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Risk Assessment & Safety Management System

Checklist for Supporting Documents for Flu Vaccination Cost Support | Organized by Actual Cost Reimbursement, Partner Hospitals, and On-site Vaccination
2026.10.06 11:27
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Risk Assessment and Safety System

Checklist for Supporting Documents for Flu Vaccination Cost Support | Organized by Actual Cost Reimbursement, Partner Hospitals, and On-site Vaccination

When companies subsidize flu vaccination costs, the most common question is, "What vaccinations are eligible for?" Receiving too little documentation results in insufficient grounds for settlement, while receiving too much leads to an accumulation of employee health-related information within the company. Sufficient basis for payment, minimum health information We have organized the criteria for retention by operation method.

short answer
The settlement of actual expenses is Application form + receipt showing vaccination date, medical institution name, and payment amount This is sufficient. The affiliated hospitals are Agreements, invoices, tax invoices, and personnel-based reconciliation data , mobile vaccination is here Written confirmation of on-site vaccination by the medical institution, confirmation of liability insurance, on-site operation and emergency response plan Add. Copies of the preliminary screening form, medical certificates, and information on allergies and underlying diseases are not required for cost support, so they are not accepted.

📎 Attachments to this post

Attachment · Flu Vaccination Cost Support Document Checklist.xlsx
If you select an operation method (reimbursement/partner hospital/on-site vaccination/mixed), only the corresponding supporting documentation items are activated. Proof Checklist , payment amount is automatically calculated based on vaccination date, limit, and verification values Indemnity Reimbursement Application Management Register , showing the status of application, supplement, and payment Summary Sheet It consists of.

📌 Proof is selected based on two criteria.

In most workplaces, support for flu vaccination costs is provided as a form of employee benefit. Therefore, rather than having a prescribed "statutory form" for documentation, Can you explain the basis for the money the company paid? and Whether to receive more health-related information than necessary during that process It is realistic to judge in two ways.

standard Confirmation question example
Basis for payment Can't you explain the payment and settlement without this data? Vaccination date and amount on the receipt, invoice from the partner hospital, tax invoice
Minimize information Can you make a payment even without this information? Pre-vaccination questionnaire, medical certificate, allergies/underlying conditions, reason for non-vaccination → Not accepted

Flu vaccination status or medical treatment items on receipts can be considered health-related information, and Article 23 of the Personal Information Protection Act designates health-related information as sensitive information, restricting its processing. When creating application forms and notices, please confirm the collected items and retention periods with the company's personal information manager.

🗂️ Supporting Document Checklist by Operation Method

A. General | Things to prepare in advance, regardless of the method

Proof/Verification Items Verification points Privacy Policy
Internal support standards approval document Eligibility (Regular, Contract, Dispatched, Family), Recognized Vaccination Date Period, Application Deadline, Limit per Person, Exception Criteria Minimize collected items during the approval stage
Staff Notice Information on application methods, periods, and contact details, as well as eligibility for the national free vaccination program (pregnant women, individuals aged 65 and older, and children aged 14 and younger). Do not include wording asking about vaccination status or reasons for non-vaccination
Personal Information Processing Notice (Consent Form if necessary) Items collected, purpose, retention period, and whether there will be disadvantages for refusal If health-related information is included, check sensitive information processing standards.
Settlement Completion Report Number of Participants and Total Payments by Method Report by tally instead of individual lists
Storage and Destruction Plan Classification of accounting documentation retention standards and health-related information retention periods Destruction after the purpose is achieved (Article 21 of the Personal Information Protection Act)

B. Reimbursement of Actual Expenses | Designed to be completed with a single receipt

Proof/Verification Items Verification points Privacy Policy
Subsidy Application Management Number (Employee ID), Vaccination Date, Medical Institution Name, Payment Amount, Self/Family Classification, Payment Account (if necessary) Do not include disease, symptom, or allergy items
Receipt or card sales slip Confirm Vaccination Date, Medical Institution Name, Payment Amount, and Payer Allow masking of detailed treatment items
(For family support) Verify family status If verified through internally registered dependent information, additional documents are waived. A family relationship certificate is only needed when absolutely necessary.
Period/Limit Review Records Whether the vaccination was administered within the support period or whether the limit was exceeded Automatic determination in the attached application management ledger
Payment details Payment date, amount, and payment method Review whether the fact of vaccination is revealed in the item names of the payslip.

C. Partner Hospitals | Ensure that the billing details do not become the 'list of vaccinated persons'.

Proof/Verification Items Verification points Privacy Policy
Agreement or quotation Unit price per person and included items (pre-vaccination fee, etc.), vaccination period, and availability on weekday evenings and Saturdays -
Agreement on employee verification method Minimum information method such as employee ID cards and company-issued coupon codes To avoid requesting unnecessary information such as resident registration numbers
Hospital bills/tax invoices Number of billed persons/amount, tax invoice issuance Billing specifications are based on personnel and amount
Claim Ambassador Data Comparison of the number of company-issued coupons/eligible recipients and the number of billing recipients Minimize individual list storage after comparison
Adverse Reaction Contact Info List the hospital's contact information on the staff notice. -

D. On-site Vaccination | There are the most written documents to obtain before signing the contract.

Proof/Verification Items Verification points Privacy Policy
On-site vaccination contract Schedule, Location, Estimated Number of People, Price per Person, Minimum Number of People, Cancellation Conditions, Scope of Liability -
Written confirmation of on-site vaccination by a medical institution Basis for vaccination outside a medical institution, necessity of consultation and reporting to the competent public health center, and results Upon verification, the company keeps only written documents.
Confirmation of liability insurance coverage Copy of insurance policy or confirmation of enrollment -
On-site operation plan Pre-vaccination screening area (conversation hidden), post-vaccination waiting area, movement paths, time zones by department Do not post the waiting list publicly
Emergency Response Plan Whether medical staff carried emergency supplies, 119 contact route, on-site manager -
List of applicants for participation Minimum information required for time slot assignment (management number, name, contact information) Do not share with department heads, destroy after settlement
Confirmation of Yejinpyo processing The pre-examination form is prepared and kept by the medical institution. The company does not collect or keep copies
Invoice, Tax Invoice, Confirmation of Personnel Implemented Comparison of actual vaccination numbers and billing details Dialogue centered on the number of people

Article 33 of the Medical Service Act stipulates that, in principle, medical professionals must practice medicine within a medical institution. Whether mobile vaccinations are possible and whether consultation or reporting to the competent public health center is required Things to check at the medical institution in charge of vaccination and the company sends the results via email, official document, etc. Receive and keep in writing You just need to do that.

Materials you don't need to receive

data Reason for not accepting What to check instead
Copy of Ye Jin-pyo It is a document prepared and kept by a medical institution and contains the contents of the medical history questionnaire. Receipt or medical institution bill
Medical certificate/Opinion Regardless of cost support judgment -
Allergy and Underlying Disease Information Medical staff determine eligibility for vaccination. -
Reason for non-vaccination Participation is voluntary and no verification of reason is required. The notice specifies “application limited to employees who wish to apply.”
Injection site, vaccine details, and adverse reaction records Not required for settlement Only contact information for adverse reactions is provided.

🧾 How to use attachments

  1. [Proof Checklist] If you select an operation method in cell C3, the items that do not apply will turn gray. Please write down the status, person in charge, and storage location in the applied items.
  2. [Application Management Register] Change the support start date, end date, single-person limit, and family support eligibility at the top to company standards. The initial value is an example.
  3. When a request comes in, enter it line by line. Verification of proof If you select Confirm/Request Supplement/Reject, the period determination and payment amount (the smaller of the payment amount and the limit) are automatically calculated.
  4. [Compilation] Check applications, requests for supplements, out-of-period payments, and total payments on the sheet to use for settlement reporting. When reporting by department, please group departments with fewer personnel into the higher-level organization.

❓ FAQ

Q1. Is it okay to receive the vaccination even if it says 'Influenza Vaccination' on the receipt?

Since we need to know what the expenses are to verify the basis for financial support, it is natural to receive a receipt listing the vaccination items. However, if other medical treatments are listed on the same receipt, please inform them that they may cover those sections before submitting.

Q2. What should be done if an employee loses a receipt?

Inquiries will be reduced if you specify in advance the scope of alternative proof in the notice, allowing documents that verify the vaccination date, institution name, and amount, such as credit card sales slips, receipts reissued by medical institutions, and payment confirmations.

Q3. The partner hospital sent a list containing the names and dates of birth of the vaccinated individuals.

First, verify whether the information is essential for the billing reconciliation. If reconciliation can be done using only a coupon code or employee ID, switch to that method for the next billing cycle. It is also recommended to organize the lists already received according to retention standards after the reconciliation is complete.

Q4. How long should I keep the supporting documents?

Accounting documentation related to payments must comply with the company's accounting and tax retention standards, and as a general rule, personal information contained in application forms is to be destroyed once the purpose has been fulfilled. Please designate separate storage locations and periods to ensure that the two standards are not mixed.

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📚 Source and Verification Criteria

This document is a general practice form for organizing supporting documentation when subsidizing workplace influenza vaccination costs and is not a statutory form. Accounting and tax processing, as well as the retention period for supporting documents, require verification based on company standards and expert advice. Please confirm with the vaccination medical institution and the relevant public health center regarding the feasibility of on-site vaccinations and the necessity of consultation or reporting to the local health center. Date of verification of laws and official data: October 6, 2026.
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Comments3
  • Unknown User3
    정산용 회계 증빙이랑 신청서 개인정보 보관기간을 따로 정해두라는 부분 체크해둡니다
  • Unknown User2
    협약병원에서 이름이랑 생년월일 들어간 명단을 보내주는 경우가 많은데 쿠폰코드나 사번으로 대사하는 방법도 병원이랑 한번 얘기해봐야겠네요
  • Unknown User1
    영수증 잃어버렸을때 카드전표나 재발급 영수증으로 대체 가능하다고 안내문에 미리 적어두는거 바로 반영하려구요. 매년 그 문의가 제일 많아요ㅠ

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