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      PAYMENT FORMS
      Payment Request
      Payment Request - Honorarium external resource
      Payment Request - Honorarium AIT
      Cash Purchase Summary (cash reimbursement > 5,000 baht)
      Petty Cash Voucher        (cash reimbursement 5,000 baht or less)
      Payment Request with Insufficient cash/ Cash deficit


      TRAVELLING FORMS
      RTA      (Request for Travel Authorization)
      RRTE (Request for Reimbursement of Travel Expenses)
      Statement of Expenses
      Year-to-Date Summary Travel
      Transportation Expenses Form

      PROMISSORY NOTE FORMS
      Promissory Note
      Promissory Note Settlement Form

      Fund 30
      Project Extension Form
PURPOSE
Payment to Outsiders
Payment to Outsiders
Payment to AIT faculty
Payment to AIT faculty & staff
Payment to AIT faculty & staff
Payment to Outsiders




Payment to AIT faculty & staff
Payment to AIT faculty & staff
Payment to AIT faculty & staff
Payment to AIT faculty & staff
Payment to AIT faculty & staff



Payment to AIT faculty & staff
Payment to AIT faculty & staff



Project extension from original plan
                                  PAYMENT REQUEST
                                  (EXTERNAL)                                                                     Date

                                                                                                                 Reference No.


Subject
Purpose of
Payment




                                                            PAYMENT DETAILS                                      Payment due date
BENEFICIARY (one Payment Request for one beneficiary)                                                            Explanation (in case of emergency)
Name                                                                               Tax ID

Address
                                                                               FALSE
                       INVOICE CURRENCY                      Currency          Baht           # Other currency                            ( specify currency)

 INV #            Account Name                                                 Details                                 Payment                 To be filled by
              F   T Sub      RC     Act   Obj   Don                                                                       0                    Finance only




                                  Net Payment                                                                                        -



                                           MODE OF PAYMENT                                                       Payment Currency
   A)     # Cheques                 or          B)     Bank Transfer      Domestic transfer                      Request Finance to pay in
                                                                        # Overseas transfer                           Baht
                                                                                                                      US$
   A          Cheque Payment - Cheque issue and crossed "ACCOUNT PAYEE ONLY"                                          Other
          #       Tick here if request for Cheque issue with no "Account Payee"                                                               (specify currency)

       Reason                                                                                                    Exchange Rate (to be filled by Finance)



   B          Bank Transfer. Please attach a copy of beneficiary bank book or beneficiary bank details.
                                  BANK TRANSFER DETAILS
Bank name                                                                  Pay to AC name
Bank Account #                                                             Bank fee to charge to A/C
Branch                                                                     Bank Address
Bank Code for transfer
( in case of oversea trsf)        (swift code/ IBAN code/ Source code/ ABA Code)


                                                                                   Contact person                Phone
Prepared by:                                                                       Name                          Email
School/ Unit

Endorsed by;                                                                        Verification                     Approve               Not Approve
School/ Unit                                                                        By                                            Date   ___________
Endorsed by;
                                                                                                                     Sufficient            Insufficent budget
School/ Unit                                                                        Budget verified by Finance
                                                                                    By                                            Date   ___________
Approved by:
School/ Unit                                                                        Approve for Payment by Finance
                                                                                    By                                            Date   ___________



Comment by Finance Department: Not able to process the payment and to return to Requestor due to
              Insufficient Budget                      Insufficient information                    Details
              Others                                   Incorrect information
              Return date
                               PAYMENT REQUEST
                               HONORARIUM (EXTERNAL RESOURCE)                                                                              Date

                                                                                                                                           Reference No.


Subject
Training Course




Period


                                                                  PAYMENT DETAILS
BENEFICIARY           (one Payment Request for one beneficiary)                                                                         Payment due date
                                                                                                                                       (in case of emergency)
Name                                                                                                                             Explanation
Address
Tax ID                                                   (compulsory data to report to the Revenue Dept)
                                                                                            FALSE
PAYMENT AMOUNT                                           Currency                           Baht           # Other currency                                     ( specify currency)

                                                                          Lecture       Honorarium                Total
 Ref              Charge to Account                         Date                                                              Transport Total Payment                  WH Tax
                                                                           hours          rate/ hr             Honorarium
             F   T Sub    RC     Act     Obj    Don                       HOURS              0                      0                               0              Fill by Finance only
                                                                                                                        -                                 -

                                                                                                                        -                                 -
                                                                                                                        -                                 -
                                                                                                                        -                                 -
                                                                                                                        -                                 -
                                                                                                                        -                                 -
             Net Payment                                                         -                   -                  -          -                      -


                                           MODE OF PAYMENT                                                                                 Exchange Rate (to be filled by Finance)

  A      # Cheques               or              B       Bank Transfer                  Domestic transfer
                                                                     FALSE              Overseas transfer

  A          Cheque Payment - Cheque issue and crossed "ACCOUNT PAYEE ONLY"
         #       Special request for Cheque issue with "no Account Payee"

Reason


  B          Bank Transfer
                               BANK TRANSFER DETAILS
Bank name                                                                               Bank Address
Bank Account #
Branch
Code for transfer
(in case of oversea trsf) (swift code/ IBAN code/ Source code/ ABA Code)


                                                                                              Contact person                               Phone
Prepared by:                                                                                  Name                                         Email
School/ Unit

Endorsed by;                                                                                   Verification                        Approve                       Not Approve
School/ Unit                                                                                   By                                                       Date   ___________
Endorsed by;
                                                                                                                                   Sufficient                    Insufficent budget
School/ Unit                                                                                   Budget verified by Finance
                                                                                               By                                                       Date   ___________
Approved by:
School/ Unit                                                                                   Approve for Payment by Finance
                                                                                               By                                                       Date    ___________


Comment by Finance Department: Not able to process the payment and to return to Requestor due to
                                               Details
             Insufficient information
             Incorrect information
             Insufficient Budget
             Others
             Return date
                            PAYMENT REQUEST
                            HONORARIUM (FACULTY)                                                                Date

                                                                                                                Reference No.

Subject
Course




Period

                                                               PAYMENT DETAILS
BENEFICIARY        (one Payment Request for one beneficiary)                                                                                  FALSE
Name                                                                                         ID

Address

PAYMENT AMOUNT

                                                                                                  Honorarium        Total
 Ref           Charge to Account                     Course #        Date   Lecture Hours
                                                                                                   Rate/ hr      Honorarium                 To be filled by
          F   T Sub    RC     Act    Obj    Don                                  Hours               BAHT               BAHT                Finance only
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
                                                                                                                                 -
          Net Payment                                                                    -                  -                    -


                                                                                 Contact person                 Phone
Prepared by:                                                                     Name                           Email
School/ Unit

Endorsed by;                                                                     Verification                       Approve              Not Approve

School/ Unit                                                                     By                                            Date     ___________
Endorsed by;
                                                                                                                    Approve              Not approve
School/ Unit                                                                     Verified of 1/3 limit
                                                                                 By                                            Date     ___________
Approved by:
School/ Unit                                                                     Budget verified by Finance         Sufficient           Insufficent budget

                                                                                   By                                            Date   ___________

                                                                                 Approve for Payment by Finance
                                                                                 By                                            Date     ___________



Comment by Finance Department: Not able to process the payment and to return to Requestor due to
                                           Details
          Insufficient information
          Incorrect information
          Insufficient Budget
          Others
          Return date
                            PAYMENT REQUEST
                            CASH PURCHASE SUMMARY                                                           Date

                                                                                                            Reference No.
Reimbursement




                                                        PAYMENT DETAILS
BENEFICIARY (one Payment Request for one beneficiary)
Name                                                                                                   ID                               by Finance

Address                                                                                                      Exchange rate
                                                                       FALSE
PAYMENT AMOUNT                                          Currency       Baht        ## Other currency                             ( specify currency)

 Doc #         Charge to Account                                   Description                                 PAYMENT                To be filled by
           F   T Sub   RC    Act   Obj    Don                                                                     0                   Finance only




          Net Payment                                                                                                       -




                                                                        Contact person                      Phone
Prepared by:                                                            Name                                Email
School/ Unit

Endorsed by;                                                             Verification                          Approve           Not Approve
School/ Unit                                                             By                                              Date   ___________
Endorsed by;
School/ Unit                                                             Budget verified by Finance            Sufficient        Insufficent budget

                                                                         By                                              Date   ___________
Approved by:
School/ Unit                                                             Approve for Payment by Finance
                                                                         By                                              Date   ___________




Comment by Finance Department: Not able to process the payment and to return to Requestor due to
                                         Details
          Insufficient information
          Incorrect information
          Insufficient Budget
          Others
          Return date
                           PAYMENT REQUEST
                           PETTY CASH VOUCHER                                                      Date

                                                                                   For Internal Use only


PAY TO
Name                                                                                 ID

Dept

 Doc #        Charge to Account                          Description                                         Baht
          F   T Sub   RC   Act    Obj   Don




                                                                                             TOTAL                  -

Requested by                                              Received by _________________________

Approved by                                               Paid by      _________________________

NB: Claims must be supported by Bills and/ or Receipts    Budget availability




                           PAYMENT REQUEST
                           PETTY CASH VOUCHER                                                      Date    0-Jan-00

                                              COPY                                 For Internal Use only


PAY TO
Name                                                                                 ID

Dept

 Doc #        Charge to Account                          Description                                         Baht
          F   T Sub   RC   Act    Obj   Don




                                                                                             TOTAL                  -

Requested by                                              Received by _________________________

Approved by                                               Paid by      _________________________

NB: Claims must be supported by Bills and/ or Receipts    Budget availability
                    Payment request with insufficient cash/ cash deficit

Date                       13-Sep-11
To
From
Details
Project Account
Project name
PI name

As enclosed, Payment request has been rejected by Finance due to cash is insufficient/ in deficit.
According to Finance office, the payment can be processed only by Dean/Director 's approval and accept to
transfer the cash deficit to School/Cost center 's General Reserve if there is any cash deficit at the end of
project.

Status as of
Payment request                  Baht
Budget available                 Baht
Cash status                      Baht                      (fill in cash deficit todate)

Reason of cash income delay received which cause cash deficit




Status
Invoice already submitted to Sponsor
Dated
Invoice #                            (attached)

Statement has already been submitted to
Dated

Requested by
                                        PI
                    (                                  )


Approved by
                              Dean / Director
                    (                                     )
                    For Finance to process the Payment. School/Cost center will absorb the loss should
                    there is any deficit at the end of the project


Original signed copy send to Finance office for process of payment
                              REQUEST FOR TRAVEL AUTHORIZATION
                                                                                                                     RTA Number

                                                                                                                     Date

IMPORTANT: Please submit for approval one original copy of this form at least two weeks before the date of departure. Attach to this RTA a
detailed itinerary, airfare quotations and Memorandum with Dean’s / Unit Head's endorsement authorizing travel. Please ensure that on your trip you
must obtain invoices, bills and receipts to substantiate request for reimbursement of travel expenditures.


                                                      DETAILS
Name of Traveller (s)                                 ID number             Email                Purpose of Travel




Official Travel Destination(s)                                                                                                   Travel Dates
                                                                                                                               From                        To




PREPAID COST                                                                                                                   US$                      Baht
1 Air Fare                    Airline name
                              Routing
                              Travel Agency
ADVANCE
1 Transportation
  1.1 Airport Transfer                Max US$ 50
  1.2 Local Transportation
2 Subsistence
                         Official Arrival date                      Official Departure date
                     Arrival hr at destination                      Depart.hr from destination

 2.1 Per Diem                 Rate / day                               Number of hours                                               $0.00
 2.2 Hotel                    Rate / day                              Number of nights                                               $0.00
3 Miscellaneous
  3.1 Registration Fee
  3.2 Visa Fee
  3.3 Others (Telephone, fax, cable, email) MAX US$ 50
  3.4 Airport Tax

Total Estimated Cost                                                                                                                 $0.00                      ฿0.00
Less Prepaid Cost                                                                                                                    $0.00                      ฿0.00
Balance for ADVANCE                                                                                                                  $0.00                      ฿0.00

             Account(s) to be charged                             Account Name
             F   T Sub   RC     Act     Obj   Don




                                                    Insurance
                                                                                                                                     $0.00                      ฿0.00


                              Contact person                Name                           Phone                                     Email

Requested by:                                                               Reviewed by Travel office
School / Unit                                                               By
Email

Endorsed by:                                                                Reviewed by SCPO                         Approve                 Not Approve

School / Unit                                                               (Fund 30)
                                                                            By                                                       Date   ___________
Endorsed by:
School / Unit                                                               Budget verified by Finance                  Sufficient           Insufficent budget
                                                                            By                                                       Date   ___________
Approved by:
School / Unit                                                               Approved for Payment by Finance
                                                                            By                                                       Date   ___________



Note: 1. No traveller may receive advance for travel expenses if earlier advance has not been settled.
      2.Traveller should complete RRTE form within 30 days of completion of trip.
      3.Traveller authorize AIT todeduct from salary the advance if RRTE not submitted within one month.
                              REQUEST FOR REIMBURSEMENT OF
                              TRAVEL EXPENSES                                                                Refer to RTA NO

                                                                                                             Date

IMPORTANT: Please submit for approval one original of this form within one month of the date of return. Attach to this RTA a Statement of
Expenses, a detailed itinerary, airfare quotations and Memorandum with Dean's / Unit Head's endorsement authorizaing travel. Please ensure
that on your trip ou must obtain invoices, bills and receipts to substantiate request for reimbursement of travel expenditures.



                                                  DETAILS
Name of Traveller(s)                              ID number             Email          Travel Destination(s)




Travel Dates      From                                        Official Travel Dates    T        From
                  To                                                                            To


                                                                          ADVANCE per RTA                             Actual Expenses

PREPAID COST                                                             US$                Baht                    US$                        Baht
1 Air Fare
ADVANCE                                                                                                      (Details per attached Statement of
                                                                                                              Expenses)
1 Transportation
  1.1 Airport Transfer Max US$ 50                                                                                                    =                ฿0.00
  1.2 Local Transportation                                                                                                           =                ฿0.00
2 Subsistence
  2.1 Per Diem                                                                                                                       =                ฿0.00
  2.2 Hotel                                                                                                                          =                ฿0.00
3 Miscellaneous
  3.1 Registration Fee                                                                                                               =                ฿0.00
  3.2 Visa Fee                                                                                                                       =                ฿0.00
  3.3 Others (Tel, fax, cable, email)                                                                                                =                ฿0.00
  3.4 Airport Tax                                                                                                                    =                ฿0.00

Total ADVANCE / EXPENSES                                                       $0.00             ฿0.00                       $0.00                    ฿0.00

Less Prepaid Cost                                                                                                                                     ฿0.00
Less Advance                                Exchange rate 1US$: Baht at Advance date                                                                  ฿0.00
                                                                                                                (Advance)
Net Amount to refund / reimburse through monthly payroll in Baht                                                                                      ฿0.00

             Account(s) to be charged                           Account Name
             F   T Sub   RC   Act   Obj   Don                                                                                                  Baht




                                                                                              must equal to total Expenses                            ฿0.00

                  Contact person          Name                     Phone                             Email

Requested by:                                                            Reviewed by Travel Office
School / Unit
                                                                         By                                              Date    ___________
Endorsed by:
School / Unit
Endorsed by:
School / Unit                                                             Budget verified by Finance            Sufficient           Insufficent budget
                                                                          By                                             Date    ___________
Approved by:
School / Unit                                                             Approved for Payment by Finance
                                                                          By                                             Date    ___________



Note: 1. Traveller should complete RRTE form within 30 days of completion of trip.
      2. Traveller authorize AIT to deduct from salary the advance if RRTE not submitted within one month.
                          STATEMENT OF EXPENSES
                          (attached to RRTE)                                                                Ref to RTA NO

                                                                                                            Date

TYPE OF EXPENSES                       Date           Destination                Local currency (specify currency)
                                                                                                                                 US$
1) TRANSPORTATION




Total                                                                                 -                -                 -
Exchange rate (transaction date) local currency to 1 US$
TOTAL IN US$                                                                                                                           $0.00

2) SUBSISTENCE - PER DIEM
Official Dates
                                                                                                                                 US$
             Official Arrival date                               Official Departure date
        Arrival hr at destination                                Depart.hr from destination
                 Rate / day                                              Number of hours                                              $0.00
                                                                                              (Full perdiem before deduction of free meals)

Details PER DIEM by day

                                                                                              Deduct
                                       Date          Full Per diem          Breakfast         Lunch             Dinner       Net Per diem
                                                                              15%              35%               35%
                                                           US$                US$              US$               US$            US$
                                                            1                  2                3                 4           5=1- 2-3-4
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
                                                                                                                                      $0.00
Total                                                            $0.00               $0.00          $0.00            $0.00            $0.00


TYPE OF EXPENSES                       Date           Destination                Local currency (specify currency)
                                                                                                                                 US$
3) SUBSISTENCE - HOTEL




Total                                                                                 -                -                 -
Exchange rate (transaction date) local currency to 1 US$
TOTAL IN US$                                                                                                                           $0.00
                       STATEMENT OF EXPENSES (continue)
TYPE OF EXPENSES                       Date           Destination   Local currency (specify currency)
                                                                                                            US$
4) MISCELLEANOUS




Total                                                                   -               -               -
Exchange rate (transaction date) local currency to 1 US$
TOTAL IN US$                                                                                                      $0.00
                    Year-to-Date Travel Summary



Name of Traveller                                                 Year

                                                     Period of Travel            Account charged to
 No      RTA no       Trip to             Purpose   From            To   F   T   Sub   RC   Act   Obj   Don
                   PROMISSORY NOTE
                                                                                                           Number

                                                                                                                 Date



      I,                                                     ID number                          promise to pay the sum of

    US$                          (                                                                                         )
and Baht                         (                                                                                         )

      to Asian Institute of Technology on or before                                         at the General Cashier's Office.

      The purpose of this advance is for ( please specify details )




           Charge to Account
                   Fund     Type       Sub   RC    Act     Obj        Don




      Remarks




      In case I do not settle this advance by the date shown above, I hereby authorize AIT to adjust this amount
      against payments due to me from AIT including salary, without further recourse to me.
      Exchange Rate
      (to be filled by Finance Dept)


                                                             Contact person                            Phone
Signature of                                                 Name                                      Email
Recipient:

                                                                                                   Approve               Not Approve
Endorsed by:                                                     Verification
                                                              By                                                  Date    ___________

Authorized by:                                                Verification of Outstanding PN / RTA

                                                                                Approve (no outstanding)                 Not Approve

Approved by:                                                  By                                                  Date    ___________

                                                             Details of outstanding PN / RTA



Comment by Finance Department:

                                                              Budget verified by Finance            Sufficient           Insufficient

                                                              By
                                                                                                                  Date    ___________

                                                              Approve for Payment by Finance

                                                              By                                                  Date    ___________
                             PROMISSORY NOTE SETTLEMENT FORM
                                                                                                                                 Date


PN #                                                PN dated

Name                                                                                                                                 ID

Details




                                                                                     Exhange Rate 1US$ =
                                                                           Refer to the rate given in PN

                                                                                             US$ Settlement                                Baht Settlement
                                                                                            US$                    Baht                              Baht
          Advance                                                                                      =                         -
          Actual Expenses                                                                              =                         -
          Refund to AIT/ (Reimbursement to employee)                                              0.00 =                     0.00                           0.00


                                                               Detail of expenses
                                                                                                            US$ Settlement                    Baht Settlement
 Doc #          Charge to Account                                 Description                                    US$                               Baht
            F   T Sub   RC   Act    Obj    Don




           Total EXPENSES                                                                                                    $0.00                          ฿0.00


                                                                      Contact person                       Phone
Prepared by:                                                          Name                                 Email
School/ Unit

Endorsed by;                                                          Verification                            Approve                 Not Approve
School/ Unit                                                          By                                                  Date       ___________
Endorsed by;
                                                                                                             Sufficient               Insufficient
School/ Unit                                                          Budget verified by Finance
                                                                      By                                                  Date       ___________
Approved by:
School/ Unit                                                          Approve for Settlement by Finance
                                                                      By                                                  Date       ___________


Comment by Finance Department:
                                          Details
           Insufficient information
           Incorrect information
           Insufficient Budget
           Others
           Return date
               Request form for Project Extension under Fund 30


Date :                    ########

To :                      Vice President - Research
Through :                 Dean/ Director
From :

Project name
RC Activity
Program/ School

I would like to request for your approval for an extension of the completion date of
the project from the planned date as follows

Original Plan date
1st extension date
2nd extension date

The project has to be extended due to

              under the process of final report completion
              the project research activity has been delay
              the donor/ client has to extend the project activity
              delay of income transfer from donor/client
              Other reason:-




The copy of renewed memorandum/ contract/email correspondence on this extension
is enclosed herewith for your reference




                      approved by VPR



                  Finance for update in ERP
nder Fund 30
                         Transportation Expense for Private Car and Public Transportation



                                                                                                         Date:______________________

Name:_________________________ Position______________________                     Department_______________________________

Reimbursement of                         Bus Fare                                     Shuttle Bus Fare   Private Vehicle @ Baht 6.-/kilometer

                                         Taxi Fare


                                                                               Place of
       Date           Time                     Purpose           Embarkation      Disembarkation            Amount               Remarks




                                                                 TOTAL Baht


N.B.           To avoid andy delay, please complete the form FULLY




Submitted by:______________________________                      Authorized by:____________________________

								
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