice”– a copy of such approved sheet need to be attached.

Payment Voucher

Payment from Petty cash box is allowed up to 3,000 baht or US $100 – a request for payment required.

Payment process may required up to 3 working day or longer

Finance and Administration Department

A payment will be processed when:Supporting documents required are provided;It has been determined that payment has not

been made previously;A goods or service for which payment is being

requested has been received or rendered in accordance with agreed terms;

Payment

No other available info. that would bar the payment.

Finance and Administration Department

Miscellaneous Expenses –no receipts

Receipt is not available or applicable An expense shall be reasonable and justifiable

Certification of Payment Form

Finance and Administration Department

Expenses for Hospitality/Gifts All claims for hospitality

must be evidenced with receipts and a complete list of persons who participated

Except the Director, all staff who plan to incur hospitality costs and/or gifts must request an advance to ensure the approval prior the hospitality event or buying gifts.

Finance and Administration Department

Travel

MI covers the standard allowable expenses for accommodation, food, incidental and travel related costs for all authorized, official travels.

Travel Authorization must be endorsed by the supervisor and approved by the Director in advance – 3 days.

All travels must be carried out according to the itinerary and routes stated in the Travel Request and Authorization (TA).

Any deviation from the plan must be supported by amendment TA.

Policies

Finance and Administration Department

Preparation of TA

Purpose Destinations Means of transportation Number of days Estimated costs Required cash advance

Travel (cont’d)

Finance and Administration Department

Travel (cont’d)

Finance and Administration Department

Plane –Distance >350km & Time >5 hours, most direct route & most economical available means

Train & Bus – 2nd class Official vehicle Private vehicle – authorized before departure &

reimbursement is 5 baht/km of the standard distance.

Mode of Travel

Travel (cont’d)

Finance and Administration Department

Accommodation – Actual cost but up USD70/night (outside Thailand) and up to Baht 2,000/night (within Thailand)

Meal & incidental cost allowance USD50/day (outside Thailand) and THB500/day

(Within Thailand) Cost breakdown: Breakfast=20%; Lunch=20%;

Dinner=40%; Incidental=20% Deduction – if free meals provided

Travel related costs – according to actual receipts

Travel Costs and Standard Allowances-DSA

Travel (cont’d)

Finance and Administration Department

Within 10 working days after the completion of the official trip

Back-to-office Report

Settlement of Travel Advance – Travel Claim

Travel (cont’d)

Finance and Administration Department

Learning Session on Finance, Finance and Administration Department

THANK YOU