PT GCI INDONESIA

Claim Regulation and Form

CATALOG
1.Regulation 2.Expense Sort 3.Expense Claim Form 4.Expense Claim Detail 5.Payment Application 6.Application&Claim Form of Enterainment 7.Application of Traveling Transportation 8.Application of Fixed Assets/Material Purchase 9.Paste Formats

PT GCI INDONESIA

FINANCE REGULATION 2011

In order to make standard and efficient process for finance transactions, finance regulation is issued on Jan 1 and updated on Sep 1, wh (Abbreviations VGM: Vice General Manager PM: Project Manager FD: Finance Department) Total principle: Business Requirement:Logical & Actual Finance Requirement:Legal & According

1. Borrow money 1) All staff can borrow money while asked to have a business trip or other business.You must submit money request to your PM (used < 2) In Jakarta office Work flow for borrow money is: Fill in <INTER DUE BILL> PM approve VGM approve Accountant record Cashi 3) Not in Jakarta office Work flow is: send email to PM (CC to FD) PM approve VGM approve Accountant record Cashier payment You can email to PM and CC to FD like this: I need borrow ** (money) for ** (project/other purpose), I commission FD to do this trans 4) If you do the transaction according to the work flow stated above, usually FD will T/T the money to you on the next day, otherwise F

2. Expense claim 1) Claim standard (1) Transportation expense Expense for ticket of plane (economy class), boat, train, taxi and bus can be claimed while working for business. Usually staff should travel by train/bus rather than by plane/taxi, unless there is no train/bus or the distance is too long. Otherwise you Taxi to/from airport can be claimed within IDR90,000 according to the actual amount. Non-business transportation expense like taxi from All taxi expense should apply first and get approval from PM by email and CC to Finance.ind@gcidesign.com.Detail in <Application of Tr Expenses for renting car (including gasoline,toll,parking) & boat can be claimed. But you should apply first and get approval from PM. Local staff in based city has transportation allowance of IDR7,000/working day. Payment shall be released at the end of every month.(s For staff (engineer) regularly go to site, transportation allowance must be claimed by yourself as same as other expenses claimed with a Local staff out of based city has traveling allowance as per standard stated below (sort by region) Level Standard per day Region A IDR50,000 Java, Sulawesi (Manado exclusive), Sumatera (Batam, Medan excl.) B IDR60,000 Manado, Batam, Medan, Kalimantan C IDR80,000 Other region (Malugu, etc.) D IDR25,000 Inner city allowance (DT allowance) Payment for traveling allowance shall be released when you claim your business traveling expense. Generally, if you don t claim your bu The allowance shall be disbursed according to the work attendance. So if you are absent someday, you shall lose the allowance of that Generally, other transportation expense not for business can t be claimed. (2) Accommodation expense While live in hotel, if single person, you can claim IDR150,000/day/room; if two person, each of you can claim IDR100,000/day/room. (N Meanwhile, you can claim less than IDR20,000/day for internet according to the actual amount with receipt. Generally, other expense for accommodation can t be claimed. You should inform PM in advance for living in hotel. PM is entitled to specify the hotel for your business trip. (3) Communication expense Common staff has communication allowance of IDR100,000/month, PM and upwards IDR300,000/month. You d better get voucher or receipt to claim the communication allowance. If you use more than the limited communication expense/month for working, you have to apply to PM & VGM. (4) Entertainment expense Entertainment expense includes dining tour and etc. You should apply in advance, otherwise can t be claimed. Detail in<Application&Cla VGM have the total right to approve your application or not. (5)Rent Laptop expense Any staff use personal laptop for working will be paid not exceed IDR200,000 per month. (6) Low-cost equipment & tool expense Low-cost equipment & tool for survey such as battery map and etc. can be claimed after PM approved. Expense for equipment & tool whose unit price is more than IDR500,000 need apply first. IF the equipment & tool was buy for client,you have to point out in your claim detail(like: buy for ZTE). (7) Medical expense Local staff can claim medical expense (like visiting doctor ) IDR500,000/year.But you have to pass probationership and get receipt or (8) Miscellaneous Expenses Other expenses that you need to claimed for project operational except mention above as : give extra money to security to entry site, w 2) Claim requirement (1)Claim work flow Work flow for claim is: Fill in <Expense Claim Form> & <Expense Claim Detail> PM approve Note: <Expense Claim Form> & <Expense Claim Detail> refer to finance template

Accountant check

VGM approve

Cash

While filling in the <Expense Claim Detail>, please note: a.Fill in your "Staff No"/"Project Name"/"Borrowed Money"; b.Fill in the form day by day; c.Select "Expense Sort" detail in <Expense Sort>; d.Fill in "Memo/Remark",like normal/monthly/Detail; e.Select "Receipt" content yes/no; We strongly remind you claim without/missing receipt/invoice only use in taxi expense but not other expense.And if your claim without/ (2)Claim effective period All staff is required to claim month by month in time when the business trip is over; otherwise you can t get your allowance in time. All staff have one month to claim last month claim,if you claim over time: Over one month company will reduce 15% of the total amount; Over two month company will reduce 30% of the total amount; Over three month the claim will be rejected. (3)Claim actual and punishment All your claim must be actual,company have right to spot test,if there was a illusive claim,the claimer will be punished by thrice of the cl And who signed on the illusive claim form related to the punishment together,to share the punishment averagely.

3. Insurance and welfare 1) Accident insurance Company shall provide accident insurance yearly once you join in GCI, since you submit all supporting document. 2) Medical insurance Company shall provide medical insurance yearly after your probation, if you resign ahead of time, you shall compensate for the less per 3) Jamsostek(JAMINAN SOSIAL TENAGA KERJA) Company shall provide Jamsostek monthly after your probation, the amount is based on your basic salary, and calculation shall be: Company pay: basic salary 3.34% Employee pay: basic salary 2% The amount paid by company shall be regarded as part of salary and employee need pay personal income tax (pph 21) for that. 4) THR Company shall pay THR one week (10 days until 2 weeks) before idul fitri to all employees whose service period is over 3 months, and c Salary of idul fitri s previous month service period by month / 12; PPH 21 for THR shall be deducted together with salary of the same month; THR subjected to incomes tax. 5) Birthday celebration Company shall provide IDR100,000 as employee birthday celebration and deposit to salary of birthday month. 6) All items is not applicable to subcontractor employee at present except for item 1).

4. Equipment 1) Work flow for borrow equipment from company shall be the same like borrow money. And all staff shall regard equipment as the sam 2) Do keep the receipt if you transfer/lend your equipment to other staff and email this information to FD (finance.ind@gcidesign.com) Equipment due bill is provided to do the transaction for your convenience. 3) Whoever lose/destroy equipment because of your own fault (e.g. handover equipment with no receipt etc.) shall compensate for the 4) 90% of repair equipment expense over guarantee period shall be pay by the borrower. 5) Finance is entitled to ask any staff at any time to submit equipment report as the template stated below if necessary. Whoever doesn

5. Others 1) All staff should keep/update the borrow money/equipment balance by yourselves.If your balance is over due/limite FD will warn you. 2) FD shall T/T salary to all staff on 1st every month (without notice anymore), so please check your account at that time by yourselves. 3) If your bank acc. is changed, do report to FD ASAP, otherwise you shall be totally responsible for your loss. 4) Please refer to excel file Finance Template for all form mentioned in this regulation. 5) In order to keep a healthy environment for all staff, smoking in office/dorm public area (excl. closed private room, closed meeting roo Obliged to smoke with customer is exempted at present, but you have obligation to kindly guide customer to smoking area. 6) All your claim or application form should not print by colour printer. 7) Any signature must use black ink pen but not ball pen. 6. SUPPLEMENTARY ARTICLES 1) Whatever differs with this regulation is no longer valid. 2) FD has the total right to explain this regulation. 3) Effective from Jan 1, 2011; updated on Sep 1, 2011.

if you need borrow money next week. Otherw

Please approve my request as soon as possible.

No matter how much you spend actually, you can claim this amount if you submit enough receipt/invoice.)

50,000/cigarette (directly deducted from allowance/salar

/Sort /Rent House /House Rent /Management Expense /TV Expense /Water&Electricity /Rent Car /Car Rent /Gasoline Expense /Toll Expense /Parking Expense /Rent Labor /Rent Labor /Traveling Hotel /Traveling Transportation /Traveling internet /Traveling allowance /Rent Laptop /DT Communication /Entertainment /Office Expense /Printing Supplies Expense /Office Tools ( )/Internet Expense ( / )/Telphone&Fax Expense /Staff Allowance /Communication /Birthday Celebrate /Over Time Dining /Transportation Allowance /Societal Insurance /Commercial Insurance /Accident Insurance /VISA /Get Visa /Extend Visa /Work Visa /Cancel Visa /Purchase Material /Purchase Fix Assets /Other Expense

/Description Office/dormitory rent Office/dormitory management expense Office/dormitory TV expense Office/dormitory use water&electricity Car rent by company/personal for working Buy gasoline expense for working Pay toll expense for working Pay parking expense for working

MYOB CODE 5-2004 5-2004 5-7001 5-3003 5-2003 5-2003 5-2003 5-2003

MYOB NAME House Rent House Rent Other expense Water&Electricity Car Rent Car Rent Car Rent Car Rent Labor&journeywork Business Traveling Business Traveling Business Traveling Office Expense
Telephone&mobile phone

5201-01-03-03 5201-01-03-03 5201-01-99 5201-01-11 5201-01-03-02 5201-01-03-02 5201-01-03-02 5201-01-03-02 5201-01-13 5201-01-03-01 5201-01-03-01 5201-01-03-01 5201-01-15

Hire worker/proxy for working temporarily 5-5002 Outside office for working live in hotel expense 5-2001 From office to working palce use bus/taxi/plane/ship expense 5-2001 When working outside need to use internet 5-2001 Allowance when traveling 5-2006 Use personal laptop for working pay monthly 5-3001 Drive testing use communication expense 5-3006 Entertain client expense 5-2002 Printing supplies expense Office Stationery Office/dormitory use internet expense Office/dormitory use telphone expense Staff communication allowance pay monthly Staff birthday celebrate per once Staff work over time have dining Staff work transportation allowance Company buy societal insurance for staff Company buy commercial insurance for staff Company buy accident insurance for staff Get visa expense Extend visa expense Work visa expense Cancel visa expense Purchase material pay to suppliers Purchase fix assets pay to suppliers 5-3001 5-3001 5-3005 5-3002 5-3006 5-1002 5-1002 5-2005 5-1003 5-1003 5-1003

Transportation allowance 5201-01-03-04

5201-01-04-05 Business Entertainment 6601-05 Office Expense Office Expense Internet Phone and fax
5201-01-19 5201-01-19 5201-01-04-04 5201-01-04-01

Telephone&mobile phone 5201-01-04-02

Welfare Welfare Transportation Insurance Insurance Insurance Visa Visa Visa Visa Project outsourcing
Fixed Assets-original value

5201-01-02 5201-01-02 5201-01-03-05 6602-03-01 6602-03-02 6602-03-02 6602-99-11-01 6602-99-11-01 6602-99-11-01 6602-99-11-01

5-6001 5-6001 5-6001 5-6001 5-5001 1-6001 Other expense in case you can't find sort from list 5-7001

Other expense

5201-01-17 1501-01 5201-01-99

PT GCI INDONESIA

EXPENSE CLAIM FORM

Staff NO
GCI-0233

Applicant Name

Project Name

Borrowed Money
-

Desi Rita Susanti Harahap NTS AXIS/NPI

Expense Description
2011.09.01~30 expense

Expense Sort
House Rent Management Expense TV Expense Water&Electricity Car Rent Gasoline Expense Toll Expense Parking Expense Rent Labor Traveling Hotel Traveling Transportation Traveling Internet Traveling Allowance Rent Laptop DT Communication Entertainment Printing Supplies Expense

Claim Amount

Expense Sort
0 Office Tools 0 Internet Expense 0 Telphone&Fax Expense 0 Communication 0 Birthday Celebrate 0 Over Time Dining

Claim Amount
0 0 0 100,000 0 0 161,000 0 0 0 0 0 0 0 0 0 0

6,500 Transportation Allowance 0 Societal Insurance 0 Commercial Insurance 0 Accident Insurance 0 Get Visa 0 Extend Visa 0 Work Visa 0 Cancel Visa 50,000 Purchase Material 0 Purchase Fix Assets 0 Other Expense

Total Amount Claim Get Receipt/Invoice Total Amount Claim Without/Missing Receipt/Invoice Total Amount Claim
1.Applicant Name Desi Rita Susanti Harahap 2.Approver(PM) Name Signature//Date Signature//Date 4.Checker(FD) Name

317,500 317,500

Signature//Date

Mofeng
5.Approver(Project VGM) Name Signature//Date

Oldy
3.Approver(FA) Name Signature//Date

Mr.Rocky
6.Approver(Standing VGM) Name Signature//Date

Zaina&Efi

Zhaohua

PT GCI INDONESIA

EXPENSE CLAIM DETAIL

Staff NO
GCI-0233

Applicant Name

Project Name

Borrowed Money

Desi Rita Susanti Harahap NTS AXIS/NPI

Expense Description
2011.09.01~30 expense

Claim Period
2011.09.09 2011.09.10 2011.09.11 2011.09.11

Expense Sort
Transportation Allowance Communication DT Communication Toll Expense

Memo/Remark

Receipt
yes yes yes yes

Claim Amount
161,000 100,000 50,000 6,500

Total Amount Claim

317,500

PT GCI INDONESIA

Payment Application
Payment Description: Payee Name: Payee Bank Name: Payee Bank Account: Payment Amount: Payment Time:

Application:

Checker:

Approve:

PT GCI INDONESIA

Application&Claim Form of Entertainment

Staff NO
GCI-0233

Applicant Name

Project Name

Borrowed Money

Desi Rita Susanti Harahap AXIS NTS / NPI

Entertainment Expense Description Application Date Customer Company Purpose/Reason Persons Invited 2011.08.11 ZTE Smart project receive money A B C D E F six guys

Our Accompany Staff Mofeng Entertain Sort Entertainment Sort Dining Tour Other Total Amount
1.Applicaant 2.Approver(PM) 3.Approver(Project VGM) 4.Approver(Standing VGM)

Have dining in Little Sheep Budget(before hand) Claim(afterwards) 900,000 Difference 900,000 0 0 0 900,000 900,000

PT GCI INDONESIA

Application of Traveling Transportation

Staff NO
GCI-0248

Applicant Name
Robby Lesmana

Project Name
Smart Project

Borrowed Money
2,000,000

Happen Period 2011.12.09 2011.12.09 2011.12.12 2011.12.12 2011.12.15 2011.12.15 2011.12.21 2011.12.21

Back And Forth

Work Content

Transportation Amount 23,000 23,000 23,000 23,000 23,000 23,000 23,000 23,000

PEJOMPONGAN to DEADiscuses Report DEA to PEJOMPONGAN Discuses Report PEJOMPONGAN to DEADiscuses Report DEA to PEJOMPONGAN Discuses Report PEJOMPONGAN to DEADiscuses Report DEA to PEJOMPONGAN Discuses Report PEJOMPONGAN to DEADiscuses Report DEA to PEJOMPONGAN Discuses Report

Total Application of Traveling Transportation

1.Applicant 2.Approver(PM) 3.Approver(Project VGM) 4.Approver(Standing VGM)

184,000

PT GCI INDONESIA

Application of Fixed Assets/Material Purchase

Staff No: Project: Purchase a hardisk for saving important Finance Department document use. GCI-0233 Applicant: Desi Rita Susanti Harahap Date: 2011.08.21

Purpose/Reason:

Purchase Budget 700000

Item hardisk 500G

Unit Price 623600

Quantity 1

Amount 623,600

Total Amount: Actual claim amount:

1.Applicant 2.Approver(PM) 3.Approver(Project VGM) 4.Approver(Standing VGM)

623,600

Note

1.Leave 3~5CM by left for FD to bookbinding; 2.The same kind of receipt/invoice should paste together; 3.The bigger one should paste before the smaller one; 4.You'd better paste receipt/invoice tidily.