Singapore National Concrete Canoe Competition 2008 Financial Procedures for Reimbursement

 

Each team has been allocated SGD $1,000 for the construction of concrete canoe and related expenditures during the construction process only, while SGD $100 of each team will be treated as general expenses and being reserved by Committee. Please submit all related original receipts and invoices to Assistant Financial Controller Lim Woei Wenn (90397120) latest by 01 June 2008.

 

Please follow the instructions below for reimbursement:

1. All receipts/invoices must be original copy and should issue to NTU CEE Club only.
2. All original receipts must have written/printed with the following:

(a)  Cash Sale

(b)  Name of the Company

(c)   Address of the Company

(d)  Currency (SGD $, RM and etc)

3. No personal item is allowed to be written/ printed on the receipt that is going to be reimbursed.
4. All original receipts must be pasted on the given “Supporting Document” form. Only one receipt is allowed to be pasted on a form.
5. Receipt that is bigger than the pasting space of the form, please clip it together with the “Supporting Document” form for submission. Please do not fold the receipt.
6. Fill in all the details required in the “Supporting Document” and “Reimbursement Claim” form. Please refer to Appendix 1 for the guidelines of Reimbursement Claim form.
7. Only the team captain can reimburse and fill up the forms given.
8. All submitted original receipts will not be given back to the team.
9. Team captain needs to record down all the team’s expenditures.
10. Assistant Financial Controller will update the remaining amount with team captain at the end of each month.
11. Taxi and petrol claims are not allowed. Fund allocation to each team is subject to the conditions as follow:

(a)  Only SGD $150.00 is allocated for transportation and diesel (fuel)

(b)  Only SGD $20.00 is allocated for stationery and printing

12. Please be reminded that you need to record down the exchange rate of the day you bought the item in the “Supporting Document” form, if the receipt is not issued in Singapore Dollar (SGD $). (eg. SGD $1 = RM 2.28)

13. For purchase of SGD $200 and above at one time, please ask the company to issue an invoice to NTU CEE Club and do not make any payment, including deposit. Please inform the company that CEE Club will need to take 1 month to clear the invoice.
14. Please claim all receipts within 2 weeks from issuing date, except exam period or any special cases approved by Assistant Financial Controller.
15. For reimbursement claim of SGD $200 and above in a single receipt, or receipt issued more than 3 weeks, please provide reason.
16. The following are the reimbursement cases that will not be approved:

(a) It is not an original receipt

(b) The item is a Fine

(c) If there is any change in the receipt (eg. Liquid paper)

(d) If the receipt is a compound receipt (eg. The receipt is included the personal item which is not suppose to be claimed)

(e) Personal Transportation and Telephone card

17. All the financial procedures are subjected to changes. Further notification will be issued to all teams.

 

Please contact me for further assistance.

Thank you.

Assistant Financial Controller of SNCCC 2008
Lim Woei Wenn
H/P: 90397120
Email: LIMW0074@ntu.edu.sg

 

 

Appendix 1

Guidelines of Reimbursement Claim Form

 

How to Fill Up the Reimbursement Claim Form

1.     Name of Club: CEE Club

2.     Cost Centre: S90400200 (from 1 September to 31 March)

         S90400100 (from 1 April to 31 August)

3.     Ref: (Leave it blank/Ignore it)

4.     Date: The date you fill up the form

5.     Summary of Claims:

(a)   Date: The date printed on the receipt

(b)  Voucher No.: (Leave it blank/Ignore it)

(c)   Particulars: Description on the items that reimbursed

(d)  Accounts Description: Social

(e)   General Ledger Code: 810026

(f)   Amount Inclusive GST: Normally is the total amount you paid for the item

(g)   GST: (f) X 7 / 107

(h)  Amount Less GST: (f) – (g)

(i)    Total up columns (f), (g) and (h)

6.   Dollars: Total amount of (f) in words

7.   Please make all cheques payable to Loh Siew Hui

8.   Please ignore the signatures of Treasurer and President.

 

 

Important Points to be Noted:

1.     Please use separate form for each of the category as follow:

(a)   GST-Registered

(b)  Non GST-Registered

(c)   Transportation (Rental of vehicle)

(d)  Diesel

(e)   Stamps

(f)   Other currency (One currency in a form)

 

2.     Please arrange the receipts according to the sequence in the Reimbursement Claim Form.

 3. Please download the necessary files for the reimbursement: Reimbursement Claim form and supporting document form.