Employee benefits are an essential part of compensation packages, often enhancing overall job satisfaction and well-being. These benefits can take the form of cash or in-kind perks such as gym memberships, travel allowances, or professional subscription fees. 

Traditionally, employees submit claims to their employers by providing supporting documentation such as receipts, bills, and invoices. These documents serve as proof of expenses incurred. So, how should employees submit reimbursement claims after the implementation of e-Invoicing? 

In this article, we outline four simple steps for employees to efficiently submit their claims following the implementation of e-Invoicing. 

Step 1: Confirm the e-Invoice Issuance 

When an expense is incurred, employees should first confirm with the supplier whether the e-Invoice can be issued in the employer’s name. Employees are required to request that the e-Invoice be issued in the employer’s name, whenever possible. 

Step 2: Provide personal information (if necessary)

In cases where the supplier cannot issue the e-Invoice in the employer’s name, the employee should provide their own personal details so the e-Invoice can be issued in the employee’s name. 

Step 3: Use Alternative Proof of Expense 

If an e-Invoice cannot be provided, employees can submit existing supporting documentation such as receipts or bills. The IRBM allows the use of these documents, provided the employer can verify that the expense was incurred on behalf of the company and the benefits are stated in the employer’s policy. 

Step 4: Submit the Claim 

Once the e-Invoice or alternative proof of expense is obtained, the employee should submit it along with the required documentation to their employer. This step is crucial for ensuring the expense is recorded accurately for tax purposes. 

Conclusion: 

By following these four key steps, employees can ensure a smooth and efficient claims process under the new e-Invoicing system. Proper documentation and adherence to company policies will ensure that all expenses are properly accounted for, providing transparency and ease for both employees and employers.