Meal expenses reimbursement no bills

4849 views 6 replies

Jayashree

Software Engineer

82 Points Joined February 2014

Hi,

Recently I traveled for company work to mumbai city it was a 2 days trip. I got travel expenses reimbursed but company rejected my claim for my meals. I claimed Rs 260/- for two days but I lost the bills/receipts and unable to attach bill with my claim application.

Later I noticed that I made the payment through credit card and the credit card statement show the transaction for my food expenses. I requested my finance department to consider credit card statement as proof for the reimbursement. Fianance department declined my request and insist on bills/receipts from the restaurant.

My questions

1] For reimbursement of expense (daily), bills/receipt is the only proof? No other proof is allowed?

2] Isn't a credit card statement a valid document to grant reimbursement

3] Are there any exception for providing document for reimbursement of expenses

My compnay has per diem expense limit for mumbai city as follows

food rs 400/-

conveyance rs 200/-

Please help and guide me understanding importance of bills /receipts, credit card statements

Regards

Replies (6)

Sashikant Tripathi

Chartered Accountant

218 Points Joined July 2009

Your Finance Department pesonnel are sick. What rubbish is this. They cannot deny for your reimbursement. Give them a fake bill , purchase a cash memo booklet and create a bill by your own. And from next time take advance from your company and only after taking advance go out for official purpose.

Jayashree

Software Engineer

82 Points Joined February 2014

Thanks Shashikant for your reply.

Exactly similar thaughts came into my minds. Many companies struggle converting hard copy receipts scan them and attach the soft copy in the file and hence promotes use of credit card as it is already authorised by third party. I think it is more solid proof than hand bills.

I am not finance expert so I cannot argue finance department. Everytime I talk to them they say about audits, taxes, CA, etc. It is very difficult to deal with them. If I get some good reference for "use of credit card statement as proof of reimbursement" then i will try convencing my finance department.

CA Vasiullah (Vasi)

Audit Executive

1823 Points Joined October 2009

Being an Article I had a limit of Rs. 700/day on comparatively smaller cities in a recent audit visit! and it was hard to manage in that... 400 is really low... and the finance department should accept the credit card details... !! They seems to be hell bent on getting bills... and if u hv to manage in 400 then its hard to get bills as well!!

Jayashree

Software Engineer

82 Points Joined February 2014

My collegue who went on to similar business trip for 2 days for the similar purpose as that of mine, got reimbursement of Rs 1650/- Including travel, local conveyance and food. I did not claimed local conveyance and food too I claimed only Rs 260/- for two days and that too got rejected only because I forgotten to keep the bills. If I had paid it by cash and forgotten the bills then I understand that I do not have proof. But I have the proof but my company won't recognise it.

this per idem allowance. If they want bills for per idem then how it is different from at actuals

does auditors really verify how guenine a bill is? I mean can auditor take objection for reimbursements for claims with credit card statement and no physical bill/receipt?

CA Vasiullah (Vasi)

Audit Executive

1823 Points Joined October 2009

Actually auditors dont demand bills for per diem expenses, I have audited many companies and never sought bills for per diem expenses!!! It looks like they are asking it for internal control purposes or it could be complete nonsense demand from them!!!

Jayashree

Software Engineer

82 Points Joined February 2014

Surprisingly in my case, finance department asked for my HR for her advice on my reimbursement.

And my manager is ready to approve in case it is needed. When I written to finance I have included my HR and Manager. Looks like finance department and my HR don't want to take any hypothetical risk which in reality not at all a risk.

I will try to convince my HR one more time and let us see how it goes.

thanks for your inputs though