Vietnam Eclaims - How To Make The Benefit Expenses: Document Control

Website: https://eclaims.slb.
com/
Support Email: ithelp@slb.com
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Vietnam eClaims_How to make the benefit expenses
Document Control
Versions History
VERSIONS DATE COMMENTS
Version 1.0 01 Feb 2013 First Version
Documentation Information
Created by Tran Thi Anh Tuyet Email: Ttran16@slb.com

Approved by Tran Thi Thu Hang Email: Hthu4@slb.com
Document Created on 01 Feb 2013
Document Approved for 09 Jul 2013
submission
Proprietary Notice
This information is confidential and is the trade secret property of Schlumberger. Do not use,
disclose, or reproduce without the prior written permission of Schlumberger.

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Website: https://eclaims.slb.com/
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Table of Contents
FOR LOCAL STAFF
1. How to make Meal Allowances expense for local business trip?

2. How to make STA (STA=Short Term Assignment) expense for loan out trip?
3. How to make the marriage/newborn/compassionate allowance expense?
4. How to make the uniform expense for female officer?
5. How to make the prescription glasses expense?
6. How to make the vacation travel reimbursement expense?

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Purpose
Scope:
E-Claims is a web application used to make the benefit and business expense.
The aim of this document is to provide a guideline concerning how to make the benefit expense
for Vietnam local staff.

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1. Question: How to make Meal Allowances expense for local business trip?
Answer: As per Appendix C in the HCR/M manual, all home country staffs (except
management level) on business trip and temporary assignment within Vietnam are
eligible to meal allowance rate 280,000VNĐ per day. Meal allowance should be claimed
via expense report with the submission of legal receipt or invoices. In case of without
legal receipt or invoices, the amount will be subjected to PIT deduction as per the
prevailing Income Tax law.
Log in to eClaims website by LDAP alias and password:

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To click on Create a New Expense Report:
Select Benefits-FEA as Report Policy:

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Type Report Name, then click OK:

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Select Per Diem Allowances from Expense Type Helper list:

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Fill up Transaction Date, Daily Allowance, Start Date, End Date

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To click Location Helper for allocate City name which you are travelling to:

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Fill up Amount, No Receipts and Comment box:

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Then Click Save & Go to Expense List twice:
Then click Submit, the system sends to your LDAP manager to approve.
Click Print Report and send to the benefit processor attached to the relevant pdf load chart for
verification. This will be paid via payroll and subject to the prevailing income tax law.
2. Q: How to make STA allowance (STA=Short Term Assignment) expense for loan out trip?
A: As STA allowance rate depends on the coefficient of receiving location and the
employee’s grade. STA allowance rate is stated in the STA letter.
Before departure to on loan, kindly send the detail for STA letter and get it approved by your
direct manager:
• Name of person:
• Position:
• Report to manager (on loan location): Name: Position:
• Location to be loan out:
• City name to be loan out:

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• Country name to be loan out:
• Duration: From: To :
• Eligibility to STA/bonus: Yes/No ?
Select Short Term Assignment from Expense Type Helper list:

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Fill up Transaction Date, Assignment Start Date, Assignment End Date, Number of Days:

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To click Location Helper for allocate City name which you are on loan:

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As STA rate is USD currency, please select US Dollar in Currency box:

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Then, fill in the STA rate X number of STA days in Foreign Currency Amount, the system will
convert into VND by SLB exchange rate, click OK:

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Select No Receipts and fill in Comment box:

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Then Click Save & Go to Expense List twice.
Click Print Report and send to the benefit processor attached to the relevant pdf load chart and
the signed STA letter for verification. This will be paid via payroll and subject to the prevailing
income tax law.
3. Q: How to make the marriage/newborn/compassionate allowance expense?
Answer: As per Section 6 - item 6.5 in the HCM manual and as per Section 6 - item 6.6 in
the HCR manual, in the event of marriage, the employee shall be granted a marriage
allowance of 1,000,000VNĐ with the submission of Marriage certificate.
As per Section 6 – item 6.3 in the HCM manual and as per Section 6 – item 6.4 in the
HCR manual, in Maternity Leave or Paternity Leave, the employee shall be granted a
newborn allowance of 500,000VNĐ per child with the submission of Birth Certificate.
As per Section 6 – item 6.6 in the HCM manual and as per Section 6 – item 6.7 in the
HCR manual, in the event of the death of the Employee’s parents, parents-in-law,
spouse or child, a compassionate allowance of 1,000,000VNĐ shall be given with the
judgement of HR Manager.

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Fill in Report Name and click OK:

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Select Miscellaneous Benefits (Taxable) from Expense Type Helper:

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Fill in Transaction Date, Description, City, Amount in VND and Comment box:

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Then click Save & Go to Expense List twice:
Click Print Report and send to the benefit processor attached to the copy of marriage
certificate, birth certificate and death certificate for verification. This will be paid via payroll
and subject to the prevailing income tax law.
4. Q: How to make the uniform expense for female officer?
Answer: As per Appendix E in the HCR/M manual, the uniform allowance shall apply to
all female employees who are not entitled for coverall (as Secretaries, Aministrators,
Receptionists, Accountants, Marketing, HR…). Each female officer shall be eligible to
2,400,000VNĐ for uniform allowance.

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Select Miscellaneous Benefits from Expense Type Helper:

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Fill in Transaction Date, Description, City, Amount in VND, Receipts and Comment box:

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Click Print Report and send to the benefit processor attached to the tax invoice of uniform
which shall not cover to buy jeans or jackets. Employee with less than 12 months seniority shall
be prorated allowance based on the number of working months in a calendar year. This will be
paid via payroll and subject to the prevailing income tax law.
5 Q: How to make the prescription glasses expense?
A: As per Guidelines for Prescription Glasses in Section 12 in the HCM manual and
Section 11 in the HCR manual, the company shall reimburse one set of prescribed
optical glasses or contact lenses (not for aesthetic purpose) up to a maximum of
1,400,000VNĐ per calendar year for each employee. All Home Country Employees
(after completion of probation) is eligible for this benefit.

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Select Miscellaneous Benefits from Expense Type Helper:

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Fill in Transaction Date, Description, City, Amount in VND, Receipts and Comment box:

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Click Print Report and send to the benefit processor attached to the tax invoice of prescription
glasses and optical degree for verification. Employee with less than 12 months seniority shall
be prorated allowance based on the number of working months in a calendar year. This will be
paid via payroll and subject to the prevailing income tax law.
6. Q: How to make the vacation travel reimbursement?
A: As per Appendix A in the HCR/M manual, the company shall reimburse the vacation
travel reimbursement made by employee with proper supporting documents
(air/land/sea transportation tickets, taxis and room charge) through benefit expense.
The annual limitation of vacation travel reimbursement is based on employee’s marital
status:
Single/Divorce no child: 3,100,000VNĐ

Married, no child: 6,200,000VNĐ
Married, one child: 7,750,000VNĐ
Married, two child or more: 9,300,000VNĐ

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Divorced, one dependent child: 4,650,000VND
Divorced, two dependent children or more: 6,200,000VNĐ
It can be claimed up two times from 01 Mar of the current year to the 31 Mar of the following
year. Employee with less than 12 months seniority shall be prorated allowance based on the
number of working months in a calendar year. In case of dual career, only one vacation travel
reimbursement from wife or husband is accepted and reimbursed by company.

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Select Vacation Travel Reimbursement from Expense Type Helper:

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Fill in Sub Type, Transaction Date, Description, Vacation Start Date, Vacation End Date, Origin,
Destination, City, Amount in VND, Comment box:

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Click Save & Go to Expense List twice:
Click Print Report and send to the benefit processor attached to the tax invoice of vacation
travel for verification. This will be paid via payroll and subject to the prevailing income tax law.
HINT
In case being in doubt, please click the cursor on the arrow to see more description.

Page 34 of 34

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Website: https://eclaims.slb.

Vietnam eClaims_How to make the benefit expenses

VERSIONS DATE COMMENTS

Version 1.0 01 Feb 2013 First Version

Created by Tran Thi Anh Tuyet Email: Ttran16@slb.com

Vietnam eClaims_How to make the benefit expenses

FOR LOCAL STAFF

1. How to make Meal Allowances expense for local business trip?

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Log in to eClaims website by LDAP alias and password:

Vietnam eClaims_How to make the benefit expenses

To click on Create a New Expense Report:

Select Benefits-FEA as Report Policy:

Vietnam eClaims_How to make the benefit expenses

Type Report Name, then click OK:

Vietnam eClaims_How to make the benefit expenses

Select Per Diem Allowances from Expense Type Helper list:

Vietnam eClaims_How to make the benefit expenses

Fill up Transaction Date, Daily Allowance, Start Date, End Date

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Fill up Amount, No Receipts and Comment box:

Vietnam eClaims_How to make the benefit expenses

Then Click Save & Go to Expense List twice:

Vietnam eClaims_How to make the benefit expenses

Select Short Term Assignment from Expense Type Helper list:

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

As STA rate is USD currency, please select US Dollar in Currency box:

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Select No Receipts and fill in Comment box:

Vietnam eClaims_How to make the benefit expenses

Then Click Save & Go to Expense List twice.

3. Q: How to make the marriage/newborn/compassionate allowance expense?

Vietnam eClaims_How to make the benefit expenses

Fill in Report Name and click OK:

Vietnam eClaims_How to make the benefit expenses

Select Miscellaneous Benefits (Taxable) from Expense Type Helper:

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Then click Save & Go to Expense List twice:

4. Q: How to make the uniform expense for female officer?

Vietnam eClaims_How to make the benefit expenses

Fill in Report Name and click OK:

Vietnam eClaims_How to make the benefit expenses

Select Miscellaneous Benefits from Expense Type Helper:

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Then click Save & Go to Expense List twice:

5 Q: How to make the prescription glasses expense?

Vietnam eClaims_How to make the benefit expenses

Fill in Report Name and click OK:

Vietnam eClaims_How to make the benefit expenses

Select Miscellaneous Benefits from Expense Type Helper:

Vietnam eClaims_How to make the benefit expenses

Vietnam eClaims_How to make the benefit expenses

Then click Save & Go to Expense List twice:

6. Q: How to make the vacation travel reimbursement?

Single/Divorce no child: 3,100,000VNĐ