The advance payment request is an important document related to accounting in the financial and accounting reports of the enterprise. In the article below, 1C Vietnam will introduce in detail the popular and commonly used advance payment request forms .

1. Introduction to the current advance request

The advance request is the advance recipient's declaration of the amounts received and used. This is the basis for payment and accounting records after receiving the advance request and being approved by the competent person.

Users of the advance payment request form are employees who are working at an enterprise, agency or organization, are assigned a task and are given an advance payment to spend on that job. . The recipient of the advance can be an individual or a group. The purpose of the advance request is to serve as a basis for reviewing, preparing payment vouchers and disbursing funds for advance payments.

Advance request is a document used to pay advance payments to employees in cases of business trips and purchases of goods and supplies. Specifically:

• In case of a business trip, the employee needs to prepare documents including: decision to send on a business trip, estimate of business expenses, business schedule, air ticket price quote (subjects to be paid for air tickets). flight), request an advance payment. The Finance - Accounting Department prepares a payment slip for the person requesting payment after approval. The treasurer must pay and the person receiving the money must sign and state their full name.
• In case of purchasing goods and supplies, the buyer needs to prepare documents including: request to purchase goods and supplies, price quote or contract. The person requesting payment will receive a payment slip from the Finance - Accounting department after approval. The treasurer disburses money to the recipient and the person who advances the money must sign and write their full name on the payment slip.

Regarding responsibility requirements, the advance recipient must manage and use the advance in accordance with regulations, specifically as follows:

• The advance payment may only be used for approved or designated purposes.
• The advance recipient may only use the advance amount for approved purposes.
• When completing the work, the advance recipient must prepare an advance payment table with original documents.
• If the advance is not used up or is not used, it must be returned to the fund or used to deduct from the monthly salary.

2. Important information content in the payment request

The advance request is an important document, used to request an advance payment to perform a certain job. To write an advance request, the advance applicant should note the following information:

• Basic information of departments, divisions, and people approving advances.
• Information of person requesting advance payment: Full name, department, division and advance request amount (written in numbers and words).
• Purpose of use: Clearly state the purpose of use of the advance such as: Business travel expenses, purchasing stationery, entertaining guests...
• Payment term: Clearly state the date and month of refunding the advance amount.

3. Note when requesting advance payment

An advance is an amount of money that a business allows employees to use before paying suppliers or spending on business activities. However, advances can also be taken advantage of by some individuals for personal gain, causing loss of business funds. Therefore, businesses need to note the following things to effectively manage advance payments:

• Strict regulations on granting advances: The recipient of the advance must be approved by the department head, chief accountant and board of directors. Enterprises need to have clear regulations on the amount of advance, purpose of advance, and time limit for advance payment.
• Strictly control the use of advances: Enterprises need to have strict regulations on the use of advances, ensuring that advances are used for the right purpose and on time. In addition, the company also needs to have regulations on penalties for cases of improper use of advances.
• Complete the advance management system: Enterprises need to use a professional advance management system to strictly control the issuance, use and payment of advances. That system needs to ensure features such as managing advance records, tracking advance usage, and preparing statistical reports.
• Strictly handle violations: When detecting a case of receiving advances for profit, businesses need to strictly handle them according to the provisions of law. Forms of handling may include warnings, discipline, dismissal, compensation for damages, and criminal prosecution.
• Strengthen propaganda and education: Enterprises need to strengthen propaganda and education for officials and employees on the awareness of compliance with regulations on advance management. Besides, organizations need to build a healthy company culture, promoting the sense of responsibility of officers and employees.

4. Procedures for advance payment

The advance payment process is carried out according to the following steps:

• Step 1. Make an advance request: The advance recipient makes an advance request according to form No. 04-TT prescribed by Circular 133/2016/TT-BTC. The request must clearly state the purpose, advance amount, advance period and documents proving expenditure.
• Step 2. Sign and approve the advance request: The advance request is signed and approved by the department head or department head. After that, the recipient of the advance submits the request to the accounting department for inspection.
• Step 3. Submit to the board of directors: The advance payment request will be submitted to the board of directors after being signed and approved by the accounting department. The Board of Directors will approve or disapprove the proposal.
• Step 4. Prepare a payment voucher: If the request is approved by the board of directors, the accounting department will prepare a payment voucher to disburse the advance payment. Payment slips must be signed by the chief accountant and treasurer.
• Step 5. Disbursement of advance money: The treasurer will pay the advance money to the advance recipient. The recipient of the advance must sign for the money and the treasurer must stamp "paid".
• Step 6. Storing documents: The accounting department will store payment slips and advance requests to monitor when making advance payments.
• Step 7. Prepare an advance payment: After using the advance, the recipient of the advance will prepare an advance payment and prepare documents proving expenditure to submit to the department head for approval.
• Step 8. Check advance payment documents: The accountant will check the authenticity of expenses, supporting documents and advance balance. If it is not accurate, the accountant will return it to the recipient of the advance for adjustment.
• Step 9. Approve the advance payment: Once the documents have been verified for accuracy, the chief accountant will check and sign, then forward to the board of directors for approval.
• Step 10. Prepare receipts and payment slips: The accountant will prepare receipts and payment slips to finalize the payment for the advance recipient. Receipt and payment slips must be signed by the chief accountant and treasurer.
• Step 11. Final settlement of the advance: Depending on the excess or insufficient amount, the treasurer will prepare the advance recipient to pay the remaining amount or receive the remaining amount. The treasurer needs to sign and stamp "paid" for payment slips and receipts and then return them to the accounting department for checking before saving.

5. Summary of the latest advance payment request form 2023

The advance payment request form is one of the important documents for businesses and organizations, used to request advance payments for expenses incurred during operations. Below is a summary of the 4 latest advance payment request forms in 2023, including:

5.1. Form of application for advance payment according to Circular 200

The form of advance payment paper according to Circular 200 is issued together with Circular 200/2014/TT-BTC dated December 22, 2014 of the Ministry of Finance. The above advance payment form is used for businesses, economic organizations, administrative and non-business organizations and other organizations and individuals with economic and financial activities.

Immediately download the advance payment request form according to Circular 200 here .

5.2. Form of application for advance payment according to Circular 133

The advance payment request form according to Circular 133 is the paper form used as a basis for approving the advance, carrying out procedures for preparing payment vouchers and disbursing funds for the advance. This advance payment form is issued together with Circular No. 133/2016/TT-BTC dated August 26, 2016 of the Ministry of Finance guiding the accounting of small and medium enterprises.

Download the advance payment request form for free according to Circular 133 here .

5.3. Form of advance payment form for construction works

The construction advance payment form is a document used in construction projects to request an advance payment for costs incurred during the construction process. This form is usually prepared by the contractor and sent to the investor to request advance payment.

Immediately refer to the project advance payment form here.

5.4. Sample letter requesting salary advance

The salary advance request form is a document form used in businesses to request salary advances for employees before receiving official salaries. This advance payment form is usually created by employees and sent to the accounting department to request expenses.

Download quickly and free salary advance request form here .

To summarize, the advance payment request form is one of the important documents in corporate financial management. This form is used as a basis for approving advances, completing procedures for making payment vouchers and disbursing funds. Don't forget to follow other articles on 1C Vietnam's website to update useful content about business management.