Overview


Reimbursements are issued by the company to settle transactions to employees who received pre-approval from the CEO of such expenses. Employees are not encouraged to pay expenses on behalf of Groworx then reimburse it later on, as there’s a proper Procure-to-Pay process managed by the FInance Team. 


Employee Responsibility


  • All employees should ensure that Reimbursements  will be filed no more than 14 calendar days from the date of the last transaction. If the reimbursement is not filed within the given period, it will be subject for exceptional approval, regardless if pre-approved or not .


    • Reimbursements will be processed on the nearest payment run cycle from the date of approval.  



Process Flow





1. Secure a pre-approval from the CEO for the expense to be reimbursed. If no authority was given to reimburse an expense, Finance will automatically reject the request



2. Submit Reimbursement Request.


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


    


2.2 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?

Not ticked

Cash Advance Amount

Enter 0.00

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

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


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.


2.3 Submit the expense report in Beacon. From the Beacon homepage, click Service Catalog.

    

    


2.4 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.

Reason for Reimbursement

Enter the purpose of your reimbursement

Documentation Requirement

  1. PDF Copy of the Expense Report Form

  2. PDF Copy of the original receipts

  3. PDF Copy of the approval from the CEO. If done through Beacon, enter the ticket number in Reason for Reimbursement. 



Once done, click Place Request.


3. Beacon triggers an automatic workflow to secure approval based on the following hierarchy:


  1. Level 1 Approver - Requestor’s Reporting Manager

  2. Level 2 Approver - CEO (Dan Sandiford)

  3. Finance Approver - Finance Manager (Kevin Del Rosario)


3.1  The approval of the Level 1 Approver triggers the Level 2 Approver to approve the request. Once fully authorized, it will be routed to the Finance Approver for funding confirmation and payment scheduling. Payment to the employee will be processed on the nearest payment run (Tuesday or Thursday). Once the transaction is fully approved, the requestor will be notified via email.


3.2 If there are items in question for Reimbursement, an approver may reject the request. Rejecting the request at any stage of the workflow will close the ticket and the requestor needs to resubmit the request by filing a new ticket. The requestor will be notified of the rejection via email. 


Approvers should always indicate the reason for rejection as this is included in the email sent to the requestor. 


4. Once fully approved, Groworx Finance schedules the Reimbursement for payment. Payment releasing is only every Tuesday and Thursday.