Presentation on theme: "Finance and Administration Department. Organizational Chart Finance and Administration Dept (Finance and Administration Controller) Finance and Administration."— Presentation transcript:
Organizational Chart Finance and Administration Dept (Finance and Administration Controller) Finance and Administration Dept (Finance and Administration Controller) Finance and Accounting Procurement Human Resources General Services
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 Working Hours & Holidays
Finance and Administration Department 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 Leave
Finance and Administration Department 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). Medical Insurance
Finance and Administration Department a.Daily Room & Board (Max. 31 days)THB1,500 b.ICU (Max. 7days – in total not more than 31 days) THB3,000 c.Other Hospital ServicesTHB10,000 d.Surgical Fee (subject to non-schedule)THB12,000 e.In-hospital Doctors’ visits (1 call per day, Max. 31 days)THB800 f.Out-patient Emergency Accident TreatmentTHB3,000 g.Group Clinical Benefit- OPD (1 call per day, 30 calls per policy year)THB2,500 Insurance Coverage
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. Cash Advance What are Cash Advances?
Finance and Administration Department 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 Cash Advance Procedures Cash Advance (cont’d)
Finance and Administration Department Cash Advance (cont’d) 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.
Finance and Administration Department Clearance of Cash Advance 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. JUSTIFICATION
Finance and Administration Department 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 Clearance of Cash Advance ( cont’d)
Finance and Administration Department 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 Clearance of Cash Advance ( cont’d)
Finance and Administration Department 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 Clearance of Cash Advance ( cont’d)
Finance and Administration Department Sample Clearance of Cash Advance (cont’d)
Finance and Administration Department Clearance of Cash Advance ( cont’d) 1 3 2
Finance and Administration Department Payment 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. Payment Voucher 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
Finance and Administration Department 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; Payment No other available info. that would bar the payment.
Finance and Administration Department Miscellaneous Expenses –no receipts Receipt is not available or applicable An expense shall be reasonable and justifiable Certification of Payment Form
Finance and Administration Department 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.
Finance and Administration Department Travel 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. Policies
Finance and Administration Department Preparation of TA Purpose Destinations Means of transportation Number of days Estimated costs Required cash advance Travel (cont’d)
Finance and Administration Department Travel (cont’d)
Finance and Administration Department Plane –Distance >350km & Time >5 hours, most direct route & most economical available means Train & Bus – 2 nd class Official vehicle Private vehicle – authorized before departure & reimbursement is 5 baht/km of the standard distance. Mode of Travel Travel (cont’d)
Finance and Administration Department 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 Travel Costs and Standard Allowances-DSA Travel (cont’d)
Finance and Administration Department Within 10 working days after the completion of the official trip Back-to-office Report Settlement of Travel Advance – Travel Claim Travel (cont’d)
Finance and Administration Department Learning Session on Finance, Finance and Administration Department