2009ELABRAM SYSTEMS SDN BHD
PROCESS FLOWCHART & GUIDELINESON EXPENSES CLAIMS, ADVANCES
AND ALLOWANCES FOR RF ENGINEERS
[GENERAL]
This Process Flowchart Manual has been derived in order to give
a clearer picture and to remove any confusion pertaining to claims
for expenses incurred, cash advances and allowances. All RF
Engineers and others who are involved in Projects are to abide to
these guidelines and to refer to the Human Resource department for
further clarification.
CONTENTS1. 2. 3. 4. 5. 6. 7. 8. 9. Process Flowchart
..........................................
...................................3 Transportation Claim
................................................................4
Timesheet
.......................................................................................5
Expenses Reimbursement
....................................................
................5 Purchase Requisition
...........................................................................6
Cash Advance
..........................................................................6
Allowance &
Overtime.........................................................................6
Business Call Reimbursement
................................................................7
Engineer Liability for Equipment Loss or Summon/Car Damage Claim
................7
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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1. Process Flowchart
Process Flow for Engineer Expense Claims
All RF Engineer and drivers timesheets and Expense Claims forms
attached with relevant supporting documents to be submitted to
Project Admin Ms. Sharina before or on every 3rd of the month
(according to Project Admin received date), the payment will be
released before or on 19th of the month. If Engineer submits the
expense claims to Project Admin later than 3rd but before or on
10th of the month, the payment will be released before or on 26th
of the month. Only original receipts are acceptable and scanned or
photostatted copies will be rejected and returned. Any expenses
claims submitted after the cut-off date will be processed on the
following month.
2 Cut-off dates for submission before or on every 3rd of the
month, OR before or on 10th of the month (According to Project
Admin received date). Only one expense claims will be accepted each
month.
Project Admin (PA) will collate the timesheet/expense claims and
obtain the approval from Assistant Project Manager, Yasir and Total
Project Manager, Azrin.
PA (2 days) PM (2 days)
Project Admin will forward the claims/timesheets to the Human
Resource Department (HR) for verification/authentication and to
generate the payment voucher (PV)
HR (2 days)
HR will forward the completed payment voucher with the relevant
documents to Finance and Admin Department (FD).
FA (3 days) Management (2 days)
FD will process the payment and bank in the expense claims
before or on every 19th OR 26th of the month depend on the
submission date. In the event that the payment date falls on a
holiday or a weekend, the payment will be banked in on the working
day preceding it.
FA will bank in the payment - Every 19th or 26th of the month,
depend on the expense claims submission date.
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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2. Transportation Claim2.1 Mileage Guideline: Distance Kota
Damansara - Wisma Denmark Sri Kembangan - Wisma Denmark Tmn
Kinrara- Wisma Denmark Subang Jaya- Wisma Denmark Subang Jaya-
Jalan Templer ( P1 Office) Taman Kinrara- Jalan Templer ( P1
Office) Sri Kembangan - Jalan Templer ( P1 Office) Wisma Denmark-
Jalan Templer ( P1 Office) Wisma Denmark- Section 14, PJ (Celcom
Office) Kajang Prima- Cyberjaya (Ericsson office) Kajang Prima-
Wisma Denmark (ALU office) Kajang Prima - Section 14, PJ (Celcom
Office) Kajang Prima Jalan Templer (P1 Office) Kajang Prima Subang
Hi-Tech (Digi) Kajang Prima- NSN Malaysia (CP Tower) Mileage (KM)
25KM + 10KM = 35KM ( one way) 25KM + 10KM = 35KM ( one way) 17KM +
10KM = 27KM ( one way) 26KM + 10KM = 36KM ( one way) 13KM + 10KM =
23KM ( one way) 8KM + 10KM = 18KM ( one way) 24KM + 10KM = 34KM (
one way) 14KM + 10KM = 24KM ( one way) 14KM + 10KM = 24KM ( one
way) 27KM + 10KM = 37KM ( one way) 33KM + 10KM = 43KM ( one way)
32KM + 10KM = 42KM ( one way) 31KM + 10KM = 41KM ( one way) 26KM +
10KM = 36KM ( one way) 29KM + 10KM = 39KM (one way) Total (KM) 35
35 27 36 23 18 34 24 24 37 43 42 41 36 39
* Information reference from Google Map- Malaysia
Mileage-Google Map.pdf
Mileage claims (RM0.50 per KM) for official travel shall not
exceed the guideline indicated above. New Routes will be added in
as and when required or requested. Mileage for travel to customer
office or other office sites, when instructed, is to be calculated
from your home or ESSB Office (Kajang Prima), whichever is nearer.
Any claim for mileage (km) is not allowed to claim for petrol or
vice versa for the same destination.
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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2.2 Claim for parking charges in and around the vicinity of
Wisma Denmark shall not exceed RM5.00 per receipt. Claims for
parking charges at other areas will be added in as and when
required or requested.
3. Timesheet (Internal)3.1 For Engineers This timesheet is for
internal used purpose only; Engineer has to submit the timesheet
together with the expense claims to Project Admin on or before
every 6th of the month. For the Engineer who is required to fill in
the Customer Timesheet, he has to submit another set of Approved
Timesheet (from the customer) to Project Admin on a monthly basis.
Engineer is required to record the daily task and the assigned
project code into the timesheet (Internal).Timesheet_Engineer.
xls
Project Code.doc
3.2 For Drivers Driver is required to record the daily task and
the Engineers Name in the Timesheet and to submit the approval
timesheet to Project Admin on a monthly basis. Payment will be paid
to the Driver after 7 working days provided that all documents are
completed and signed. The cut-off day for submission to PA is every
Wednesday, 2pm. Any submissions later than Wednesday, 2pm will be
processed on the next following week.
Timesheet_ Driver.xls
4. Expenses Reimbursement4.1 All claims for expenses incurred
are to be submitted using the Expense /Travel Claim Form with
relevant supporting documents and original receipts on a monthly
basis. 4.2 The Company has the right to delay any claims for
expenses that are not received within 3 months after the monthly
cutoff date and shall not compensate for any delays in expenses
claim payment caused by Engineers late submission of claims. 4.3
Travel Claim Form All claims pertaining to travelling such as
accommodation, meal allowances, petrol, toll, Touch & Go,
mileage claim, car wash, air ticket, bus/ferry/boat fares and
parking charges are to be submitted using the Travel Claim Form.
The amount incurred is to be filled into the assigned column and
totaled up for a faster processing. Any claims form not properly
done will be return for a redo.Travel Claim Form.xls
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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4.4 Expenses Claim Form All miscellaneous expenses claims such
as medical costs (RM80.00 per receipts), phone bills, courier
charge, stationery purchases, tools (phone holder, inverter,
charger, battery & etc), repairs for car, and etc are to be
submitted using the Expenses Claim Form for reimbursement. Claims
for courier charges for forwarding of timesheets/receipts are up to
a maximum of RM 8.00 per delivery (with receipt).Expenses Claim
Form.xls
5. Purchase Requisition5.1 Engineer who needs to purchase tools,
inventory and stationery for business purpose is required to fill
in the Purchase Requisition form and obtain the approval from
Project Manager (Azrin and Yasir). Approval via Email is acceptable
for outstation and urgent request.PR Form.doc
5.2 Engineer is required to attach the approval Purchase
Requisition form together with the expense claim in order for Admin
to process for reimbursement.
6. Cash Advance6.1 For the Engineer who is assigned to an
outstation assignment for more than 1 month, a cash advance will be
provided upon request. (Advance amount will be determined by
Project Manager). 6.2 This advance will be fully deducted from the
expense claims once the assignment is completed. 6.3 No additional
advance will be provided during this period.
7. Allowance and Overtime7.1 For Engineer 7.1.1 Outstation
Allowances; Accommodation: Outside Klang Valley; RM80.00 per day,
or you can opt to claim by show of receipt (not exceeding RM 150.00
Twin Bed sharing) for accommodation in a 3-star hotel only. This
option is only applicable when there is a non-availability of
standard rooms due to peak season, etc and subjected to the
approval of Azrin and Yasir. Additionally, any hotel claim for more
than RM150.00 needs the prior approval from Project Manager. Meal:
Outside Klang Valley; RM40.00 per day 7.1.2 Overtime rate; Weekends
and Public Holidays (for above 4 hours worked): Basic Salary / 22
days multiply by number of days worked.
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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However, for any overtime work to be carried out, prior approval
is required from the Project Manager or in some situations, an
announcement from the client on certain projects where there are
deadlines for completion of tasks. For the Engineer who is allowed
to claim for overtime, he has to fill in the OT form, signed by the
Project Manager and submitted to Project Admin who upon
verification will forward to HR for processing of payment.OT
Worksheet.xls
7.2 For Driver 7.2.1 Outstation Allowances; Outstation
allowance: Outside Klang Valley RM15.00 per day 7.2.2 Overtime
rate; Weekends and Public Holidays: RM30.00 per day (for above 4
hours worked)
8. Business Call Reimbursement8.1 Engineer is encouraged to
separate the personal calls and business calls by using alternate
phone lines; However, the company will consider providing a SIM
card (for business usage only) upon request and approval from
Project Manager. 8.2 For Engineers utilizing their personal phone
line for business purposes, he is required to highlight all
business calls on his Original Phone Bill before submitting to
Project Admin. Copies and downloaded ebillings are not accepted.
For any unclear or incorrect phone bills, Project Admin has been
authorized to return to the engineer for a redo of the expenses
claim and will only be processed in the following month.
9. Engineer Liability for Equipment Loss or Summons/ Car Damage
Claim9.1 Any loss or damage of Equipment/Tools due to negligence or
mishandling will be borne by the Engineer. 9.2 For any rented car
damage or cost of repairs due to negligence or mishandling, it will
be deducted from the Engineer claims and/or the Drivers salary. No
unauthorized repairs or servicing is allowed without the prior
consent of the car-rental company. 9.3 All summons by the Traffic
Police and municipalities for offenses committed will be forwarded
to the respective engineer for them to settle the fine/compound
themselves. 9.4 Each and every Engineer must have an Inventory
check list updated every month along with the Timesheet for
submission to Project Admin. 9.5 Inventory checklist for each
Engineer must be included with a picture for each
Item.Inventory_Form.xls
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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9.6 The engineer will be held responsible for any damages on
tools including scratches on the laptops and test mobiles
(especially those owned by customer), that is found during the
return to the customer. The engineer responsible will be based on
the Item recorded in the Inventory checklist (from project Admin)
to which he has acknowledged. 9.7 Engineer has to send the
Inventory Form together with the timesheet and denoting each Item
on the Inventory list for a physical inspection by Yasir.
Disciplinary action will be taken on those who do not comply to
this instruction.
For further clarification, please contact below
person-in-charge: 1. Sharina (03-8737 2388) 2. Chooi Tyng (03-8737
2388) 3. Anthony Quah (03-8737 2388)
Elabram-Project (Internal)
25/08/2009
Elabram Proprietary Use pursuant to Company instructions
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