Some Relevant HR matters; Cash advance, clearance, payment and travel

1. Some Relevant HR matters; Cash advance, clearance, payment and travel Finance and Administration Department

2. Organizational Chart Finance and Administration Dept (Finance and Administration Controller) Finance and Accounting Procurement Human Resources General Services

3. Some Relevant HR matters Finance and Administration Department

4. Working Hours & Holidays • Working Hours • 07.5 hours per day/37.5 hours per week • Monday–Friday • 08.30–17.00 • 12:00 –13.00 for lunch • Official Holidays • 13 days per calendar year

5. Leave • Annual Leave • 20 days • Sick Leave • Up to 30 days with pay • Maternity leave • 45 days plus 90 days of leave without pay • if necessary • Leave without pay

6. Medical Insurance • MI buys comprehensive Medical Insurance for all MI staff members • Currently, MI buys the group medical • insurance from the American • International Assurance Company • Limited (AIA).

7. Insurance Coverage • Daily Room & Board (Max. 31 days) THB1,500 • ICU (Max. 7days – in total not more than 31 days) THB3,000 • Other Hospital Services THB10,000 • Surgical Fee (subject to non-schedule) THB12,000 • e. In-hospital Doctors’ visits • (1 call per day, Max. 31 days) THB800 • Out-patient Emergency Accident Treatment THB3,000 • Group Clinical Benefit- OPD • (1 call per day, 30 calls per policy year) THB2,500

8. Cash advance, clearance, payment and travel Finance and Administration Department

9. Cash Advance What are Cash Advances? • Cash advances are payments made before the actually expenses have occurred. • There are a rang of cash advances: travel advances, advances for meeting/seminars, workshops/trainings, for purchasing of some certain items or services and imprest account.

10. Cash Advance (cont’d) Cash Advance Procedures • A request for cash advance • All cash advances shall be paid only under the name of MI staff members except travel advances • A request for a cash advance exceed 5,000 USD should be sent to the Finance Unit at least 10 working days in advance to ensure sufficient cash

11. Cash Advance (cont’d) C a s h • A staff member who signs as receiving the cash advance is accountable in full and timely settlement • It is the responsibility of the staff’s supervisor and the Dept Manager to ensure that all expenses from the cash advances are reasonable and that no cost of any items are higher than the market prices. • Settlement shall be no later than 10 working days from the specific event or activity which the cash advance for is completed.

12. Clearance of Cash Advance JUSTIFICATION Program • The advance holder shall prepare a request for clearance of advances by matching the expenditures against proper receipts • Approved detailed budget estimates vs actual expenditures • If the unused cash is more than 15% of the approved cash advance (total), the cash advance holder shall prepare a justification.

13. Clearance of Cash Advance (cont’d) • If the actual expenditures exceed 5% of the approved advance, the advance holder must justify in writing the reasons for the additional expenses to be endorsed by the supervisor, project manager and approved by the Director • Any remaining unused cash should be returned within 10 working days

14. Clearance of Cash Advance (cont’d) Finance Unit • Verifies the advance has been used in accordance with detailed budget breakdown that formed the basis of the advance request • Issues a receipt upon receiving unused cash to advance holder • Possible inappropriate or inconsistent used of cash will be reported to the F&A Controller

15. Clearance of Cash Advance (cont’d) • If in the opinion of F & A Controller is that an expense ineligible or inappropriate, the advance holder shall be responsible for this particular expense

16. Clearance of Cash Advance (cont’d) Sample

17. Clearance of Cash Advance (cont’d) 3 2 1

18. Payment • Payment from Petty cash box is allowed up to 3,000 baht or US $100 – a request for payment required. • Payment process may required up to 3 working day or longer Payment Voucher • A request for payment is required • Exception is for those made it clear in the approved detailed budget estimates “settled by invoice”– a copy of such approved sheet need to be attached.

19. Payment • No other available info. that would bar the payment. • A payment will be processed when: • Supporting documents required are provided; • It has been determined that payment has not been made previously; • A goods or service for which payment is being requested has been received or rendered in accordance with agreed terms;

20. Miscellaneous Expenses –no receipts Certification of Payment Form • Receipt is not available or applicable • An expense shall be reasonable and justifiable

21. Expenses for Hospitality/Gifts • All claims for hospitality must be evidenced with receipts and a complete list of persons who participated • Except the Director, all staff who plan to incur hospitality costs and/or gifts must request an advance to ensure the approval prior the hospitality event or buying gifts.

22. Travel Policies • MI covers the standard allowable expenses for accommodation, food, incidental and travel related costs for all authorized, official travels. • Travel Authorization must be endorsed by the supervisor and approved by the Director in advance – 3 days. • All travels must be carried out according to the itinerary and routes stated in the Travel Request and Authorization (TA). • Any deviation from the plan must be supported by amendment TA.

23. Travel (cont’d) Preparation of TA • Purpose • Destinations • Means of transportation • Number of days • Estimated costs • Required cash advance

24. Travel (cont’d)

25. Travel (cont’d) Mode of Travel • Plane –Distance >350km & Time >5 hours, most direct route & most economical available means • Train & Bus – 2nd class • Official vehicle • Private vehicle – authorized before departure & reimbursement is 5 baht/km of the standard distance.

26. Travel (cont’d) Travel Costs and Standard Allowances-DSA • Accommodation – Actual cost but up USD70/night (outside Thailand) and up to Baht 2,000/night (within Thailand) • Meal & incidental cost allowance • USD50/day (outside Thailand) and THB500/day (Within Thailand) • Cost breakdown: Breakfast=20%; Lunch=20%; Dinner=40%; Incidental=20% • Deduction – if free meals provided • Travel related costs – according to actual receipts

27. Travel (cont’d) Settlement of Travel Advance – Travel Claim • Within 10 working days after the completion of the official trip • Back-to-office Report

28. Thank you Learning Session on Finance, Finance and Administration Department