Expense reporting and reimbursement request
Please refer to this page for a guide on recording expenses and requesting reimbursement
Last updated
Please refer to this page for a guide on recording expenses and requesting reimbursement
Last updated
The foundation needs to keep track of all expenses to be reported to our stakeholders. When a spending is made, it is to be reported to the Secretariat with sufficient documents via an online form. The report can be made by anyone besides those who made the purchase. However, reimbursement requests must be made by the respective person themselves.
The expense report form will request these mandatory documents which it must be available prior to reporting:
Transaction invoice; or
Transaction bill (paid amount)
Expenses are to be reported per transaction or per invoice, NOT per item purchased. This is due to the fact that we subtract budget posts by purchase, not by items. HOWEVER, the invoice will be accessible publicly to stakeholders for transparency report.
The management does not entertain special requests on other methods of reporting expenses.
Upon completion, you will receive a confirmation email from the Secretariat.
To claim reimbursement, please complete the report expenses form first via the link and guides above. The person who wants to make the reimbursement can then follow the steps outlined below.
Ensure your bank details have been recorded on the human resource bank. If this was not recorded in your foundation personnel entry form, you can email mgt-fi@literascientia.org the details. You must include the bank account number, your legal name in the account, and the bank name. Example is as follows:
Bank Number: 123-4567-890
Registered name: John Doe
If your surname is named first, please capitalize your surname (e.g., DOE John).
Registered bank: PT Bank Central Asia Tbk
Use the report expenses form on the link above. Make sure the information reported can be verified properly as the authenticity of the invoice is checked as part of transparency reporting to stakeholders.
You will then receive an automated email from the Secretariat regarding the expense record. In it, there is a Record ID, both in body email and subject. Copy this Record ID to your clipboard. You can then submit a reimbursement request in a separate form on the link below.
Upon completion, you will receive a confirmation email from the Secretariat. We commit to provide optimal service to our members, and try to process your request as fast as possible. Please do not inquire us before 3 working days after you submit your request. An email update will be sent to you when we complete your request.
In some cases, small items that can be bundled into one report. For example, when renting a car, there are rental fees, toll fees, gas charge, and other small expenses that is too cumbersome for the details to be reported one by one. Instead, a special PDF e-form needs to be filled first, which then can be uploaded alongside the invoices/ small receipts to the report expenses form. The PDFs are accessible from the links below alongside with some frequently asked questions regarding this matter.
The documents regarding this matter would be available in the team Keybase folder Fi-ExpenseRep.
Click here for link to form: Reimbursement request form [via Airtable] Make sure you have completed the prior to submitting this request.
