‘As Is’

1
Admin Expenses-Process Over View

Start

Admin Expense -Taxi Hire (Page 1)

Performed by : Various
. Verification of accuracy of Taxi Expense

Admin Expense -Air Travel (Page 2)

Process Over View

Performed by : Various
. Verification of accuracy of Air Travel Expense
. Approval of Air Travel Expense SUN

Admin Expense -Rental (Page 3)

Performed by : Finance and Financial Controller
. Verification of accuracy of Rental Expense
. Payment to vendor

END

0
India Corporate Office Admin Expense 2020
Taxi Hire

Sends email request

Takes Cab and The Finance team has a
in a specified
signs on the contract with few cab
Start template to cab
Team Member

challan at the time vendors and have shared the

vendor
of drop off details of each vendor with
AE.1.1 the team members for
AE.1.1
availing the cab facility.

Is service
No availed from Hilton
Contractor?

Yes

Receives vendor Receives monthly

invoice with copy bill report with
of email request email request,
challan, HOD challan and
approved expense invoice from
claim Contractor Email
Email
AE.1.2 confirmation
AE.1.2 confirmation
Takes email EAE 1
confirmation over
monthly contractor
bill reports from
user HOD
Amount of invoice
Finance

Is it for Employee
is deducted from
business NO Benefits
team member’s
purpose? Process
Is there any Confirms with payroll
gap noted in Yes team member/
inovice? Vendor

No

Yes
Is case of Vendor
expense Yes Payment
Claim? Process

No

1
India Corporate Office Admin Expense 2020
Air Travel
Team Member

Fills Travel Authorization

Blocks appropriate option Form (TAF) / e-Mail ticket Books tickets from Amex Post travel, sends expense claim form along
Checks for travel options Sends the documents to
Start with Amex details and sends for card with travel tickets, and lodging proofs (TAF) A
by emailing Amex Finance Team
approval to HoD for approval

AE.2.3
AE.2.3 AE.2.4 AE.2.4
Approving Supervisor

The manager/ HOD approves the TAF or e-

Mails basis of details of the cost of travel.
(HOD)

Travel Authorization Form (TAF) or e-Mails

Receives TAF/e-Mails and approves the travel expense contains details of the air travel as well as
boarding & lodging and total cost for the
same and also ensures that the discounts/
incentives provided by airlines is availed
AE.2.1 AE.2.2 while authorizing the TAF or e-Mails.
AE.2.1 AE.2.2

The supporting documents must be provided to

Finance Accountant generates the finance team by 15th of every month .As per
Finance Team

Financial Team receives Informs team Voucher and signs it and then the Travel and Expenses global policy Any delay
Is supporting member and over 90 days must be approved by CFO and
A travel documentation and No it is forwarded to finance
provided? requests for over 6 months, the expenses are not reimbursed.
verifies the details manager
proofs

SUN
Finance manager reviews
and signs the Voucher and
Expense Details
send it to FC for final
Yes are booked in
Approval
SUN

AE.2.7 AE.2.7
Finance Controller

Disbursements/
Finance Controller Reviews
Settlement with
and Approves the Voucher End
employee
for final Settlement

Financial Controller verifies and

approves the travelling details , which
is consistent with the Hilton Worldwide
Global policy.
India Corporate Office Admin Expense 2016
Rent

The finance team has

contract with the vendor
Vendor

Sends the Monthly and rent is fixed as per

Start rental invoice to contract. Finance Team
Finance Team has not faced any query
till date due to above
contract.
Finance Team

Receives the Finance team

Invoice and raise the query to Vendor Payments
verifies the vendor

Yes VP.1.1
VP.1.1
No
Manager

Office Manager
Office

reviews and Is
approve the It approved ?
invoices

3
Process Flow Legends

Start/End Terminal Key Control

Non Key Control

Process Step/Key
control

Risk cross -Reference

Process Step/ Non

Key control

On/Off-Page
Connector
LEGENDS

Reference to other
process Database/System

On-Page Documents
Connector (Excel , E-mails etc)

Electronic Audit Evidence

EAE (EAE)

Direction of Flow

KAC Key Application Control

Yes Yes/No Decision

Financial Design Gap

No

Data File (Data

Feed/File from Operational Design Gap
system)