Process Flowchart and Guidelines for RF Claims

2009ELABRAM SYSTEMS SDN BHD

PROCESS FLOWCHART & GUIDELINESON 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.

CONTENTS1. 2. 3. 4. 5. 6. 7. 8. 9. Process Flowchart .......................................... ...................................3 Transportation Claim ................................................................4 Timesheet .......................................................................................5 Expenses Reimbursement .................................................... ................5 Purchase Requisition ...........................................................................6 Cash Advance ..........................................................................6 Allowance & Overtime.........................................................................6 Business Call Reimbursement ................................................................7 Engineer Liability for Equipment Loss or Summon/Car Damage Claim ................7

Elabram-Project (Internal)

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Elabram Proprietary Use pursuant to Company instructions

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1. Process Flowchart

Process Flow for Engineer Expense Claims

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

2 Cut-off dates for submission before or on every 3rd of the month, OR before or on 10th of the month (According to Project Admin received date). Only one expense claims will be accepted each month.

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

PA (2 days) PM (2 days)

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

HR (2 days)

HR will forward the completed payment voucher with the relevant documents to Finance and Admin Department (FD).

FA (3 days) Management (2 days)

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

FA will bank in the payment - Every 19th or 26th of the month, depend on the expense claims submission date.


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2. Transportation Claim2.1 Mileage Guideline: Distance Kota Damansara - Wisma Denmark Sri Kembangan - Wisma Denmark Tmn Kinrara- Wisma Denmark Subang Jaya- Wisma Denmark Subang Jaya- Jalan Templer ( P1 Office) Taman Kinrara- Jalan Templer ( P1 Office) Sri Kembangan - Jalan Templer ( P1 Office) Wisma Denmark- Jalan Templer ( P1 Office) Wisma Denmark- Section 14, PJ (Celcom Office) Kajang Prima- Cyberjaya (Ericsson office) Kajang Prima- Wisma Denmark (ALU office) Kajang Prima - Section 14, PJ (Celcom Office) Kajang Prima Jalan Templer (P1 Office) Kajang Prima Subang Hi-Tech (Digi) Kajang Prima- NSN Malaysia (CP Tower) Mileage (KM) 25KM + 10KM = 35KM ( one way) 25KM + 10KM = 35KM ( one way) 17KM + 10KM = 27KM ( one way) 26KM + 10KM = 36KM ( one way) 13KM + 10KM = 23KM ( one way) 8KM + 10KM = 18KM ( one way) 24KM + 10KM = 34KM ( one way) 14KM + 10KM = 24KM ( one way) 14KM + 10KM = 24KM ( one way) 27KM + 10KM = 37KM ( one way) 33KM + 10KM = 43KM ( one way) 32KM + 10KM = 42KM ( one way) 31KM + 10KM = 41KM ( one way) 26KM + 10KM = 36KM ( one way) 29KM + 10KM = 39KM (one way) Total (KM) 35 35 27 36 23 18 34 24 24 37 43 42 41 36 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.


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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. xls

Project Code.doc

3.2 For Drivers Driver is required to record the daily task and the Engineers 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 Reimbursement4.1 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 cutoff date and shall not compensate for any delays in expenses claim payment caused by Engineers 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


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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 Requisition5.1 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 Advance6.1 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 Overtime7.1 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.


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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 Reimbursement8.1 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 ebillings 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 Claim9.1 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 Drivers 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


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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)


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Documents

Process Flowchart and Guidelines for RF Claims