Golden ToPPer Accounting Manual = = (Sea POLICY FOR CASH ADVANCE TO EMPLOYEES 1. POLICY STATEMENT ‘The Cash Advance ("CA"), forthe purpose of this policy, is defined as any money received by ‘an employee when standard purchasing procedures will at work. Cash Advance applies to purchase ‘of supplies, payment of other miscellaneous expenses or to cover expenses of an Upcoming profed or business travel. This does not include personal loans requested from the company and cash ‘advance to supplier which shall follow the stanc 1rd payment request process. TT, COVERAGE ‘This policy covers all employees of Golden ToPPer. TIL, IMPLEMENTING GUIDELINES 4 Request for Cash Advance shall be file thru “Advance payments" form in DingTalk and attached other supporting documents Only regularized employees are eligible for CA subject to a maximum limit of Php 20,000 per request except for (2) Sales or Company events with pre-approved budget, (b) Ca for Permits, licenses, and other government registrations and (c) CA Is more than Php 20,000 and Urgont in nature, on 9 ease to case bass, shall Seek fst an appravel from te CFO. ‘The employee who files the DT form Is responsible for making the necessary follow-up with the Accounting and Treasury Department regarding the approval and releasing of said advances and shal likewise be accountable for liquidation therein. ‘Treasury will release the CA to employee and forward the Check voucher package to Accounting ‘or record keeping, monitoring of liquidations and salary deduction confirmations to HR i any. Liquidation of such advances should be made using the Expense Reimbursement /Liquidstion Form (ERLF), see attached “Annex A", and should be submitted after three (3) working days {and not later than fteen (15) working days from receipt of cash advance. allure to account for the advanced funds in ull within thirty (30) working days, the employee must submit a wen ‘explanation tothe CFO of wy it should not be deducted from the payroll. I such explanation hot acceptable to the company, the employee shall execute an Authorization for Payroll Deduction form, see “Annex B*, forthe unliquidated emount. Accounting shall advise HR for any salary deduction. bib Qe Beasteee ea NAS @ "1LL 3) Golden ToPPer ‘Accounting Manu = — Section POLICY FOR CASH ADVANCE TO EMPLOYEES | 6, Documents to support lluidation/reimbursement includes but not limited tothe following 1.Official Recent (OR) or Sales Invoice {for goods oF materials) ~ should ber ‘2 under the REGISTERED COMPANY NAME; BIR registered and is stil valid from the date issued 2.Thermal or Tape Receipts 2 to support the manual O.R. for buk purchases photocopied and attached to liquidation of relmbursement form. 3, Payment Receipt (ee "Annex C’, in cases where seller has no O.R.) 4. Proof of attended activity (if any) 5. Approved Official Business (O8) Form 6. Travel Itinerary with actual amounts of expenses 7. All documents provided for lquidation/relmbursement shall be stamped “PAID” by Accourting to avoid Gouble liquidation. 8, If fund requested will no longer be utilized due to cancelation of purchase or activity, CA must be deposited back to company's Gesignated bank account where the und was originally dstursed ‘and submit bank deposit sip to Accounting within fiteen (45) working days from the release of ER. Requestor shal attach Notice of Cancelation approved by the Department Head. ©. No additional cash advance shall be allowed with unliquidated CAs, Otherwise, 2 justifetion duly approved by the Department Head and CFO shal be made prior to issuance of, ‘nother Cach Advance, 10.tf requestor is separated from the Company, the said employee must liquidate all outstanding CA before Accounting signs the Clearance and any unliquidated amount shall be for final pay (eduction. If the final pay is less than the unlquidated CA, the employee must return/depostt {he unliquidated portion tothe company’s bank account. IV. PROCEDURES 1, The requestor should make a DingTalk request for approval thru "Advance payments” form, 2. Upon submission in DingTalk, attaches the following supporting documents duly approved ether ‘email approval or DT/Viber approval by Department Head .) Budget Proposal for planned events (for Company Events, Sales Events and Marketing Activites) proposal shal ingiate the planned activities, pace of event, target date of events, estimated cost, names of attendees, If any »,) Tomerary of Travel ~ see “Annex D” 3. Indicate the business purpose, amount and date the advance is needed. I is important to place the eate in which the money will be used. CA shal be used ony for the purpose it was ‘equested, otherwise, Ch shall be deposited directly to the company’s bank account where the Ls Clb deoseeae Ey NAN oS "SLL Golden ToPPer Accounting Manual = rine not2 Section POLICY FOR CASH ADVANCE TO EMPLOVEES 4. Upon liquidation, prepare using the Expense Relmbursement /Liquidation Form (ERLE) in ‘two (2) copies and submit to Accounting for valiéaion. 5. All orignal recepts should be attached with a summary according to date of receipts should be given. In cases, where total expense is not more than Php 3,000 and no O.R. is avaliable from the seller or sevice provider a Payment Receipt, see "Annex C”, shall be filed up and signed by the seller. Its the responsibilty of the requestor to facitate the payment recegt fo be signed by the seller wnere OR won't be available for any foreseen expenses, 6. For the liquidation of travel expenses by ait, @ travel itinerary must be accomplished by the requestor on behalf of the executives of by the traveling employee duly approved by his, Immediate superior and Department Head. 7. If the item purchased is distributed to each employee, a signed sheet with complete employee name, department and signature should be provide. 8. If expenses exceed cash advance wherein the excess amount Is Php 3,000 ang below, it shall be ‘approved by the Accounting Director and be reimoursed trough Petiy cash fund (PCH), (Otherwise, ifthe excess is more than Php 3,000 then the requestor shal seek approval from CFO, ‘and is necessary fori to be reimbursed thru regular payment processing and submit the same ‘Fequest via DingTalk for approval 9. The Accounting personnal will hen check veracity and accuracy ofthe signed ERLF and al receipte submited. ADMINISTRATION ‘Should an employee be found to have caused the error or reason for delay due tothe negligence of uty, despite follow ups from Accounting, such employee small be subject to in accardance to the Siscipinary measure as stipulated in the Code of Conduct under Rule 5.7 Disciplinary action. POLICY APPROVAL AND REVIEW ‘This policy has been reviewed and approved for publication and release Indlcative of the signatures affixed herewith, “Seni, rie ting Managers ‘counting Director Rep‘Accounting Manual ve mae?ToPPer | ERGY OE 2 re 3017 Sect POLICY FOR CASH ADVANCE TO EMPLOYEES | ANNEX BP sumionyzaTion son raynoLL DEDUCTION. io Sa ee Dante ce rarPAYMENT RECEIPT DATE rages? “ANNEX C*Golden ToPPer Ry Oa ‘Accounting Manual ae page ror Section: POLICY FOR CASH ADVANCE TO EMPLOYEES “ANNEX D” End of Annexes.