Spreadsheet: 762920d1641902790-if-error-cell-n3-template-expense-claim-
Sheet: Instructions

Topics | The following topics listed below are included in this Instruction sheet:  Topics - Important - Steps to Follow - Admin details to be completed - Details of Expenses - Advances - Miscellaneous Expenses - Specific columns - Examples
Important | Expense Claims must be submitted before the 15th of every month, for the previous month's expenses.  Once completed, Print the Expense Claim sheet and forward it, with the vouchers, for approval to your superior.  Save this file to your "My Drive" to keep as a template. Click on "File" then select "Make a Copy".  NB DO NOT DOWNLOAD AS EXCEL  Every month, make a copy of this file, and rename the new file.  Save the new file as "yyyy-mm Your Name Foreign"  Use the New file to complete and submit your expense claim  NB - ONLY ENTER APPROPRIATE INFORMATION ON THE "EXPENSES" SHEET.  DO NOT ALTER THE INFORMATION ON ANY OTHER SHEET         ANY UNAUTHORISED CHANGES COULD LEAD TO THE FORM NOT WORKING CORRECTLY, AND COULD RESULT IN YOUR EXPENSE         CLAIM BEING REJECTED
Steps to Follow | Follow these general steps to complete your Expense Claim form:  1) Enter your Name in cell C4 (select from list), then  [NAME] today's date in cell N4 (format dd/mm/yyyy).      NOTE - You can double-click on any date field, and select the date from the date picker.   2) Enter Foreign Currencies and Exchange rates in the range F49:H52 (see "Admin details to be completed by ALL" section below).  3) Enter the Expenses in the appropriate columns.     NB - Do NOT enter anything in the Greyed cells  4) If you entered any [NAME], you need to Select these expenses in the Summary section in cells A53:A65.  5) NB - Ensure ALL controls are "OK" - refer cells F43, [NAME], B66      a) For F43 - You must select a currency for each line with expenses (see "Foreign Currencies" below in "[NAME] details to be completed by ALL")      b) For [NAME] - for each amount in column L there must be an account selected in column N, and vice versa.      c) For B66 - for any entries in column N, you must select the Account codes in the [NAME] section in cells A57:A69.  6) Enter any Advances received against the currency of the Advance in cells K48:K52.  7) Print the completed form and attach all your supporting documents.  8) Forward to your Superior for authorisation.  9) Forward to Finance department.  NB - ANY ERRORS OR OMMISSIONS WILL RESULT IN THE EXPENSE CLAIM BEING REJECTED
Admin details to be completed by ALL | NAME Enter your name in the cell C4. Choose from dropdown list.  DATE Enter today's date in cell N4. Enter the date in the format "dd/mm" or "dd/mm/yy".    NOTE - You can double-click on any date field, and select the date from the date picker.  FOREIGN CURRENCIES Specify ALL the Foreign Currencies used in the Foreign Curreny table starting at cell F50. Up to 4 currencies can be Entered. USD & EURO is pre-entered, but can be changed.  EXCHANGE RATES Enter the correct Exchange Rate in column G. i)  If the expense is paid out of an Advance given to the employee, the Rate will be     supplied by the company. Request the appropriate rate from the Finance department. ii) If the expense is paid out of private funds, you must calculate the correct rate     based on the ZAR amount debited to your bank statement or credit card.  PROOF OF THIS RATE MUST BE ATTACHED TO YOUR EXPENSE CLAIM  NB - Please ask Finance department for the correct Exchange Rate if you are unsure.
Details of Expenses | Enter the appropriate date in column A, then supply the required details of the trip in columns B to E. This is required for SARS.  - Company refers to the company visited  - Person refers to the person visited  NB - DO NOT ENTER YOUR OWN NAME OR COMPANY  - NB - Reason for Visit can NOT be "Business" - You MUST specify the actual purpose of the trip  Enter the appropriate Currency for each expense in column F by selecting from the dropdown list (remember you must 1st enter the currencies in the Foreign Currencies table at cell F50).  Enter Expense amounts in Foreign Currency only in the appropriate Expense column and Date row.  Should you have more than 1 expense on a specific date, just add another line with the same date.
Advances | You MUST enter a Value for ANY Advances received against the specific currency in the range K48:K52.  If no Advance was received for a specific currency, then enter a zero for that currency.
Miscellaneous Expenses | If there is no appropriate column for the Expense:  i)    Enter the amount in the "Amount"  column (column L) in the "Miscellaneous"  section.  ii)   Give a short description of the Expense in the "Description" column (column M).  iii)  Enter the appropriate Expense code in the "Code" column (column N) by selecting from the dropdown list.      NOTE - General Expense must only be selected if it can not be allocated to any other expense on the list.                   Please contact the Finance department if you are unsure where to allocate an expense too.  iv)  Update the G/L codes in the "Summary of Expenses" table starting at cell  "A57"  by selecting from the dropdown list.       NB - only select an Expense Code once, as all expenses entered in column L will be summarised here.
Specific Columns  Foreign Travel Details | Foreign Travel Details - Columns B to E  Country - The Final destination country you have visited.  Company Visited - The name of the company or symposium or conference you visited.  Persons visited - Name of the ranking official from the company you have visited.  Reason for visit - Short description of the reason for the business trip.  NB reason can NOT be "Business", you MUST specify the business.  Currency - Specify the currency in which the expense was incurred (refer to "Steps to follow" above).  [NAME] is automatically selected.
Specific Columns  Foreign Travel Expense Amounts | Foreign Travel Expense Amounts (Enter the actual expenses incurred in the currency it was incurred)  Hotels and Meals - see examples below  Taxis and Car Hire - Includes Metro Trains and Busses and is for transport within the destination city only.  Flights, Trains etc - This includes all forms of transport to travel from South Africa to your final destination and back again. Also include here any                                 Visas or permits required for travelling.  3rd Parties - see examples below.
Specific Columns  Miscellaneous | Miscellaneous  Amount - enter the amount of the expense  Description - enter a short description of the expense  Code - Select the appropriate account from the list.
Examples | Examples of expenses, and where to enter them:  3rd PARTIES Accomodation, meals and travel expenses paid on behalf of a Non-Ceva person - enter the amount in column K. NB - Visa Application fees are NOT 3rd Party, but must be entered in column J - Flights, Trains etc.  MEALS Meals where you pay for your own meal only, including Breakfast, Lunch & Dinner at the hotel where you stay, must be entered in column H (Hotels & Meals". Meals where you pay for Coleagues or Customers / Suppliers, must be entered in column L (Miscellaneous expenses) as 656.611210 Entertainment.  AIRPORT PARKING This must be entered in the [NAME] section as a Motor Vehicle Expense.  TIPS Add to the expense for which the tips were paid, i.e.:  1) Paid to waiter in restaurant     - Add to either "Hotels & Meals" or "Entertainment" under Miscellaneous section  as appropriate.  2) Paid to Taxi driver     - Add to Taxis & Car Hire column