Dear All,
I am Working in a CA firm,here we do have a system of paying advance to employees to conduct out of station audit or conveyance, lodging and fooding etc.
So, if they are going for out of station audit than they need to fill a form and take the approval from immediate supervisior than need to submit to Admin deptt and after necessary check it goes to account department for transfering the sanctioned amount to employees account.
but most of the time,employees remain on audit and for next audit they need advance so they are not able to come office to fill the form and take the approval.
Most of the time they communicate over phone and we sanction without any valid paper proof and once they come back complete the formalities.
this creates lot of time consuming,uneffective process implementation and pendency of work.
Could anyone suggest me what to do in this case.
I want to improve the process and make it effective please suggest me.

From India, Delhi
It s always better to ask company Auditors what system shall be adopted to ensure misuse or fraude or counter checking mechanism.
Auditors themself are true professional to advise because they themself find fault in systems and compliances where they are engaged to audit the accounts of your clients.

From Saudi Arabia
Thanks for your response Bhajiya.....
As i thought and discussed one idea with my boss also is:-
It can be online..
like form in the soft copies can be sent to all employees and than they can fill the form and send it to hr deptt than hr deptt can send it to their immediate supervisior and finally it can be approved.
how is so will it be effective.

From India, Delhi
plzz see my query and my reply on that............plzz suggest :?::?::?: :confused::confused::confused:
From India, Delhi
Dear Ms. Swati,
In said case I want to know following questions?
-- what way they take money with out approval if they not came to office?
-- To whom they take approval ?
-- Do all auditor give laptop or not ?
Pls reply immediatel then i can solve your query easily. One step I suggest is as under:
1. Manpower wise his travelling and audit place if decided before 1 month it will be better that on that basis lodging, boarding and food expenses paid.

From India, Pune
Hi In present scenario approvals through mails is quite common and more authenticate. rgds Suraj varma
From India, Hyderabad
Dear Swati,

As a process, concerned auditor’s manager should send an intimation on number of days/dates of travel and destination details to HR department and admin department and manager can request admin department to make travel arrangements as per domestic travel policy in force.

Admin department then makes travel arrangements like hotel booking and transport arrangement and submits statement of approximate expense (hotel, transport, food etc.) report to finance and basis this the advance can be released. On returning from travel, the auditor /employee should submit all original bills to finance department.

Incase travel days gets extended or domestic policy does not exist or travel arrangement is made directly by the auditor, then auditor should send an email to finance, HR and his manager requesting for advance to be remitted to his/her account with a break up of expenses a(hotel+tax+food etc.) and such email request should be honoured.

You can ensure on weekly submission of expense sheet while on client site to avoid any confusion or if you feel funds are misused. However original bills are must for settling accounts and do ask for boarding pass if flight journey is performed.

Have a good day,


From India, Bangalore
Dear Swati,
Online is a best solution, I am working in A S/W comp where employees go out for onsite support like Implementation, System Support , Client Support etc., So the plan days will exceeds.
We have a system called onsite allowance ssystem in which they can claim their allowance and attach their bills to.
This helps in time consuming as well as paper less process.
In the system employees can enter their allowance then one can verify it and another person can approve it.
Once the report is sent to the accts dept the amount is credited to their salary accts.
can contact me if u need a look on the system and can help you.

From India, Mumbai
hi swati!
I am not able to understand, if they move on to next audit or location, without coming back office, how they get the advance.
And now if the Auditor are in good positions / salaried, how much amount they expend. Why it is not possible for Without Advance. In such cases, ATM are eveywhere, they can spend their own money, and claim when they come back.
The call is to be taken, to think the route cause of problem where arising. This is how i think, may be i m wrong.
Gaurav Arora

From India, Kota
Dear Swati,

I would suggest you should cut down the procedure so that it become easier for the employees. I would advice instead of advance you can grand imprest fund which you feel that would be sufficient for 1 or 2 months proposed amount of Rs.30,000.

Reimbursed should be based on the invoice submitted, but always they should maintain an imprest of Rs.30,000/ nor more than that.

If they feel they need more imprest it should reviewed and should be based on previous months expences.

Company should be flexible on this issue.

From United Arab Emirates, Abu Dhabi

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