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I. OBJECTIVE
1. To provide guidelines for the process of making an expense in the outlet
2. To define the allowed and disallowed kind of expenses
II. DEFINITION OF TERMS
1. Abnormal or Irregular Expense – refers to expenses made in the outlet which are unusual to the operation of the outlet or not regularly made in the outlet
2. Authorized Personnel – refers to the CEO, SOS, Team Leader or Supervisor
3. Cash Pull-Out – the act of retrieving or collecting money from an outlet, either to pay an irregular expense or to turnover the sales for banking purposes
4. Normal or Regular Expense – refers to expenses made in the outlet which are usual to the operation of the outlet or regularly made in the outlet
5. PCS – short for “Profit Center Staff”; the department in charged of collecting and checking of the outlet’s DSR
III. GENERAL POLICIES
Expense in the outlet is prohibited except for usual items referred to as Regular Expenses. It includes tube ice and purified water.
Unusual items referred to as Abnormal or Irregular Expenses could be exempted provided that it is duly approved by authorized personnel. It includes, but not limited to the following:
• Transportation Expense – for emergency cases where a Service Crew is tasked to work on another, faraway outlet
• Consumables Expense – for special cases where the outlet has to purchase a consumable item that is usually delivered by Warehouse but due to being out-of-stock, has to be purchased elsewhere
• Emergency Expense – for emergency cases where an item has to be purchased as soon as possible to solve the problem
All expenses made in the outlet must have an accompanying receipt. For Abnormal or Irregular Expenses, it must be made with Cash Pull-Out and therefore must have an attached copy of Cash Pull-Out Slip. The receipt must be tallied or equal to the amount of expense declared in the DSR. It must be attached to the DSR.
The receipt must be clear and free of smudges and erasures. The receipt must be used for verification of the expense to avoid problems that may lead to charges. All Abnormal or Irregular Expenses must be confirmed by the PCS to the approving personnel.
IV. PROCEDURE FLOWCHART
Flowchart Title
Expenses
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Cash Pull-Out Slip
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