‘As Is’
1
Admin Expenses-Process Over View
Start
Admin Expense -Taxi Hire (Page 1)
Performed by : Various
. Verification of accuracy of Taxi Expense
Admin Expense -Air Travel (Page 2)
Process Over View
Performed by : Various
. Verification of accuracy of Air Travel Expense
. Approval of Air Travel Expense SUN
Admin Expense -Rental (Page 3)
Performed by : Finance and Financial Controller
. Verification of accuracy of Rental Expense
. Payment to vendor
END
0
India Corporate Office Admin Expense 2020
Taxi Hire
Sends email request
Takes Cab and The Finance team has a
in a specified
signs on the contract with few cab
Start template to cab
Team Member
challan at the time vendors and have shared the
vendor
of drop off details of each vendor with
AE.1.1 the team members for
AE.1.1
availing the cab facility.
Is service
No availed from Hilton
Contractor?
Yes
Receives vendor Receives monthly
invoice with copy bill report with
of email request email request,
challan, HOD challan and
approved expense invoice from
claim Contractor Email
Email
AE.1.2 confirmation
AE.1.2 confirmation
Takes email EAE 1
confirmation over
monthly contractor
bill reports from
user HOD
Amount of invoice
Finance
Is it for Employee
is deducted from
business NO Benefits
team member’s
purpose? Process
Is there any Confirms with payroll
gap noted in Yes team member/
inovice? Vendor
No
Yes
Is case of Vendor
expense Yes Payment
Claim? Process
No
1
India Corporate Office Admin Expense 2020
Air Travel
Team Member
Fills Travel Authorization
Blocks appropriate option Form (TAF) / e-Mail ticket Books tickets from Amex Post travel, sends expense claim form along
Checks for travel options Sends the documents to
Start with Amex details and sends for card with travel tickets, and lodging proofs (TAF) A
by emailing Amex Finance Team
approval to HoD for approval
AE.2.3
AE.2.3 AE.2.4 AE.2.4
Approving Supervisor
The manager/ HOD approves the TAF or e-
Mails basis of details of the cost of travel.
(HOD)
Travel Authorization Form (TAF) or e-Mails
Receives TAF/e-Mails and approves the travel expense contains details of the air travel as well as
boarding & lodging and total cost for the
same and also ensures that the discounts/
incentives provided by airlines is availed
AE.2.1 AE.2.2 while authorizing the TAF or e-Mails.
AE.2.1 AE.2.2
The supporting documents must be provided to
Finance Accountant generates the finance team by 15th of every month .As per
Finance Team
Financial Team receives Informs team Voucher and signs it and then the Travel and Expenses global policy Any delay
Is supporting member and over 90 days must be approved by CFO and
A travel documentation and No it is forwarded to finance
provided? requests for over 6 months, the expenses are not reimbursed.
verifies the details manager
proofs
SUN
Finance manager reviews
and signs the Voucher and
Expense Details
send it to FC for final
Yes are booked in
Approval
SUN
AE.2.7 AE.2.7
Finance Controller
Disbursements/
Finance Controller Reviews
Settlement with
and Approves the Voucher End
employee
for final Settlement
Financial Controller verifies and
approves the travelling details , which
is consistent with the Hilton Worldwide
Global policy.
India Corporate Office Admin Expense 2016
Rent
The finance team has
contract with the vendor
Vendor
Sends the Monthly and rent is fixed as per
Start rental invoice to contract. Finance Team
Finance Team has not faced any query
till date due to above
contract.
Finance Team
Receives the Finance team
Invoice and raise the query to Vendor Payments
verifies the vendor
Yes VP.1.1
VP.1.1
No
Manager
Office Manager
Office
reviews and Is
approve the It approved ?
invoices
3
Process Flow Legends
Start/End Terminal Key Control
Non Key Control
Process Step/Key
control
Risk cross -Reference
Process Step/ Non
Key control
On/Off-Page
Connector
LEGENDS
Reference to other
process Database/System
On-Page Documents
Connector (Excel , E-mails etc)
Electronic Audit Evidence
EAE (EAE)
Direction of Flow
KAC Key Application Control
Yes Yes/No Decision
Financial Design Gap
No
Data File (Data
Feed/File from Operational Design Gap
system)
