Reimbursements must be done through LWMS. Note that you can only receive reimbursements if you have applied and obtained approval for your Business Trip in LWMS before the actual business travel.
For step by step instructions refer to attached document 1b. Timesheet: LWSM-IT User Guide_Volenday_LWMS Notice_2v.4, page 6 .
Business Travel Applications for past dates are not permitted and hence you cannot make reimbursement for past dates and no expense claims will be allowed for them.
Only Huawei shall request from you to do Business travels. Volenday shall only reimburse Huawei’s authorized travel expenses such as:
a. Transportation: air flights (economy class only), inter-city transportation (i.e. train, coach, ferry), intra-city transportation (e.g., taxi, bus) for business purposes.
b. Accommodation: Hotel for business purposes with standards equivalent to Huawei Level C employee (standards under Huawei Policies). At the time of writing this policy allows for accommodation costs of Php 2,800 to Php 3,200 per room/night.
IMPORTANT: We operated under strict NO INVOICE (OFFICIAL RECEIPT) = NO REIMBURSEMENT.
Therefore, these expenses will only be reimbursed if you have valid Official Receipts. This includes all types of expenses, including Taxi and bus fares.
A Official Receipt must contain the following information:
Must have an “ATP No.” (authority to print) or “CAS No.” which are usually can be found at the footer of the Official Receipts
Payee must be under the name of VOLENDAY INC. (not under your name or Huawei or any other name)
Must have an address which should be, Unit 1406 Pacific Star Building, Makati City
Must have a Tax Identification Number (TIN) of Volenday which is 007-274-865
if the issuing Vendor is VAT registered, the breakdown of the amount of VAT and Vatable sales
In case of manual receipt, it must include authorized signature by the Vendor
Note: Refer to attachment 2a which you can show to the Vendor to guide what they need to put in the official receipts.
Before you travel
Apply Business Trip in LWMS
You will be responsible for arranging your business trip including the booking of flights and accommodation.
Common challenges booking a flight: make sure that the billing entity is VOLENDAY INC. and not under your name or Huawei or any other name. You have to get also an Official Receipts. Credit card purchase usually does not support the above requirements. Buying flight tickets from travel agencies do.
After you Travel
Follow these steps:
Claim your expense using LWMS's "Expense Claim" (under “Routine”) which must be claimed no later than 5 days after the end of the month, refer to attachment 2.b Expense Apply.pdf
You have to summarize your Air tickets, Accommodation, and Transportation, refer to:
2c. Volenday Expense Claim Summary Accommodation v1.6.xlsx
2d. Volenday Expense Claim Summary Air Tickets v1.6.xlsx
2e. Volenday Expense Claim Summary Land Transpo v1.6.xlsx
NOTE:
All accommodation Official Receipts must be scanned as one pdf file only
All air ticket Official Receipts must be scanned as one pdf file only
All transportation Official Receipts must be scanned as one pdf file only
Print and have it signed (e-sign is allowed). Attached this copy to your Expense Claim application
Please submit ALL the original Official Receipts via LBC, 2Go or other reliable courier to:
Finance Department-Volenday
Unit 6A, GMA Loubel Plaza
7514 Bagtikan Street
San Antonio Village
Makati City
Volenday will reimburse you only after your expense claim is approved in LWMS and after we have received complete hardcopies of the Official Receipts.
Volenday will reimburse via bank transfer on Fridays so long that:
we have received your original Official Receipts by or before Tuesday of the same week
AND
Your expense claim is approved in LWMS the week before
See examples below for expense claims done week June 1 (Monday) to June 5 (Friday), 2020)
Example 1
a. Expense claims approved and closed by or before June 5th (Friday)
b. Employees to send hardcopies of Official Receipts to Volenday office and received by Volenday on or before June 9th (Tuesday)
c. Volenday pays on June 12th (Friday)
Example 2
a. Expense claims approved and closed by or before June 5th (Friday)
b. Employees to send hardcopies of Official Receipts to Volenday office and received by Volenday on or before June 10th (Wednesday)
c. Volenday pays on June 19th (Friday)
Relevant attached documents:
1b. Timesheet: LWSM-IT User Guide_Volenday_LWMS Notice_2v.4
2a. OR Requirement Wallet Size and Sample.pdf
2.b Expense Apply.pdf
2.c Volenday Expense Claim Summary Accommodation v1.6.xlsx
2d. Volenday Expense Claim Summary Air Tickets v1.6.xlsx
2e. Volenday Expense Claim Summary Land Transpo v1.6.xlsx