What is the expenses and reimbursement process in Peru?

This guide outlines the process for submitting and receiving reimbursement for business-related expenses in Peru. Please ensure you follow each step carefully to ensure timely and accurate reimbursement.

1. Guide for Purchasing and Payment

Before making any purchases or payments, ensure the expense:

• Is for a valid business reason.
• Has been authorized by your company's Line Manager.

Common reimbursable expenses include:

• Transportation
• Accommodation
• Fuel
• Meals
• Phone bills
  

2. Documentation Requirements

To process your reimbursement, you must provide detailed documentation to verify the accuracy of your expenses. The following information must be included on all invoices:

• Company Name: SERVIAP PERU S.A.C.
• RUC (Tax ID): 20605285288
• Company Address: CAL. GRIMALDO DEL SOLAR NRO. 162 INT. 407 URB. LEURO – MIRAFLORES - LIMA - LIMA
• Location: Where the purchase or service occurred
• Date: When the purchase or service took place
• Amount: Total cost in the national currency (Peruvian Soles)
• Description: Detailed description of the goods or services purchased

3. Documentation Submission

• Gather electronic or scanned copies of all receipts.
• Ensure the image of each receipt is clear and complete.

4. Expense Report Submission

• Complete the Expense Report form provided by Serviap.
• If applicable, include the exchange rate used for the expense.

5. Submission Deadline

Submit your expense report and all supporting documents by the 5th day of the following month (calendar days, not business days).

To submit:

• Attach all documents and include your line manager's approval email.
• Email them to: reimbursement@serviapgroup.com
• Use the following subject line format: Peru // Reimbursement // [Employee's Name]

6. Reimbursement Process

Once your email is received:

• The reimbursement team will review all documents.
• If everything meets the requirements, the reimbursement will be processed on the last day of the month and transferred to the bank account you provided for payroll.

Notes and Observations

• Invoice Requirements: If invoices do not meet the stated requirements, the reimbursement will be processed through payroll, which may incur additional costs for the client.
• Non-Deductible Expenses: Expenses supported by tickets or invoices with incorrect fiscal data are non-deductible.
• Gross-Up Charges: For non-deductible expenses, a 30% gross-up charge should be applied.

By adhering to these guidelines, you can ensure a smooth and efficient reimbursement process. If you have any questions or need further assistance, please contact the reimbursement team at the provided email address.