How are Expenses and Per Diems processed in Thailand?

Company Information for Receipts:

When submitting expenses for reimbursement, it is essential that all receipts include the following company information:

Company Name: HORIZONS GLOBAL TECHNOLOGY (THAILAND) LTD. / บริษัท ฮอไรซันส์ โกลบอล เทคโนโลยี (ประเทศไทย) จำกัด
Tax ID: 0105566138496
Address:
98 Sathorn Square Office Tower, 37th Floor, Room No. 3760, North Sathorn Road,
Silom Subdistrict, Bang Rak District,
Bangkok 10500 /
98 อาคารสาทรสแควร์ ออฟฟิศ ทาวเวอร์ ชั้นที่ 37 ห้องเลขที่ 3760 ถนนสาทรเหนือ แขวงสีลม เขตบางรัก กรุงเทพมหานคร 10500

If a formal tax invoice/receipt is provided, ensure that all details comply with the attached regulations. If another name is used on the invoice, those expenses cannot be claimed for corporate income tax purposes and will be taxed as part of the employee’s personal income.

Expense Claims:

Submission Process:
- All expenses must be submitted through the Horizons platform following the instructions provided in the Horizons Help Center.
- Original receipts and tax invoices must be sent to the Roedl & Partner’s accounting team at the following address:
  Recipient: Khun Peerapon Chatpai
  Address: Roedl & Partner Ltd., 1 Empire Tower, 25th Floor, Room 2505, South Sathorn Road, Yannawa, Sathorn, Bangkok 10120
  Tel: +66 2 0794 711-9 Ext.974
- It is mandatory to keep the original invoices physically stored for at least 5 years.
Receipts:
All receipts must be clear, complete, and accurate, including the supplier's name and address, date of the transaction, a description of the goods or services, and the total amount paid.
No Receipt Available:
If a receipt cannot be obtained, complete and submit the "Certificate Instead of Receipt" form. Be aware that expenses without proper supporting documents will be added back for corporate income tax purposes.

Per Diems and Business Travel Rates:

Per Diem Allowances:
- For domestic business travel within Thailand, per diem allowances are tax-free up to:
  - THB 240 per day for entry-level employees
  - THB 270 per day for senior-level employees
- For international business travel, per diem allowances are tax-free up to:
  - THB 2,100 per day for entry-level employees
  - THB 3,100 per day for senior-level employees
Per diems above these amounts are considered taxable income, and the excess is subject to personal income tax with withholding tax calculated and deducted accordingly.
Claiming Per Diems:
- Per diem expenses must be clearly marked as such in the expense report submitted on the platform.
- Since per diem allowances are regulated by the Thai Revenue Department, they do not need to be included in the employee’s contract, and no additional documents are required for claiming them.
Fixed Allowances vs. Reimbursements:
- Fixed allowances (e.g., a mobile phone allowance of 1,000 THB per month) are considered part of the salary and are subject to personal income tax.
- Reimbursements for exact amounts based on submitted invoices are not taxed, as they are considered expense reimbursements rather than salary.
Entertainment Expenses:
- Actual amounts spent on entertainment can be reimbursed tax-free, provided receipts are submitted. However, the deductible limit for entertainment expenses is 0.3% of total gross revenue or paid-up capital, whichever is greater.

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How are Expenses and Per Diems processed in Thailand?