NonEmployee Expense Voucher Instructions

This guide explains how nonemployees (vendors, contractors, consultants, freelancers, or any external service providers) can submit expense vouchers for reimbursement or payment. Follow the steps below to ensure a smooth, compliant, and timely processing of your voucher.

1. Who Can Use a NonEmployee Expense Voucher?

• Independent contractors
• Freelancers and consultants
• Temporary staff hired through agencies
• Vendors providing goods or services on a reimbursable basis
• Any individual not on the company payroll who incurs approved business expenses

2. When to Use a Voucher

Use a voucher when you have incurred a reimbursable expense that was preapproved by a manager or the procurement department. Typical situations include:

• Travel (airfare, mileage, lodging, meals)
• Office supplies purchased on behalf of the company
• Event registration fees
• Professional services (e.g., design, translation)
• Equipment rentals

3. Required Documentation

Each voucher must be accompanied by the following:

4. StepbyStep Submission Process

1. Gather Receipts Keep original paper receipts or highresolution PDFs. Scanned copies are acceptable if the original cannot be retained for more than 7 days.
2. Fill Out the Voucher Form Download the latest NonEmployee Expense Voucher template from the intranet here. Complete every section:
   • Vendor/Contractor name and tax ID
   • Date of expense
   • Category (travel, supplies, etc.)
   • Currency and exchange rate (if foreign)
   • Detailed description of each expense line
   • Total amount requested
3. Attach Supporting Documents Upload the scanned receipts and approval email to the voucher upload portal. Each file must be named VendorName_ExpenseDate_Description.pdf.
4. Obtain Managerial Approval Forward the completed form to your manager or the designated approver. The approver must sign electronically or add a digital approval stamp.
5. Submit to Finance After approval, submit the entire package (form + attachments) through the Finance submission portal or email finance@company.com with the subject line NonEmployee Voucher [Your Name] [Invoice #].
6. Track the Status Use the tracking number emailed to you to monitor processing. Typical turnaround is 57 business days.

5. Common Errors to Avoid

• Missing or illegible receipts Finance will reject the voucher.
• Incorrect tax identification number Causes payment delays.
• Noncompliant currency exchange rates Use the rate from the official bank on the expense date.
• Submitting after the 30day deadline Late submissions are not processed unless an exception is granted.
• Failing to obtain prior approval Expenses must be approved before they are incurred.

6. Payment Methods

Finance will issue payment using the method specified on the voucher:

• Bank Transfer Provide a valid bank account number, routing/IBAN, and SWIFT code for international payments.
• Check If no bank details are provided, a check will be mailed to the address on file.
• Digital Wallet For vendors who prefer PayPal, Stripe, or similar services (subject to approval).

7. Tax and Regulatory Considerations

All reimbursed amounts are subject to local tax regulations. Nonemployees must:

• Provide a valid tax identification number (TIN/EIN).
• Ensure that the invoice complies with the tax authoritys requirements (e.g., VAT invoice for EU vendors).
• Retain copies of the voucher and supporting documents for a minimum of 7 years, as required by law.

8. Frequently Asked Questions

Q: Can I submit a voucher for an expense that was not preapproved?

A: No. Expenses must be approved before they are incurred. Unapproved expenses will be denied and may affect future approvals.

Q: What if I lose a receipt?

A: Provide a written statement explaining the loss, include any alternative proof (e.g., creditcard statement), and obtain a managers written endorsement. Approval is at Finances discretion.

Q: How are foreign currency expenses handled?

A: Use the exchange rate published by the central bank on the date of the transaction. Attach a screenshot or PDF of the rate source.

Q: I am paid in a different currency than my home country. Will I be taxed?

A: Tax obligations depend on the jurisdiction of both the payer and the payee. It is recommended to consult a tax professional.

9. Quick Checklist Before Submitting

• All required fields in the voucher form completed?
• Original receipts attached (or clear scans)?
• Managers approval obtained and documented?
• Bank details entered correctly?
• Exchange rate documented for foreign expenses?
• All files named according to the convention?

By adhering to these guidelines, nonemployees can expect prompt, accurate reimbursement while maintaining compliance with company policy and legal requirements.