Overview


Cash Advances are issued by the company to settle transactions to vendors who are not accepting any other mode of payment aside from Cash. Upon completion of the transaction, an invoice must be provided by the Vendor to the requestor. This invoice needs to be submitted to Finance for accounting purposes. All Cash Advances must be liquidated in a timely manner (within 14 calendar days from issuance), otherwise it will result in salary deduction.  



Employee Responsibility


  • All employees should ensure that Cash Advances will be liquidated no more than 14 calendar days from the date of remittance to his/her account.If the expense is not liquidated within the given period, the Cash Advance will be deducted on the nearest scheduled payroll run.


    • Payroll deduction reversal will only happen once the liquidation is approved by the Finance Manager. Reversal of the deduction will be credited on the nearest payroll run. 


  • All invoices should be billed to Groworx with  the following details:

    • For PH purchases:

      • Groworx Philippines OPC, TIN: 749-919-158-000

    • For AU purchases

      • Groworx Pty Ltd


Non-compliance to this requirement will invalidate the liquidation.


  • In any case that a vendor only issues a tape receipt, a Purchase Certification must be signed by the authorized representative of the vendor. Non-compliance to this requirement will invalidate the liquidation.


  • An off-boarding employee will not be cleared from Finance should there be any outstanding Cash Advances for liquidation. Immediate settlement will be required for clearance purposes.  



Process Flow





1. Fill out the Expense Report form. 


    1.1 Make a copy of the Expense Report form by clicking File then Make a copy. 


    


1.2 Fill out the following information:




Field

Parameters

Name

Select from the dropdown. 


Cost Center & Cost Center Manager will automatically populate. 


If your name is not on the list, create an Incident and address it to Groworx Finance.

Expense Purpose

Indicate the reason for filing an Expense Report.


Ex. Liquidation of CA for purchase of Office Supplies

Cash Advance Issued?

Ticked

Cash Advance Amount

Enter the Cash Advance amount issued by Groworx


Note: Groworx Finance will always validate this information. Any misrepresentation will be subject to disciplinary actions.

Date

Enter the date of the transaction

Category

Select the appropriate expense category from the dropdown. 


  • Entertainment - for pre-approved team meals

  • Equipment - for computer equipment and peripherals

  • Furnitures and Fixtures - for office Furnitures and fitouts

  • Travel Expenses - for business-trip related meals and/or transportation

  • Office Expenses - for office supplies and/or maintenance

  • Others - for expenses which do not belong to the predefined categories

Description

Enter the details of the transaction

Indicate the unit of measure, especially for services.

Quantity

Enter the quantity of the purchase. 


Note: For services it should always be based on the unit of measure. 

Total Amount

Enter the total amount as invoiced


Less Cash Advance issued and Total Amount for Reimbursement (Return) fields will be automatically populated.

Signature

Insert your e-signature. If not available just input “sgd <your name>”

Expense Request Filing Date

Enter the date when the expense report  will be submitted for liquidation



1.3 Download the Expense Report as a PDF document by clicking File then Download then PDF document (.pdf)



Ensure that you have a softcopy of the receipts, as these are required to be submitted with this form.


2. Submit the Cash Advance Request using the Cash Advance Request service ticket



    2.1 From the Beacon homepage, click Service Catalog.

    

    


2.2 On the next page, click Employee Services.



2.3 Hover around Cash Advance Liquidation then click Request Now.

        


2.4 On the next page, enter the following information:




Field

Parameters

Tribe / Department

Select your corresponding Tribe / Department.

Are there any outstanding balances after liquidation?

Select No, if there is no reimbursable amount after liquidation.



Select Yes, if there are some reimbursable amounts after liquidation. Additional fields would need to be filled up if this is selected.

Currency

Select the currency to be reimbursed

Amount for Reimbursement

Enter the amount to be reimbursed

Reason for Reimbursement

Enter the reason as to why the purchase has exceeded the issued Cash Advance.


Note: Another reimbursement cannot be combined in this form. 

Documentation Requirement

All Cash Advance Liquidation requests must be supported by the following:


  • Invoice/s with correct billing details (See Employee Responsibility section) in .pdf / .jpeg format

  • Completely filled Expense Report


Attach these documents in pdf format by clicking Attach a file. Requests without proper documentation will not be approved. 



Once done, click Place Request.


3. Groworx Finance team reviews the Cash Advance Liquidation. The liquidation needs to be approved by the Finance Manager prior closing of the ticket. 


3.1 If the Cash Advance Liquidation is complete and valid, Groworx Finance Manager will approve the request and the ticket will be closed. 


3.1.1 If there are any reimbursable items, the approval will go through the matrix as documented in  Reimbursements.


3.2 If there are any deviations found in the Cash Advance Liquidation, Groworx Finance will close the ticket and inform the findings to the requestor as to why the liquidation has been rejected.


The requestor needs to create another ticket for resubmission.