1. REGULATIONS ON EXPENSES AND
PAYMENT OF EXPENSES
No.: HD-HC-08
Time of
amendment: 01
Stage of issue:
02
Date of issue: ……
Adjuster: Checker: Approver:
I. PURPOSE.
- To determine expenses for all staff who are currently working at Daian Manpower
Company, on business trip domestically and overseas (if any).
II. APPLICATION SCOPE.
- These regulations are applied to all staff who are working at all factories and
branches of Daian Manpower Company.
- In some special cases, the regime of expenses and allowances may follow other
regulations offered specifically by Board of General Directors at each period.
III. DEFINITION.
Expenses include regular and popular types of expenses as follows:
1. “Travel costs” are the amounts spent to buy flight ticket, train ticket, bus ticket,
hire transportation and other eligible amounts for business trip.
2. “Residence fee” is the rent for hotel’s room, guesthouse (exclusive of hotel’s
services) applied to business trip within 01 day or more, regardless of time on flight,
train, and other means of transport on business trip.
3. “Daily expenses” is the fixed amounts for staff that are spent for daily activities
during the trip.
4. “Transaction cost” is the amount used to receive partners and guests of the
company.
5. “Other costs” is the amounts spent for fax, internet, work-related
correspondence, print and copy of documents used for the trip.
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2. IV. CONTENT.
1. GENERAL REGULATIONS.
4.1 It is necessary to use request form on long distance business trip (Form BM-
02/HC-05), with signature of person in charge of department and approval of
General Director (or Director of department who is in charge of approval). The regime of
expenses is only paid with full of valid papers such as bill, train ticket, and business trip
confirmation letter and will be paid right after the trip is finished. In case of advance
before business trip, it is required to undertake all procedures for advance payment
for company accountant as regulated.
4.2 Cases which do not receive expenses following this regulation:
a. Costs are covered by allowances included in salary or paid as salary.
b. Personal leave during the business trip or period of residence at workplace but
not for the purpose of business trip.
c. Time at school, long-term and short-term training classes. Particular, days on
which staff is assigned to reside in several other local areas or agencies will be
considered in specific cases.
d. For staff of departments in charge of working regularly at places outside
province – city in which company office is located that is ensured expenses in
the trip, these cases will be considered to pay more allowances in salary
depending on specific cases.
e. Staff is divided into levels to determine scope of using business trip conditions
as follows:
LEVEL 1 2 3 4
Subject - Board of General
Directors
- Directors of
Departments
- Company’s Guests.
- Chief
manager,
Depute
manager and
similar
positions
Team leader
and similar
positions.
- Staff
,
- Driv
er
(Table 1)
2. REGULATIONS ON REGIME OF DOMESTIC BUSINESS TRIP
2.1. Means of transport.
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3. a. Staff on business trip can use company car; however, it’s hard to arrange other usable
means of transport such as personal motorbike or public transports such as taxi,
passenger car, train, plane… depending on distance or emergency of the trip. In
particular, depending on specific work requirements, using plane may be decided by
competent Director of department. Common means of transport applied are in the
following table 2:
Means of transport Level 1 Level 2 Level 3 Level 4 Applied to
01 Company’s small car Applied Unapplied
Cashier
receives and
pays
expenses
02 Hired small car and taxi Applied Unapplied Emergency
03 Berth-inclusive train Applied
04 High-quality passenger car Applied
05
Daily hired motorbike
≤…00.000 ñ/day.
Applied
06
Movement from home to station
and vice versa (depending on
real situation, motorbike taxi or
taxi may be hired)
Applied
07
Personal transport:
- Petrol cost: ……ñ/km.
- Vehicle guarding fee: …….
ñ/time.
Applied Emergency
(Table 2)
b. Payment documents required:
- For transports: Plane, taxi, train, high-quality passenger car, bus are valid tickets
- Valid documents for payment of costs for hiring hotel room, small car, etc., are red
invoices
- Particularly, in terms of daily hired motorbike, motorbike taxi and other cases without
red invoice, lessor’s receipt is required (must-have information: lessor, license plate,
time, location, rental… and signature)
2.2. Residence and daily activities pricing: Maximum in table 3 as follows:
No.
Residence and
daily activities
Duration of
residence
Level
Level 1 Level 2 Level 3 Level 4
01
Overnight
residence,
… day ... ñ/day … ñ/day … ñ/day … ñ/day
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4. outside fixed
workplace:
From … to
…
… ñ/day … ñ/day … ñ/day … ñ/day
… day
The company rents accommodation or pays a specific amount
based on plan for business trip at the time of implementation.
02
Daily expenses,
outside fixed
workplace:
… day ... ñ/day ... ñ/day ... ñ/day ... ñ/day
From … to
…
... ñ/day ... ñ/day ... ñ/day ... ñ/day
… day
Director of Department considers
and submits to General Director
for approval based on
requirements of each business trip.
Calculated as follows:
(Basic salary + Allowance) x 50%
(Table 3)
2.3. Reception.
- If the reception is beyond competence, the receptionist has to ask the Director
for approval in advance using Request Form (Form BM-02/HC-05). In sudden cases,
informing via telephone or email is acceptable, but after that, a supplementary request
form should be submitted. Also, it is necessary to put in an estimate for costs and must
be approved by General Director. The company will pay based on real spending
money without exceeding estimated amount.
- Driver who drives Director on business trip or to night parties (after 8 p.m) will
receive ……….. dongs/ time (the driver will stay outside to guard the car and not participate
in the parties); however, this will not be applied in long business trips. If the place of residence
is located in the same area with fixed workplace, the company will reserve an allocated
residence applying daily expenses regulated in Table 3.
3. REGULATIONS ON REGIME FOR BUSINESS TRIP.
3.1. When assigned to work overseas, individual has to minimize spending, choose
accommodation nearby workplace to save travel costs. Casual dining.
3.2. Each individual will receive …… USD of spending money within 01 day. The other
costs in work schedule will be paid based on real spending, including train ticket,
flight ticket, hotel room rental, food expenses and so on.
4. APPROVAL AND VALIDITY.
4.1. The costs excluded from this regulation must be approved by General Director or
authorized person. All costs against this regulation will be considered invalid and the
payer is responsible for payment and the approver takes responsibility for
compensation.
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5. 4.2. This regulation will be applied from July 01
st
, 2011. The issued documents about
working regime which have the dissimilar content will be invalid.
V. ANNEX/FORMS.
1. Request form BM: 02/HC-05
2. Business trip form BM: 03/HC-05
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6. PHIEÁU ÑEÀ XUAÁT
(REQUEST FORM)
No.: BM-02/HC-05 Time of amendment: 01 Date of issue: 01/01/2011
Ngaøy (Date): _________________________
Nhaân vieân (Employee): _______________________ MSNV (Employee code): ______________________
Chöùc vuï (Position): __________________________ Phoøng ban (Department):
_____________________
Kính ñeà xuaát laõnh ñaïo duyeät (Please kindly consider the following request):
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
Lyù do ñeà xuaát (Reason for request):
________________________________________________________________________________________
________________________________________________________________________________________
Yeâu caàu bôûi (Requested by): Xem xeùt bôûi (Checked by): Xeùt duyeät bôûi (Approved
by):
Page 6 of 8

7. EXPENSES STATEMENT
No.: BM-04/HC-05 Time of amendment: 00 Date of issue: 01/07/2011
(Full name (Job title): (Dept.)
No. Content Unit
Price
Quantity Cost Inclusion
price
Note
1 Hotel room rental Night
2 Taxi fare
……………
…………....
3 Daily expenses regulated Day
Maker Chief of Department Approved by Director of Department
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8. BUSINESS TRIP FORM)
Month ___/ 20_
No.: BM-03/HC-05 Time of amendment: 01 Date of issue: 01/01/2011
Employee’s full name:______________________________________ Employee Code:____________ Department: _________________________
Made by:
Page 8 of 8
(JOB DESCRIPTION)
CONFIMRATION(Beginning) (End)
Weekdays
Sunday