The Expense Reimbursement Invoice is a crucial document in Austrian business operations, used when employees or contractors need to reclaim business-related expenses from their employer or client. This document type must comply with Austrian tax legislation, particularly the Umsatzsteuergesetz (VAT Act) and Unternehmensgesetzbuch (Commercial Code). It should be used whenever an individual has incurred approved business expenses and requires reimbursement, typically including items such as travel costs, supplies, or professional services. The document must contain specific elements required by Austrian law, including proper VAT treatment, detailed expense itemization, and appropriate supporting documentation, making it suitable for both internal accounting and external audit purposes.
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Key Requirements PROMPT example:
Expense Reimbursement Invoice
"I need an Expense Reimbursement Invoice template for our Vienna-based tech consultancy that handles both domestic and international travel expenses, with specific sections for VAT calculation across different EU countries and a clear approval workflow for expenses over 鈧1,000."
1. Invoice Header: Contains invoice number, date, and VAT registration numbers
2. Party Information: Full legal names and addresses of both parties, including tax registration numbers
3. Expense Summary: Total amount being claimed for reimbursement, broken down by expense categories
4. Expense Details: Itemized list of expenses with dates, descriptions, and amounts
5. VAT Information: VAT rates applied and amounts, or reference to VAT exemption if applicable
6. Payment Instructions: Bank account details and payment terms
7. Declaration: Statement confirming expenses are business-related and actually incurred
1. Currency Conversion: Include when expenses were incurred in foreign currencies, showing conversion rates and dates
2. Project Reference: Include when expenses relate to specific project or cost center
3. Travel Details: Include for travel-related expenses, showing journey details and purpose
4. Approval Section: Include when internal approval signatures are required before processing
5. Mileage Log: Include when claiming vehicle mileage reimbursement
1. Receipt Attachments: Copies or scans of all relevant receipts and invoices
2. Expense Policy Reference: Reference to applicable company expense policy sections
3. Mileage Calculator: For vehicle expenses, showing distance calculations and rates
4. Per Diem Calculator: For daily allowance calculations based on Austrian regulations
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Accounting
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Administration
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Finance Manager
Accountant
Business Analyst
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Project Manager
Consultant
Department Head
Executive Assistant
Human Resources Manager
Compliance Officer
Tax Specialist
Accounts Payable Specialist
Financial Controller
Expense Coordinator
Administrative Officer
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