Sometimes you need to act decisively to not damage the company. For instance when you need a parking ticket to prevent a fine. The limitations of our societies mean that you will sometimes have to pay for a company expense up front and get reimbursed for it later. We want to make this as simple as possible. But if you can make payments through the company credit card we encourage you to do so as it generates less overhead. The Admin and the Treasurer will keep the card’s credentials.
Whenever you are in doubt whether something is reimbursable, please come and check with the Treasurer. It is unpleasant for everyone involved if you ask for reimbursement after you have made the expense, but are not eligible. If the value of the expense is over the limits set in the company policies, make sure you have the appropriate approvals anyway.
Here are some examples to guide your expenses:
After you’ve made an expense, submit it through:
Nmbrs (for NL payroll) or Oyster (for UK).
Your request should include proof of payment (receipts and/or confirmation). Not because we don’t trust you, but because tax authorities and bookkeeping rules are famously humourless.
After approval, the Payroll Keeper makes sure it gets paid out.
One more thing. If you see a way to improve this process, you’re obliged (socially, not legally) to make it better. This is probably the most wasteful admin flow that touches almost everyone, which means it’s also the best place to win time back.
We don’t have a permanent office. Which means most of us don’t commute “to work” day to day (sorry, podcast lovers). Travel happens when you visit customers, partners, a shared workspace, or when we gather for a Luscii event. The principle is: if it’s work, Luscii pays.