How are different expense categories treated in Indonesia for reimbursement?

Expenses Invoicing Requirements

N/A

Passports/Work Permits/Visa

Reimbursable - As these are tourist visa these should be reimbursed. But work visa, passport application, PR or residency kind of visa that will be taxable because it should't go through expenses but immigration team.

Transportation Expenses

Reimbursable - supporting receipts are required

Per diems

Can be claimed but will require prior approval between Velocity Global and the client. Supporting receipt are mandatory to claim expense.

for Local - Per Diem rate of IDR 150,000 per day for business travel out of town within Indonesia, outside the working base location.

for Overseas Trips - The per diem ratebased on region basis - Asia Pacific USD 200/day; Europe USD 250/day; North America USD 250/day

Ref to policy guide for more details

Air Travel/Bus and Train

Reimbursable - supporting receipts are required.

Air Travel: Standard or economy fares only. Also charges for extra leg room or exit aisle seats must be pre-approved by the Supervisor

Taxi, Cabify, Uber, and related apps

Reimbursable - supporting receipts are required.

Taxis: Taxi fares may be claimed where no other suitable public transport is available where travelling in an unknown locality, public transport is infrequent, issues of personal safety or where the saving in time is important.

Car Rental

Reimbursable - supporting receipts are required.

Car Rental: A rental car may be used where it is more convenient to do so than use public transport. Car rentals are subject to withholding tax that, unless withheld at time of payment to the vendor, will be grossed-up/paid later.

Car Parking Fees

Reimbursable - supporting receipts are required

Car Parking Fees: Parking fees can also be claimed. Under no circumstances, will parking fines, clamping fines, etc. be paid by Velocity Global. Car parking is only claimable where it is required at or near a client’s premises. Parking at home or at the office is not reimbursable.

Tolls

Reimbursable - All toll fees can be reimbursed with actual receipts.

To be claimed only in cases of the travel from office or home Office to Client and back.

If no receipt is available, the expense is considered to be Taxable, to be grossed up.

Other Business Travel-Related Expenditure

Reimbursable - Business related expenditures will be reimbursed provided invoice/ receipt are available.

Travel Insurance

Reimbursable - If travel insurance is purchased with a flight/train ticket.

However EE has to providing related ticket/invoice/receipt.

Mileage and Fuel

A standard mileage allowance of IDR 6,250 per km

Mileage Needs to GRoss UP & Fuel bills are recepit are provided then we can Reimbursable

Accommodation

Reimbursable - supporting receipts are required.

All accommodation costs incurred on business trips will be reimbursed, supporting receipts are required.

Meals (travel/events/during work)

Reimbursable - supporting receipts are required.

Reasonable expenses for meals and drinks may be charged when travelling for business purposes.

Client Entertainment

Reimbursable - supporting detailed receipts are required. Prio approval is required from the supervisor.

Entertaining clients/contacts includes any meals or events such as sporting events attended with clients, or prospective clients,

Date, Place, Address, Type (i.e., Lunch/Coffee, etc), Cost, Client/Business Relation information, etc this information must be provided while submitting the expenses.

Staff Entertainment

Reimbursable - supporting detailed receipts are required. Prio to evernt approval is required from the supervisor.

Team lunches/ meals and drinks are reimbursable for the business purpose only. Also details sich as number of attendees to be included within the comments field when the expense is submitted

Mobile Phone bills

Reimbursable - Supporting documents are recuired.

Mobile phone bills are considered tax free expenses.

Broadband (Internet)

Reimbursable - Supporting receipts are required

Internet bills, Dongles and Data Cards are considered tax free expenses

Computer Equipment, Software, Office Space, Furniture, Phones, Other Assets

Taxable - supporting receipts are required

Fixed assest - Expenses under 500 USD reimbursable, Above 500 USD to be Grossed-up

Office rental - Monthly, Qtr, Yearly are Taxable and day-wise is reimbursible

Furniture

Taxable - supporting receipts are required

Expenses under 500 USD reimbursable, Above 500 USD to be Grossed-up

Stationery

Taxable - supporting receipts are required

Expenses under 500 USD reimbursable, Above 500 USD to be Grossed-up

Gifts

Taxable - supporting receipts are required

Expenses under 500 USD reimbursable, Above 500 USD to be Grossed-up

Coworking and Office Rentals

Per Day rent of the office space is Reimbursable

If the claim is on monthly, quaterly, yearly bases it isto be considered as Taxable/ Non-Reinbursable expense and to be Grossed-up

Bank Charges

Taxable - Bank or Credit Card fees, incurred as a result of delays by the employee claiming expenses, will not be reimbursed.

Foreign Currencies

Reimbursable - Supporting receipts are required.

Commission charges for currency purchased on overseas travel will be reimbursed with supporting documentation.

Annual subscriptions

N/A

Training Expenses

N/A

Medical Claims/Health Check Up and related items/Medical Insurance

Medical Insurance premiums paid by the EE is taxable

Exception and Other tpyes of expenses

N/A

Event expenses (trade shows/conferences)

N/A

Meals (travel/events/during work)

N/A

Di minimus expenses (Tips, no receipt)

N/A

Payroll Reporting

N/A

Additional Reporting

N/A

Review process

N/A