LIQUIDATION PROCESS FLOW

MEAL AND TRANSPORTATION

1.Official Receipts should be duly noted if it’s for breakfast, lunch or
dinner.
Note: please put the ticket number on the Remarks column or specify if
there’s an attachment.

2.Transportation allowance will be given only to those with proper

liquidation. It is required that they deduct their fare expense from Home
to Office and vice versa. This should be clearly stated in liquidation report.

3.Liquidation of transportation allowance should be summarized with the

new format provided. Indicate date in the bus tickets and attached the
approved OB Form. (OB Form of the day of the trip)
 Reimbursement/ Replenishment
Process
Reimbursement / Sir Jack Accounting
Replenishment Checker Approval / Treasury
Report Signature (3 days Process)

Attachments:
OB FORM
MEAL and
Transportation
Receipts/Tickets

Report must be signed

by the Department
Head/ VP -Operations
 CASH ADVANCE
1.)All trips outside Manila Cash Request will only be process if with approval
of the Top Management.
Trip purpose and itinerary should be included in the voucher cash request.
• Once signed give the voucher to the checker for monitoring.
• Allow at least 1 week for processing of accounting.

2.) Immediately forward the liquidation report to the checker within 3

working days after the trip, for verification.
 Cash Advance Request

Trip
Itinerary and Checker Accounting
voucher
•Approved or For 3 days
Signed by the monitoring process
Top
Management

: Immediately forward the liquidation report to the checker within 3 working days after
the trip, for verification.
 Cash Advance Liquidation

Sir Jack Accounting

Liquidation
Checker Approval Treasury
Report (3 days Process)
/Signature

Attachments:
OB FORM
MEAL and
Transportation
Receipts/Tickets

Report must be signed

by the Department
Head/ VP -Operations
Company Cars & Delivery Trucks
Gasoline Fleet Card
 USE OF VEHICLE
• You have been provided a company vehicle primarily to assist
you in your job. Its use is strictly limited to business purposes.
• It may not be used for personal reasons.
• Loaning the vehicle to friends, neighbors, relatives or anyone
else is in violation of company policy. From time to time, you
may have a need to carry business associates; however,
transporting strangers or hitchhikers is a violation of company
policy.
 VEHICLE CARE

• Eligible drivers are responsible for driving their vehicle in a

safe and professional manner.
• All company-provided vehicles are designated as “non-
smoking” areas. You are expected to keep your vehicle in a
clean, well-maintained condition.
 GASOLINE FLEET CARD
• All those with company issued car and has fleet card,
submission of your receipt is every 3rd day of the
month, attached the summary form and approved
monthly itinerary. (OB Form)

• For delivery trucks, summary of delivery per day for

the whole month must be provided.
 CBK Car Expenses
•All expense for CBK Cars or trucks must be pre-approved by sir jack before
including it in Reimbursement or Liquidation.

Include it in
the
Receipt Liquidation Top
approved Report Checker Management Accounting
by Sir Jack (Monthly/ Approval
Mid-
Month)
 Gasoline report
For company issued cars

Sir Jack
Treasury
Gas Report Checker Signature/ Accounting
Approval

Attachments:
• OB Form
• Receipts
 Company Car
Gas Report

CO BAN KIAT HARDWARE INC.

Date:
 Gasoline report
For company trucks

Summarized
Trip itinerary Gas Report Ma’am Vicky
Checker
(every trip) Bernadette Dianon
(Dispatching)

Note: daily itinerary should be given to Bernadette for filing.

Attachments: Gas fleet receipt.
 Delivery Trucks
Summary Format
Details to be included in the report
• Date -
• Driver (Daily)
• Odometer
• Route
• Destination
• Amount
 Date of Submission
Please follow the cutoff below for the submission of the reimbursement and
liquidation;

• 1 – 15, every 16- 18th day of the month

• 16 – 30, every 1st - 3rd day of the following month

Managers – deadline of submission for reimbursement every 3rd day of the

month

Gas Report – every 1st - 3rd day of the month

No Original Receipt, No Reimbursement policy applies for those base in Manila

Office.
• Provincial Coors may still send their reimbursement thru email.