Reimbursement inspection

Template

Requesters send their request through the form, informing the total amount to be reimbursed, attaching the necessary vouchers and informing the reason for the refund.
The responsible assignee must check the amount due, checking the total to be paid and entering the data in the field for registration. The invoices should also be checked in comparison to the description of the expenses. In case of pending vouchers, he should reject the request, forwarding it to the Pending Documentation phase. In case the documentation is complete, the card must be moved to the Refund phase.
Cards that enter the Pending Documentation phase will trigger an automatic email to the requestor, informing them of their pending issues.
Once moved to the Refund phase the responsible assignee must issue and attach the refund request document and sign it.
In the next phase, the Administration manager must approve or not the request. In case of refusal, the card must be forwarded to the Refusal phase, in which an automatic email will be sent to the requestor informing them and the reason for it.
In case of approval by the manager, the card should proceed to the Financial stage, where the reimbursement will be made to the employee.
Upon completion, the card will trigger an automated email to the requester stating that their request has been successfully completed and the reimbursement made, with the attachment of the voucher.

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Template structure

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  • 1. Requester

  • 2. Requester's email

  • 3. Reimbursement invoices

  • 4. Reasons for reimbursement

  • 5. Total amount to be reimbursed

Reimbursement request

  • 1. Administrative assignee

  • 2. Amount to be reimbursed

  • 3. Request approval

    • Approved
    • Not approved
  • 4. If not approved:

Pending documents

  • 1. Administrative assignee

  • 2. Pending invoices or POP

Reimbursement

  • 1. Notes on justifications

  • 2. Reimbursement request signed

Administrative manager approval

  • 1. Administrative manager approval

    • Approved
    • Not approved
  • 2. If denied:

Finance

  • 1. Actions

    • Make the deposit to the employee's account
  • 2. Comprovante do depósito

  • 3. Date of deposit

Done

Denied

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