PaymentS & STAFF CLAIMS

payment principles

• All payments should be made based on terms and conditions agreed in the contract, agreement or purchase order;

• As a general rule, all payments should be made direct to the suppliers as far as possible;

• Payment must be made only upon satisfactory receipt of goods or services;

• Advance payment may only be allowed when it is a commercially accepted practice (eg. magazine subscription, performance tickets, air tickets, course subscriptions);

• Payments to suppliers of goods and services must be timely and within agreed credit terms.

Payment to Suppliers

• All payments to local suppliers must be made via direct e-invoicing;

• All local vendors must register and set up a vendor record online at Vendors@Gov;

• Payment to overseas suppliers can be via bank draft or telegraphic transfer;

• Use of MOE Corporate Credit Card can only proceed following approval by AM;

• All payment request must be accompanied by Payment Record Form with HOD approval and relevant supporting documents (eg. attendance sheet, hardcopy invoice, quotations, delivery order etc.) and submitted to Payment Officer (Admin team).

Staff reimbursement claims

Personal claims

• Staff are required to submit claims for reimbursement of dental, medical and transport expenses directly to Pac@Gov no later than 3 months from the date of the expenses incurred;

• Transport claims must be pre-approved by School Leaders before incurring the expense.

Small Value Purchases claims

• Only for purchases not more than $300, exception must be sought and approved by School Leaders;

• Staff are required to submit Reimbursement Claim form no later than 1 month from date of purchase.