Guidelines on Reimbursement of Gas Allowance using Private Car (October 3, 2022)

GUIDELINES ON REIMBURSEMENT OF GAS ALLOWANCE USING PRIVATE CAR (OCTOBER 3, 2022)

TO : ALL CONCERNED
FROM : The Management
SUBJECT : Guidelines on Reimbursement of Gas Allowance using Private Car
DATE : 3 October 2022

Guidelines on Reimbursement of Gas Allowance using Private Car

The Management will allow employees to use personal car and reimburse the gasoline expenses with the following conditions:

• Gasoline allowance using private car should be for official business use only

• Submit request form for gas allowance using private car (Please see annex A)

• Reimbursement will be valid only 1 week after the actual date of expenses, failure to submit reimbursement 1 week after the actual date of transaction will be subject for special approval (Signatory of request will be VP of Support Group only)

• Date and Amount must be cleared on the receipts

• Alterations / Corrections on the receipts should be countersigned by the issuer.

• Submission of request form and receipts should be arranged per request to avoid duplication of attachments. (Example: Request form’s next page will be the required attachments)

• Gasoline allowance will be computed based on actual consumption. Please see sample computation below:

CAR TYPE: SEDAN
Average Fuel Consumption: 12km/L (Fixed)
Distance from point of Origin to Destination – 35km (based on Waze / Google Maps)
Gasoline price – Php 71 (based on actual receipt/s)

Gasoline allowance for reimbursement
35km / 12kml = 2.92kml x 71 = 207.32 (one way)

CAR TYPE: SUV
Average Fuel Consumption: 9.5 km/L (Fixed)
KM from point of Origin to Destination – 35km (based on Waze / Google Maps)
Gasoline price – Php 71 (based on actual receipt/s)

Gasoline allowance for reimbursement 35km / 9.5kml = 3.68kml x 71 = 261.28 (one way)

For multiple destinations - gas allowance will be computed per destination.

Point of origin
Office-based – Office only
WFH – Office or Home address (whichever km is lower)

The following list are the required attachments for every request:

• Approved request form for gasoline allowance
• Screenshot of OB filed
• Screenshot of google maps / waze from origin to destination/s (for WFH – Home address & Office)
• Gas receipt/s