How are different expense categories treated in Thailand for reimbursement?

Expenses Invoicing Requirements

Every receipt should have Velocity TAX ID and address otherwise it will be non reimbursable except from some exceptions like Phone, Transportation, International Receipts, some E-receipts etc.

Passports/Work Permits/Visa

Reimbursable upon supervisory approval - No issues, can be claimed as non-taxable as long as receipt is supplied should under our company name and address

Transportation Expenses

Reimbursable (without TAX ID and address)

Per diems

Employees can submit up to 87 USD for per diem which is reimbursable. Any amount exceeding this will be grossed up.

Air Travel/Bus and Train

Bus and Train - Reimbursable (without TAX ID and address)

Air Travel - Reimbursable if the EE book it with local vendors eg,. Thai Air Asia, they were suppose to obtain Tax receipts. However, if they booked the ticket with international vendors eg.TRip.com/traveloka,Navan its international expense. Given these international vendor wouldn't be able to issue a tax receitps

Taxi, Cabify, Uber, and related apps

Reimbursable (without TAX ID and address)

Car Rental

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

Car Parking Fees

Reimbursable (without TAX ID and address)

Tolls

Reimbursable (without TAX ID and address)

Other Business Travel-Related Expenditure

Depends on the receipt and type of expense, if receipt has TAX ID and address we can reimburse

Travel Insurance

Reimbursable (without TAX ID and address) as this is personal and it always cannot have TAX ID

Mileage and Fuel

Milegae - Reimbursable as per client to client approval.

Fuel - We require a receipt and it should be under Velocity Global name and TAX ID.

Accommodation

If accomodation/hotel is in Thaialand only and receipt does not have TAX ID and address then non - reimbursable otherwise reimbursable. if the EE book it with local vendors eg,. Thai Air Asia, they were suppose to obtain Tax receipts. However, if they booked the ticket with international vendors eg.TRip.com/traveloka,Navan its international expense. Given these international vendor wouldn't be able to issue a tax receitps

Meals (travel/events/during work)

Reimbursable (with TAX ID and address)

Client Entertainment

Reimbursable (with TAX ID and address)

Staff Entertainment

Reimbursable (TAX ID and address) - Original tax invoices/receipts shall be required to submit to the Company to support the expense claim.

Mobile Phone bills

Reimbursable (without TAX ID and address)

Broadband (Internet)

Reimbursable (without TAX ID and address)

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

Below 500 USD reimbursable, Above 500 USD (Gross up) - Internal Fixed Asset Policy

Furniture

Below 500 USD reimbursable, Above 500 USD (Gross up) - Internal Fixed Asset Policy

Stationery

Reimbursable with supporting documentation (TAX ID and address)

Gifts

Reimbursable (without TAX ID and address) amount should not exceed THB 2,000 per person

Coworking and Office Rentals

Any monthly, quarterly or yearly office rental of any cost (Above or less than $500) will not be reimbursed through expenses and be considered though gross-up paid via main run.

Bank Charges

Non Reimbursable - Bank or credit card fees, interests, penalties incurred as a result of delays by the employee claiming expenses, will not be reimbursed.

Foreign Currencies

Reimbursable (without TAX ID and address)

Annual subscriptions

E-receipts Reimbursable - Upon supervisory approval one membership per employee, per association, where relative specifically to job role is reimbursable with supporting documentation.

Training Expenses

E-receipts Reimbursable - Employees shall be reimbursed for attending external training sessions provided the course/seminar is related to their duties and subject to prior approval by his or her supervisor. Such approval must be in written form.

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

Pre - Health check up, Receipt should have TAX ID and address and if not then it will be gross up

Any “Personal Health Insurance Premium” claims under FRP must be grossed up

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