2009

ELABRAM
SYSTEMS SDN BHD

PROCESS FLOWCHART & GUIDELINES

ON EXPENSES CLAIMS, ADVANCES AND ALLOWANCES
FOR RF ENGINEERS

[GENERAL]
This Process Flowchart Manual has been derived in order to give a clearer picture and to remove any
confusion pertaining to claims for expenses incurred, cash advances and allowances. All RF Engineers
and others who are involved in Projects are to abide to these guidelines and to refer to the Human
Resource department for further clarification.
 CONTENTS

1. Process Flowchart .......................................... ...................................3

2. Transportation Claim ……………................................................................4
3. Timesheet .......................................................................................5
4. Expenses Reimbursement .................................................... ................5
5. Purchase Requisition ...........................................................................6
6. Cash Advance ..........................................................................6
7. Allowance & Overtime.........................................................................6
8. Business Call Reimbursement ................................................................7
9. Engineer Liability for Equipment Loss or Summon/Car Damage Claim ................7

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 2
1. Process Flowchart

Process Flow for Engineer Expense Claims

All RF Engineer and drivers’ timesheets and Expense Claims forms attached 2 Cut-off dates for
with relevant supporting documents to be submitted to Project Admin - submission before or on
Ms. Sharina before or on every 3rd of the month (according to Project every 3rd of the month,
OR before or on 10th of
Admin received date), the payment will be released before or on 19th of
the month (According to
the month. If Engineer submits the expense claims to Project Admin later
Project Admin received
than 3rd but before or on 10th of the month, the payment will be released date). Only one expense
before or on 26th of the month. Only original receipts are acceptable and claims will be accepted
scanned or photostatted copies will be rejected and returned. Any each month.
expenses claims submitted after the cut-off date will be processed on the
following month.

Project Admin (PA) will collate the timesheet/expense claims and obtain PA (2 days)
the approval from Assistant Project Manager, Yasir and Total Project
PM (2 days)
Manager, Azrin.

Project Admin will forward the claims/timesheets to the Human Resource HR (2 days)
Department (HR) for verification/authentication and to generate the
payment voucher (PV)

HR will forward the completed payment voucher with the relevant FA (3 days)
documents to Finance and Admin Department (FD). Management (2 days)

FD will process the payment and bank in the expense claims before or on FA will bank in the
every 19th OR 26th of the month depend on the submission date. In the payment - Every 19th or
event that the payment date falls on a holiday or a weekend, the payment 26th of the month,
depend on the expense
will be banked in on the working day preceding it.
claims submission date.

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 3
2. Transportation Claim
2.1 Mileage Guideline:

Distance Mileage (KM) Total (KM)

Kota Damansara - Wisma Denmark 25KM + 10KM = 35KM ( one way) 35

Sri Kembangan - Wisma Denmark 25KM + 10KM = 35KM ( one way) 35

Tmn Kinrara- Wisma Denmark 17KM + 10KM = 27KM ( one way) 27

Subang Jaya- Wisma Denmark 26KM + 10KM = 36KM ( one way) 36

Subang Jaya- Jalan Templer ( P1 Office) 13KM + 10KM = 23KM ( one way) 23

Taman Kinrara- Jalan Templer ( P1 Office) 8KM + 10KM = 18KM ( one way) 18

Sri Kembangan - Jalan Templer ( P1 Office) 24KM + 10KM = 34KM ( one way) 34

Wisma Denmark- Jalan Templer ( P1 Office) 14KM + 10KM = 24KM ( one way) 24

Wisma Denmark- Section 14, PJ (Celcom Office) 14KM + 10KM = 24KM ( one way) 24

Kajang Prima- Cyberjaya (Ericsson office) 27KM + 10KM = 37KM ( one way) 37

Kajang Prima- Wisma Denmark (ALU office) 33KM + 10KM = 43KM ( one way) 43

Kajang Prima - Section 14, PJ (Celcom Office) 32KM + 10KM = 42KM ( one way) 42

Kajang Prima – Jalan Templer (P1 Office) 31KM + 10KM = 41KM ( one way) 41

Kajang Prima –Subang Hi-Tech (Digi) 26KM + 10KM = 36KM ( one way) 36

Kajang Prima- NSN Malaysia (CP Tower) 29KM + 10KM = 39KM (one way) 39

* Information reference from Google Map- Malaysia

Mileage-Google
Map.pdf

• Mileage claims (RM0.50 per KM) for official travel shall not exceed the guideline indicated above.
• New Routes will be added in as and when required or requested.
• Mileage for travel to customer office or other office sites, when instructed, is to be calculated from your
home or ESSB Office (Kajang Prima), whichever is nearer.
• Any claim for mileage (km) is not allowed to claim for petrol or vice versa for the same destination.

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 4
2.2 Claim for parking charges in and around the vicinity of Wisma Denmark shall not exceed RM5.00 per
receipt. Claims for parking charges at other areas will be added in as and when required or requested.

3. Timesheet (Internal)

3.1 For Engineers

• This timesheet is for internal used purpose only; Engineer has to submit the timesheet together with
the expense claims to Project Admin on or before every 6th of the month.
• For the Engineer who is required to fill in the Customer Timesheet, he has to submit another set of
Approved Timesheet (from the customer) to Project Admin on a monthly basis.
• Engineer is required to record the daily task and the assigned project code into the timesheet
(Internal).

Timesheet_Engineer. Project Code.doc

xls

3.2 For Drivers

• Driver is required to record the daily task and the Engineer’s Name in the Timesheet and to submit the
approval timesheet to Project Admin on a monthly basis.
• Payment will be paid to the Driver after 7 working days provided that all documents are completed
and signed.
• The cut-off day for submission to PA is every Wednesday, 2pm. Any submissions later than Wednesday,
2pm will be processed on the next following week.

Timesheet_
Driver.xls

4. Expenses Reimbursement
4.1 All claims for expenses incurred are to be submitted using the Expense /Travel Claim Form with relevant
supporting documents and original receipts on a monthly basis.

4.2 The Company has the right to delay any claims for expenses that are not received within 3 months after
the monthly cut–off date and shall not compensate for any delays in expenses claim payment caused by
Engineer’s late submission of claims.

4.3 Travel Claim Form – All claims pertaining to travelling such as accommodation, meal allowances, petrol,
toll, Touch & Go, mileage claim, car wash, air ticket, bus/ferry/boat fares and parking charges are to be
submitted using the Travel Claim Form. The amount incurred is to be filled into the assigned column and
totaled up for a faster processing. Any claims form not properly done will be return for a redo.

Travel Claim Form.xls

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 5
4.4 Expenses Claim Form -
• All miscellaneous expenses claims such as medical costs (RM80.00 per receipts), phone bills, courier
charge, stationery purchases, tools (phone holder, inverter, charger, battery & etc), repairs for car,
and etc are to be submitted using the Expenses Claim Form for reimbursement. Claims for courier
charges for forwarding of timesheets/receipts are up to a maximum of RM 8.00 per delivery (with
receipt).

Expenses Claim
Form.xls

5. Purchase Requisition
5.1 Engineer who needs to purchase tools, inventory and stationery for business purpose is required to fill in
the Purchase Requisition form and obtain the approval from Project Manager (Azrin and Yasir). Approval
via Email is acceptable for outstation and urgent request.

PR Form.doc

5.2 Engineer is required to attach the approval Purchase Requisition form together with the expense claim in
order for Admin to process for reimbursement.

6. Cash Advance
6.1 For the Engineer who is assigned to an outstation assignment for more than 1 month, a cash advance will
be provided upon request. (Advance amount will be determined by Project Manager).

6.2 This advance will be fully deducted from the expense claims once the assignment is completed.

6.3 No additional advance will be provided during this period.

7. Allowance and Overtime

7.1 For Engineer

7.1.1 Outstation Allowances;
• Accommodation: Outside Klang Valley; RM80.00 per day, or you can opt to claim by show of
receipt (not exceeding RM 150.00 – Twin Bed sharing) for accommodation in a 3-star hotel only.
This option is only applicable when there is a non-availability of standard rooms due to peak
season, etc and subjected to the approval of Azrin and Yasir. Additionally, any hotel claim for
more than RM150.00 needs the prior approval from Project Manager.
• Meal: Outside Klang Valley; RM40.00 per day

7.1.2 Overtime rate;

• Weekends and Public Holidays (for above 4 hours worked): Basic Salary / 22 days multiply by
number of days worked.

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 6
 • However, for any overtime work to be carried out, prior approval is required from the Project
Manager or in some situations, an announcement from the client on certain projects where
there are deadlines for completion of tasks.
• For the Engineer who is allowed to claim for overtime, he has to fill in the OT form, signed by the
Project Manager and submitted to Project Admin who upon verification will forward to HR for
processing of payment.

OT Worksheet.xls

7.2 For Driver

7.2.1 Outstation Allowances;
• Outstation allowance: Outside Klang Valley RM15.00 per day

7.2.2 Overtime rate;

• Weekends and Public Holidays: RM30.00 per day (for above 4 hours worked)

8. Business Call Reimbursement

8.1 Engineer is encouraged to separate the personal calls and business calls by using alternate phone lines;
However, the company will consider providing a SIM card (for business usage only) upon request and
approval from Project Manager.

8.2 For Engineers utilizing their personal phone line for business purposes, he is required to highlight all
business calls on his Original Phone Bill before submitting to Project Admin. Copies and downloaded e-
billings are not accepted. For any unclear or incorrect phone bills, Project Admin has been authorized to
return to the engineer for a redo of the expenses claim and will only be processed in the following month.

9. Engineer Liability for Equipment Loss or Summons/ Car Damage Claim

9.1 Any loss or damage of Equipment/Tools due to negligence or mishandling will be borne by the
Engineer.

9.2 For any rented car damage or cost of repairs due to negligence or mishandling, it will be deducted from
the Engineer claims and/or the Driver’s salary. No unauthorized repairs or servicing is allowed without the
prior consent of the car-rental company.

9.3 All summons by the Traffic Police and municipalities for offenses committed will be forwarded to the
respective engineer for them to settle the fine/compound themselves.

9.4 Each and every Engineer must have an Inventory check list updated every month along with the
Timesheet for submission to Project Admin.

9.5 Inventory checklist for each Engineer must be included with a picture for each Item.

Inventory_Form.xls

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 7
9.6 The engineer will be held responsible for any damages on tools including scratches on the laptops and test
mobiles (especially those owned by customer), that is found during the return to the customer. The
engineer responsible will be based on the Item recorded in the Inventory checklist (from project Admin) to
which he has acknowledged.

9.7 Engineer has to send the Inventory Form together with the timesheet and denoting each Item on the
Inventory list for a physical inspection by Yasir. Disciplinary action will be taken on those who do not
comply to this instruction.

For further clarification, please contact below person-in-charge:

1. Sharina (03-8737 2388)
2. Chooi Tyng (03-8737 2388)
3. Anthony Quah (03-8737 2388)

Elabram-Project (Internal) 25/08/2009 Elabram – Proprietary – Use pursuant to Company instructions

Page 8