How are different expense categories treated in Vietnam for reimbursement?

Expenses Invoicing Requirements

All expenses must demonstrate that the disbursement/expenditure is strictly indispensable for the core business of the employer.

The expense must be duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions.

Passports/Work Permits/Visa

Expenses for obtaining/maintaining a passport may be reimbursable upon supervisory approval and will form a Taxable Expense.

Passport/work permit/visa fee for business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions, such as:

• Approved business travel application form;
• Tax invoices for making visa/passport fee (issued under company name/company tax code).
• The contents of business travel application form and invoice of visa fee must be clashed on destination and period of travel.

Transportation Expenses

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Per diems

Within Vietnam Travel – As an alternative to reimbursement of reasonable expenses for meal and drinks and other minor incidental expenditure, upon supervisory pre-approval Velocity Global may pay a per diem rate of VND 500,000 per day (approx. USD 22) for travel outside the working location and within Vietnam.

Air Travel/Bus and Train

The claim should be supported by either (i) proper tax invoice or (ii) proper electronic ticket/booking and boarding pass.

Taxi, Cabify, Uber, and related apps

Employees should retain tickets or official record of expenses where possible. Where an employee's season ticket already covers the cost of travel, no further claim will be allowed. Where Transport Cards are used, the employee will need to provide evidence of the additional cost incurred, for example by providing a copy of the online or printed statement with the expense claim.

Car Rental

Reimbursable - Copies of car rental contract, evidence of rental payment and original tax invoice /receipt are required.

Car Parking Fees

Parking fees can also be claimed

Tolls

Toll fees may be claimed.

Other Business Travel-Related Expenditure

Business related expenditure will be reimbursed. Invoices and/or receipts are required but we will not reimburse non-business related expenditure.

Travel Insurance

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Mileage and Fuel

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Accommodation

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Meals (travel/events/during work)

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Client Entertainment

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Staff Entertainment

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Mobile Phone bills

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Broadband (Internet)

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

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

expenses under 500 USD reimbursable, Above 500 USD to be Gross up

Furniture

expenses under 500 USD reimbursable, Above 500 USD to be Gross up

Stationery

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Gifts

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Coworking and Office Rentals

Day rent Reimbursable; monthly quaterly, yearly is Non Reinbursable and to be grossed up

Bank Charges

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Foreign Currencies

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Annual subscriptions

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

Training Expenses

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

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

business purposes is non taxable if the expense claim is duly supported with documents satisfying reimbursement requirements provided in the Vietnam tax provisions,

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