2009

ELABRAM SYSTEMS SDN BHD

PROCESS FLOWCHART & GUIDELINES
ON 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.

...................................7 Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions Page 2 ....... 8............................ 3.. ............. Process Flowchart .. 7....................... 6....................................................................................................CONTENTS 1...7 Engineer Liability for Equipment Loss or Summon/Car Damage Claim .................................6 Allowance & Overtime......................................................................................................3 Transportation Claim …………….........................................................................................4 Timesheet ...............6 Business Call Reimbursement ....5 Purchase Requisition ....... 4......................... 5.......................5 Expenses Reimbursement ....................... ............................................... 2...6 Cash Advance ...................... 9..

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 19th of the month.Every 19th or 26th of the month. the payment will be released before or on 26th of the month. FA will bank in the payment . In the event that the payment date falls on a holiday or a weekend. Sharina before or on every 3rd of the month (according to Project Admin received date). Any expenses claims submitted after the cut-off date will be processed on the following month. OR before or on 10th of the month (According to Project Admin received date). depend on the expense claims submission date. Azrin. 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. the payment will be banked in on the working day preceding it. Project Admin (PA) will collate the timesheet/expense claims and obtain the approval from Assistant Project Manager. Only one expense claims will be accepted each month. 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). 2 Cut-off dates for submission before or on every 3rd of the month. Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions Page 3 . Yasir and Total Project Manager. Only original receipts are acceptable and scanned or photostatted copies will be rejected and returned. 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.1.

Jalan Templer ( P1 Office) Taman Kinrara. PJ (Celcom Office) Kajang Prima – Jalan Templer (P1 Office) Kajang Prima –Subang Hi-Tech (Digi) Kajang Prima. is to be calculated from your home or ESSB Office (Kajang Prima).Jalan Templer ( P1 Office) Sri Kembangan . Mileage for travel to customer office or other office sites.2.Wisma Denmark Subang Jaya.Wisma Denmark (ALU office) Kajang Prima .Cyberjaya (Ericsson office) 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.Section 14.pdf • • • • Mileage claims (RM0.Jalan Templer ( P1 Office) Wisma Denmark.Wisma Denmark Subang Jaya. New Routes will be added in as and when required or requested. when instructed. 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 Page 4 .Wisma Denmark Tmn Kinrara.Wisma Denmark Sri Kembangan .1 Mileage Guideline: Distance Kota Damansara .50 per KM) for official travel shall not exceed the guideline indicated above. PJ (Celcom Office) Kajang Prima.Malaysia Mileage-Google Map. whichever is nearer.Jalan Templer ( P1 Office) Wisma Denmark. Transportation Claim 2.Section 14.

Expenses Reimbursement 4. car wash. Any submissions later than Wednesday. Timesheet_Engineer.2 For Drivers • Driver is required to record the daily task and the Engineer’s Name in the Timesheet and to submit the approval timesheet to Project Admin on a monthly basis. toll. • Engineer is required to record the daily task and the assigned project code into the timesheet (Internal).xls 4. 2pm.2. The cut-off day for submission to PA is every Wednesday. • • Payment will be paid to the Driver after 7 working days provided that all documents are completed and signed.1 For Engineers • This timesheet is for internal used purpose only. Any claims form not properly done will be return for a redo. Timesheet (Internal) 3. 4. bus/ferry/boat fares and parking charges are to be submitted using the Travel Claim Form. • For the Engineer who is required to fill in the Customer Timesheet. Engineer has to submit the timesheet together with the expense claims to Project Admin on or before every 6th of the month. 3. air ticket. Travel Claim Form. xls Project Code. Claims for parking charges at other areas will be added in as and when required or requested. 2pm will be processed on the next following week.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. petrol. 4. Touch & Go.xls Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions Page 5 .3 Travel Claim Form – All claims pertaining to travelling such as accommodation.2 Claim for parking charges in and around the vicinity of Wisma Denmark shall not exceed RM5. Timesheet_ Driver.2 The Company has the right to delay any claims for expenses that are not received within 3 months after the monthly cut–off date and shall not compensate for any delays in expenses claim payment caused by Engineer’s late submission of claims.doc 3.00 per receipt. The amount incurred is to be filled into the assigned column and totaled up for a faster processing. meal allowances. mileage claim. he has to submit another set of Approved Timesheet (from the customer) to Project Admin on a monthly basis.

and etc are to be submitted using the Expenses Claim Form for reimbursement. a cash advance will be provided upon request.1 Engineer who needs to purchase tools. charger. Additionally. Expenses Claim Form. etc and subjected to the approval of Azrin and Yasir.1 For the Engineer who is assigned to an outstation assignment for more than 1 month. • Meal: Outside Klang Valley.1 Outstation Allowances.doc 5. RM40. 7. RM80. 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). phone bills. courier charge. battery & etc).00 per delivery (with receipt). repairs for car.1. This option is only applicable when there is a non-availability of standard rooms due to peak season.00 – Twin Bed sharing) for accommodation in a 3-star hotel only. 6. (Advance amount will be determined by Project Manager).1 For Engineer 7. • Weekends and Public Holidays (for above 4 hours worked): Basic Salary / 22 days multiply by number of days worked.00 per day.3 No additional advance will be provided during this period. stationery purchases.00 per receipts).2 Overtime rate. PR Form. 6. 6. Approval via Email is acceptable for outstation and urgent request. Purchase Requisition 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.4 Expenses Claim Form • All miscellaneous expenses claims such as medical costs (RM80.00 needs the prior approval from Project Manager. Allowance and Overtime 7.xls 5.00 per day 7.4.2 This advance will be fully deducted from the expense claims once the assignment is completed. Cash Advance 6. • Accommodation: Outside Klang Valley. inverter. Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions Page 6 . or you can opt to claim by show of receipt (not exceeding RM 150. Claims for courier charges for forwarding of timesheets/receipts are up to a maximum of RM 8.1. tools (phone holder. any hotel claim for more than RM150.

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 overtime work to be carried out.• • However. OT Worksheet. 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.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. • Weekends and Public Holidays: RM30. For the Engineer who is allowed to claim for overtime. However. signed by the Project Manager and submitted to Project Admin who upon verification will forward to HR for processing of payment.5 Inventory checklist for each Engineer must be included with a picture for each Item. it will be deducted from the Engineer claims and/or the Driver’s salary.00 per day 7.2 For Driver 7. Business Call Reimbursement 8. an announcement from the client on certain projects where there are deadlines for completion of tasks.1 Any loss or damage of Equipment/Tools due to negligence or mishandling will be borne by the Engineer. the company will consider providing a SIM card (for business usage only) upon request and approval from Project Manager.2.00 per day (for above 4 hours worked) 8. 9. • Outstation allowance: Outside Klang Valley RM15. 8.2 Overtime rate. 9. prior approval is required from the Project Manager or in some situations.xls Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions Page 7 . Inventory_Form.xls 7. No unauthorized repairs or servicing is allowed without the prior consent of the car-rental company. For any unclear or incorrect phone bills. 9.2 For Engineers utilizing their personal phone line for business purposes.2 For any rented car damage or cost of repairs due to negligence or mishandling.2. he has to fill in the OT form. 9. Engineer Liability for Equipment Loss or Summons/ Car Damage Claim 9. 9.1 Engineer is encouraged to separate the personal calls and business calls by using alternate phone lines.4 Each and every Engineer must have an Inventory check list updated every month along with the Timesheet for submission to Project Admin.1 Outstation Allowances.

9. Anthony Quah (03-8737 2388) Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions Page 8 . Chooi Tyng (03-8737 2388) 3. The engineer responsible will be based on the Item recorded in the Inventory checklist (from project Admin) to which he has acknowledged.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. Sharina (03-8737 2388) 2.6 The engineer will be held responsible for any damages on tools including scratches on the laptops and test mobiles (especially those owned by customer). For further clarification. that is found during the return to the customer.9. please contact below person-in-charge: 1.