Guideline for Expenses Claims Reimbursement System – Travelling Claim & Expenses Claim (ECRS-TC/EC)

(A) Background and scope

  1. Expenses Claims Reimbursement System – Travelling Claim & Expenses Claim (ECRS-TC/EC) is a platform for HK, Macao & UK Staff to reimburse their expenses used for business nature via web and mobile application.
  2. The scope of ECRS-TC/EC currently includes mileage (for HK office only), local travelling, entertainment, overtime taxi and meal expenses and small amount purchase over counter without any order, but excludes (i) staff training, (ii) oversea travelling, (iii) petty cash, (iv) cash advance, (v) over HK$/MOP2,000 (GBP200 for UK office) urgent purchase of durable item, (vi) over HK$/MOP5,000 (GBP500 for UK office) fixed asset purchase over counter & (vii) order purchase.
  3. ECRS-TC/EC does not cater multi-currency translation, expenses claimed should be applied in its country base currency (e.g. HK$, MOP, GBP).
  4. Claimant shall provide the supporting of actual exchange rate for foreign-currency transactions, otherwise, the latest system exchange rate (please refer to Intranet / Bulletin Board / Spot & Forward Rates / Exchange Rates–AX & Finsys) shall be applied for calculating the reimbursement amount.
  5. ECRS-TC/EC shall only be available for ATAL Engineering Group staff with staff numbers, other personnel shall reimburse via AX Non-order payment requests if applicable.

(B) Points to note

  1. Claimants have the primary responsibility to ensure the completion of services provided &/or good supplied before providing true and correct information for any claim submission.
  2. Claimants are allowed to reimburse their own personal expenses, other claims on behalf of colleagues are not allowed. In case of one receipt for various colleagues’ overtime meal expense, claimant who paid should state clearly on the remark the names of colleagues involved and claim for all colleagues involved in one claim.
  3. Each ECRS-TC/EC user is permitted to operate only their own account to reimburse their expenses. Delegation arrangements (where the claimant authorizes someone else to submit their expense claims) are allowed for Senior Executives and above. In such cases, the claimant must review and be the initial approver of their own expense claims.
  4. For claims of reimbursement for material expenses (i.e. cost genre [level 1] Material, equipment and spares), the item code (level 4) selected must be budgeted under cost categories (level 2). Additional budget will be auto-generated for any non-budgeted cost claimed.
  5. Direct payment to registered vendors’ invoices (except small amount purchase over counter without any order) by colleague shall be prohibited. If it is a must under special circumstance, invoice, receipt & payment proof are required to attach for reimbursement purpose.
  6. Any claim of urgent purchase of durable item not exceeding HK$/MOP2,000 (GBP200 for UK office) (e.g. table, chair, fan, etc) shall be attached with ADM endorsement as supporting. Details shall be referred to here (OM/ADM/309) . Urgent purchase of durable item with amount over HK$/MOP2,000 (GBP200 for UK office) is not reimbursable.
  7. Any claim of fixed asset item, not exceeding HK$/MOP5,000 (GBP500 for UK office) (e.g. camera, vacuum cleaner, microwave oven, etc…), sold over counter shall be attached with duly approved purchase requisition & ADM written prior consent as supporting. Details shall be referred to here (OM/ADM/305). Asset item with amount over HK$/MOP5,000 (GBP500 for UK office) is not reimbursable.
  8. In case there are several dates (e.g. invoice date, payment date, receipt date) in a claim, ‘Payment Date’ (or receipt date, if payment date not applicable) shall be recorded as ‘Transaction Date’ for claim purpose. For example, if ‘Start’ & ‘End’ date on taxi fare receipt is not the same date, ‘End’ date (the date you spent) shall be recorded as transaction date.
  9. For tip paid, claimant shall declare by handwriting the exact tip amount in the original receipt before scanning into system.
  10. ECRS-TC/EC caters claims where:
    1. Each transaction amount shall not be exceeding HK$/MOP10,000 (GBP1000 for UK office), and
    2. Claim submission date must be within 90 calendar days after the expense event date (i.e. transaction date) (inclusive the claim submission date) [e.g. expense spent on 3 Sep 2015 (transaction date), system shall only accept expense reimbursement submitted on or before 01 Dec 2015.]
  11. The basic setting for home difference calculation (policy OM/HR/821) is not applicable (i.e. Travelling between homes and places of work are not reimbursable). Any discretionary request shall be duly approved by BU head and updated to ECRS-TC/EC home difference setting.
  12. Expenses paid by staff, which are not catered under ECRS-TC/EC and no other applicable form suitable, should go for AX Non-order payment requests. In case of late submission, reason should be stated with CE-in-charge or above endorsement regardless of the amount claimed.
  13. No original supporting document is required to submit to Finance Department via ECRS-TC/EC. Claimant is required to present the original document upon FIN request.
  14. "Auto-pay payment release date" was available on 1 Jan 2016 and onward.
  15. With effective from 1-June-2016, any claim for entertainment of amount indicated below in respect of corresponding grading shall provide both ‘Restaurant official Receipt’ & ‘ePayment Slip’ as supporting documents, except where electronic payment is not a payment method acceptable to that service-provider (please specify):
    Claimed amount (HK$/MOP) Grading
    500 or above
    (GBP 50 or above for UK office)    		Executive or below
    1,500 or above
    (GBP 150 or above for UK office)    		Senior Executive or above
  16. It is suggested each transaction shall be attached with its corresponding receipts only, in general, it is suggested not to upload more than 4 receipts in 1 image as supporting.

Issued by: Finance Department
Last update on: 24 Dec 2024

自墊費用報銷系統指引（ECRS-TC/EC）

（一）背景和範圍

  1. 自墊費用報銷系統（ECRS-TC/EC）是一個為香港,澳門及英國員工特設的平台，申請人可透過網絡或手機應用程式申請報銷自墊費用。
  2. ECRS-TC/EC的報銷範圍目前包括 車輛燃油里程報銷，本地交通費，款待費，超時工作的士及晚膳費 和 即場交收細金額材料費報銷 ，但不包括 (i) 員工培訓，(ii) 海外差旅費，(iii) 零用現金報銷，(iv) 現金預支報銷，(v) 緊急採購超過港幣/澳門幣2,000 (英鎊200) 耐用品，(vi) 即場交收超過港幣/澳門幣5,000(英鎊500) 固定資產 及 (vii) 以採購/工作訂單採購材料或工程款。
  3. ECRS-TC/EC不提供多種貨幣轉換，報銷費用只適用以當地貨幣報銷。
  4. 申請人應提供實際匯率的外匯交易單據為憑證，否則，應以最新的系統匯率計算付款金額 （系統匯率請參閱內聯網/Bulletin Board/Spot & Forward Rates/Exchange Rates–AX & Finsys)。
  5. ECRS-TC/EC僅可供安樂工程集團聘用之員工，每位員工均有員工編號，其他非安樂集團人員如需申請報銷自墊費用 ，只可透過AX Non-order payment requests申請。

（二）注意事項

  1. 申請人負有基本責任核實服務及/或貨品已完滿交付才提交真實及準確的自墊費用資料以報銷。
  2. 申請人只允許報銷自己的個人開支，不准代其他人員報銷自墊費用。 如單一收據同屬多位同事超時工作晚膳費，付款同事可清楚列明共享晚膳的同事名稱一併報銷。
  3. 每個ECRS-TC/EC用戶只允許操作自身帳戶，不准為他人操作帳戶，Senior Executive或以上職級人員可委託他人代為輸入資料，並審批作資料核實。
  4. 有關材料費用報銷（即成本代碼組別 Cost genre [Level 1] 材料、設備及備用品） ，所選擇之成本代碼(item code [level 4])必須為cost categories (level 2)內已批核項目預算成本。 任何未批核項目預算成本報銷將自動產生項目追補成本。
  5. 集團不建議員工向已註冊分判商/供應商支付工程/貨款，如屬必須，請列明原因及夾附 (a)發票, (b)收據 及 (c)付款證明 申請報銷。
  6. 所有不超過港幣/澳門幣2,000 (英鎊200) 的緊急耐用品採購報銷申請（如：桌、椅、風扇等） ，需附上行政部背書証明作附件一同審批。詳情請參照這裡(OM/ADM/309) 。不會受理超過港幣/澳門幣2,000 (英鎊200) 緊急備用品採購。
  7. 所有即場交收不超過港幣/澳門幣5,000 (英鎊500) 的固定資產報銷申請（如：相機、吸塵機、微波爐等），需附上已批核之採購申請表(Purchase Requisition form)及行政部事前同意書作附件一同審批。詳情請參照這裡(OM/ADM/305) 。不會受理超過港幣/澳門幣5,000 (英鎊500) 固定資產採購。
  8. 如同一筆費用出現多個日期 (發票日期, 付款日期, 收據日期) ,「付款日期」(如未能提供付款日期憑證, 可使用收據日期) 應被記載為「交易日」作費用報銷。舉例 : 的士收據之「上車」「下車」日期不同時 , 下車 (付費) 日期應被記載為「交易日」。
  9. 額外支付小費打賞, 申請人應先將小費金額寫在收據正本上, 才進行拍攝或掃描入系統。
  10. ECRS-TC/EC只處理以下報銷申請：
    1. 每項交易金額不超過港幣/澳門幣10,000 (英鎊1000); 和
    2. 提交報銷日必須為事項發生日起計90天內 （包括申請提交日）[如: 2015年9月3日所發生事項之費用，必須於2015年12月1日或以前透過系統提交自墊費用報銷申請]
  11. 往返家居及工作地點的交通費差額計算的基本設定將按照政策OM / HR / 821設定為不允許（即員工不可報銷往返家居及工作地點的交通費用）。 如有任何酌情要求，須經部門經理批准，以更新ECRS-TC/EC設定。
  12. 如申請人所申請的報銷未能於ECRS-TC/EC處理及沒有其他相關表格適用 ，申請人可使用 AX Non-order payment requests 以報銷費用。遲交者不論金額，均需清楚列明原因，並取得部門首席總監特別批准。
  13. 凡通過ECRS-TC/EC申請自墊費用報銷，所有正本證明文件均不需呈交予財務部。 若財務部要求，申請人必須提交相關證明文件之正本作覆核。
  14. 「自動轉賬付款日期」適用於2016年1月1日或之後。
  15. 自2016年6月1日起，不同職級〈如下〉之交際費用報銷均需夾附〝餐店收據〞及〝電子貨幣付款存根〞，餐店不接受電子貨幣付款除外〈需註明〉
    報銷金額 (港幣/澳門幣) 職級
    500 或以上
    (英鎊50或以上)    		Executive 或以下
    1,500 或以上
    (英鎊150或以上)    		Senior Executive 或以上
  16. 每項交易只提交相對應的單據為憑證，一般情況，建議每個影像上傳不超過4張單據。
  17. 以上所有內容均以英文版為準。

發佈單位: 財務部
最後更新日期: 2024年12月24日



Guideline for Petty Cash Replenishment System (PCRS)

(A) Background and scope

  1. Petty Cash Replenishment System (PCRS) is a platform for HK and Macao petty cash pool custodian to replenish their pool money used for business nature via web application. Cash advance clearance is not covered.
  2. Usage of pool money shall match with the primary purpose on pool application (e.g. small purchase for project use, miscellaneous facility purchase for site office) and/or not contradict to existing policies.
  3. PCRS does not cater multi-currency transaction, replenishment should be applied in HK$ or MOP.
  4. Claimant shall provide petty cash pool custodian the supporting of actual exchange rate for foreign-currency transactions, otherwise, the latest system exchange rate announced in intranet shall be applied for calculating the replenished amount.

(B) Points to note

  1. Petty cash pool custodian has the primary responsibility to verify the completion of services provided and/or good supplied and the correctness of claim before reimbursement to claimant and submission of replenishment thru PCRS.
  2. Import function thru a pre-set excel template is available. Each single line in excel template shall contain one invoice/receipt expense when import function is being used. For manual input, one transaction shall contain one invoice/receipt expense, too.
  3. Petty cash pool custodian shall submit replenishment thru his/her own account, operation on behalf of the petty cash pool custodian’s account is not allowed.
  4. For replenishment of material expenses (i.e. cost genre [level 1] Material, equipment and spares), the item code (level 4) selected must be budgeted under cost categories (level 2). Additional budget will be auto-generated for any non-budgeted cost replenished.
  5. Fixed asset item that is sold over counter (e.g. camera) and not exceeding HK$/MOP 5,000, duly approved requisition form plus ADM written prior consent shall be attached as supporting during replenishment (OM/ADM/305 referred).
  6. Urgent purchase of durable item which is not exceeding HK$/MOP 2,000, ADM endorsement is required before reimbursement and replenishment (OM/ADM/309 referred).
  7. PCRS caters replenishment where:
    1. each transaction amount shall not be exceeding HK$/MOP 10,000 and
    2. submission date must be within 180 calendar days after the expense event date (i.e. invoice/receipt date = transaction date) (inclusive the replenishment submission date). For example, expense spent on 1 Jan 2020 (= transaction date), system only accept expense replenishment submitted on or before 29 Jun 2020.
  8. In case of late submission, it shall be replenished thru AX Non-order payment request “NR” with reason and CE or above approval regardless of the amount replenished.
  9. Original supporting documents with valid upload batch reference number shall be submitted to FIN for checking & filing purpose.
  10. Auto-generated system email alert shall be sent to next level approver(s) on 3rd, 8th, 13th, 18th, 23rd & 28th of every month, for those outstanding item(s) to be approved.

Issued by: Finance Department
Last update on: 06 Dec 2021