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:
What gets reimbursed?
When you have made expenses, you can submit a request for reimbursement through Nmbrs. The reimbursement request should contain proof of payment (e.g., receipts); not that we don’t trust you but we need it for tax and bookkeeping legalities. After approval, the Admin role will make sure you receive your reimbursement (payments normally happen once every two weeks). Oh, and one more thing, you are obliged to improve this process if you know how we could do it. It is probably the most wasteful administrative process that touches everyone in the company.
Your blood sweat and tears shouldn’t go unnoticed by your friends and family. So, of course, we want you to be able to show off the products. We are providing everyone with a phone and laptop. Currently, we are leasing these devices from Apple. Phones get replaced every 2 years and laptops get replaced every 3 years if necessary.
A lot of people tend to throw their phone in the toilet, or leave it in sight in their car; both situations are suboptimal in our experience. Same for the laptop. When something happens to your devices, we have AppleCare+ to get the devices repaired. Anything that is not covered under AppleCare+ is your own risk. See https://www.macworld.com/article/3227045/hardware/applecare-warranty-faq.html for details.
Data and minutes are reimbursed in one of two ways, depending on your role: You get a fixed amount of money per month to go out and get yourself a shiny phone subscription.
As we don't have an office, for most employees this means there is no more travel to and from work, unless you go to customers, partners, or shared office space. Therefore we only give NS business cards to Lusciians who regularly travel to customers. All other Lusciians, traveling to shared office space, or to a Luscii company event, can get reimbursements for single tickets. Public transport travel will be reimbursed based on second-class travel. If your journey takes you more than 1 hour on public transport (single leg) then you may choose to upgrade to 1st class if this helps you work during the journey. Check with the Compensation Oracle if you are in doubt about this. We advise against coming by car if you don’t want to spend a fortune on parking costs.
When traveling to customers and partners in the Netherlands, it is also preferable to use public transport, and you can use the NS Business Card. Check with the HR admin, if you travel regularly. You can also get reimbursements for single tickets if you don’t have an NS Business Card. If you travel with your own motorized transport vehicle to customers or partners you will get reimbursed 0.31 ct (of which 0.19 ct is untaxed, and the rest is taxed) and parking costs. Some roles require a lot of travel on a daily or weekly basis to customers within the Netherlands. Those people can also get a lease car from the company (which is not elaborated here but described in a separate document).