If an employee pays / advances something for the company he / she needs to stick to a general prodecure to get reimbursed. What are the steps?
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1. Fill out the expenses form properly, send it as an excel to Simone to check.
2. Simone sends it back with changes to be made or with the green light to sign the document.
3. Create a PDF of the form, sign it, attach the bills.
Important: Keep the original versions of the bills (if it wasn't a digital bill you received via email for example) and get them over to Simone. (We don't like this, but the tax office unfortunately makes the rules...)
How to fill out the expenses form?
1. Give a consecutive invoice number, not the same as before. For example: expense reimbursement no. 1 and next time then expense reimbursement no. 2 etc. or 202301, 202302, ...
2. Indicate the date when you create the document. It should match the date of signing (below) at the end. date when you create the document. It should match the date of signing (below) at the end.
3. You do not fill in the reimbursement amount yourself. It will be calculated automatically from the amounts you enter below.
4. Enter your bank details.
5. Fill out the table.
Beleg Nr.: Document number: Based on the order in which you attach the documents to the PDF. It's best to go by date here.
Belegdatum: Document date: The date of issue of the invoice/receipt.
Name / Firma: Name / company of the party that issued the invoice.
Beschreibung: Description: Attention! Here a dropdown menu opens when you click on the column. Please select one of the given options. Please do not enter anything here yourself, this is accounting relevant.
Betrag: Enter the net amount and the correct tax value, the gross amount will be calculated automatically. If only ### is displayed here, the column must be drawn wider.
Grund der Ausgabe: Reason for expenditure: For tax reasons, we must have an indication here of why money was spent here. For example: Amount advanced for rental car (trip to customer). Or fuel for rental car (trip to customer).
Project (if project-related): Here it is best to simply specify the customer name with location. E.g. Max Mustermann, Düren
6. Total amount is calculated automatically, check once.
7. Area below to sign and date.