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How to Create a Reimbursement & Cash Advance Report for Business Trip (LPJ) (Web)

Article author
Learning Center Mekari
  • Updated

In addition to being able to make requests in the My business trip menu, you can also create a report to detail expenses during a business trip (LPJ), which includes submitting reimbursement and Cash advance.
Here are the steps.

A. How to Create a Reimbursement Report for Business Trip

  1. Go to the My trips menu.

  2. Click one of the checkboxes with the status Awaiting report.
    rev 5.1.png

  3. Click “Submit report”.
    rev 5.png

  4. Then click “Add expense”.
    34.png

  5. Next, select and specify the Category type, Category name, Transaction date, Amount, Vendor, Description, and Upload receipt. 
    35.png

    All fields marked are mandatory to fill out.

  6. After filling out the information in the Add expense menu, click “Submit” to upload the report.
    27.png

  7. Then the status of your checkbox will change to Awaiting review.
    36.png

B. How to Create a Cash Advance Report for Business Trip
 

  1. Go to the My trips menu.

  2. Click one of the checkboxes with the status Awaiting report.31.png

  3. Click “Submit report”.
    1.png

  4. Next, you will be directed to the following screen. On this page, you can see the Cash Advance category type that was previously submitted. Then click “Add expense” to enter the expense data to be reported. 
    2.png

    Check the toggle below if the Cash advance was not used.
    2.1.png

  5. Then select and specify the Transaction date, Duration, and Total amount.
    3.png

    All fields marked are mandatory to fill out.

  6. Also fill in the Vendor name, Description, and Upload receipt. Then click “Save”.
    4.png

  7. Then, if there is an Amount spent that exceeds the approved Cash advance amount, your company will transfer the Variance amount, which is the difference between the approved Cash advance and the total amount spent. 
    5.png

    - For example, if you spent Rp 1,000,000 on accommodation with a total cash advance of Rp 70,000, the company will transfer Rp 930,000 to you.
    5.png
    - However, if the total Amount spent does not exceed the approved Cash advance, you will be asked to proceed with a cash advance refund to the company.
    - The status in Variance will change to Refund to company and will show the amount to be returned to the company.
    6.png
    - Next, the status shown on your checkbox will change to Awaiting refund once this status has been approved by the company.
    1.png

  8. Click “Add expense” if there are additional unexpected costs that need to be reported. 
    7.png
  9. Then fill out the expense data again in the following fields.
    8.png

  10. If you request a Cash advance for an international trip type, the previously submitted Cash Advance category type will appear as follows.
     

  11. Then click “Add expense” to enter the expense data to be reported.

  12. Then select and specify the Transaction date, Amount, Exchange rate, Vendor, Description, and Upload receipt. Make sure all data is correct, then click “Save”.

  13. Then, if there is an Amount spent that exceeds the approved Cash advance amount, your company will transfer the Variance amount, which is the difference between the approved Cash advance and the total amount spent. 

    - For example, if you spent Rp 260,000 on airfare with an approved Cash advance of Rp 65,000, the company will transfer Rp 195,000 to you. In this case, the funds will be disbursed directly in rupiah according to the Approver's agreement.

    - However, if the total Amount spent does not exceed the approved Cash advance, you will be asked to proceed with a cash advance refund to the company.
    - The status in Variance will change to Refund to company and will show the amount to be returned to the company.
    - Next, the status shown on your checkbox will change to Awaiting refund once this status has been approved by the company.

  14. Then after filling out the data in the Add expense menu, click “Submit” to upload the report.
    27.png
  15. Then the status of your checkbox will change to Awaiting review.
    36.png