Travel and Expense Guidelines

At Gear Inc., we understand the importance of supporting our employees when they travel for business purposes. In this guide, we will outline our policies and procedures for reimbursing travel expenses incurred by our staff during work-related trips, ensuring that you can represent our company effectively, all while enjoying peace of mind knowing that your expenses are well taken care of.

Moving Expenses:

Airplane and Train Tickets: The GA team will support staff to book the ticket and cover the associated costs.

Business-Related Fees:

Vietnamese Employee has a business trip in Vietnam: Up to a maximum of 200,000 VND per day, per person.

Vietnamese employee has business trip in other country and Foreign Employees has business trip worldwide: Up to a maximum of 20 USD per day, per person

– Expense claims are due every 26th of the month. If the 26 falls on a weekend then submission deadline moves to prior business/working day friday

– Employees filing the claim must fill all required fields on the claim sheet.

– Template expense claim: BPO – Template – Date to Date of expense claim

– Each expense must be supported by a receipt as proof of purchase and claim. Save an image or copy of your receipts to your g-drive and link in the sheet. One link per receipt unless multiple expenses are indicated in a single receipt. Expenses without recipes should be avoided whenever possible. No claim except for Business Travel Per Diem

– Business Travel per diem per day covers individual food and travel expenses only. Max USD 20 per day or its equivalent value in other currencies. Employees may claim in lump sum for the duration of their business trip

– Please select the correct Expense category. Refer to Expense category sheet below for a detailed explanation and its use

– Provide a short description of the expenses

– Select the correct cost center where the expense should be assigned to. You are allowed to pick multiple sites

– Currency represents the currency used when the expense was incurred

– Claim currency represents the currency expected for settlement. This should be based on your site/country assignment or entity assignment Salary currency. Exchange rate conversion: OANDA CURRENCY CONVERTER

– Copy paste the Summary table to your expense claim email

– Finish your expense claim file

– Template expense claim: BPO – Template – Date to Date of expense claim

– Submit your expense file to your approving Director via email and cc Finance @gearinc.com, share attached link to documents to email: Finance @gearinc.com

Name your expense claim file in the following format “your name_ddmmyy of expense claim”

– When the expenses are approved, the finance team will contact you to pay the expenses.