Expenses Policy

As a remote worker in a distributed company, you will have a number of work-related expenses that you can expect to be reimbursed by the company. For anything that costs less than £100, and you need it to do your job, you can just buy and expense it. For anything higher, the purchase should be entered into the expenses repo for approval.

For recurring expenses (such as home internet) below £50 per month, you can buy and expense this on a month-by-month plan. For recurring subscription expenses over £50 per month, please request in Cledara (handbook page here). These should be entered into the expenses repo for approval first.

To expense an item, you must have an itemised till receipt or invoice – credit card slips are unusable.

If it’s inconvenient for you to be out of pocket for any purchases you need to make, DM the finance team in Slack and we will either provide credit card details or can reimburse you more quickly than scheduled.

We also have a company Amazon Business account where you can order on any of the Amazon sites (.com, .co.uk, .fr etc) without having to enter payment details. Finance is the admin so ping them in slack if you would like to be added. You also need to send them the address you want your orders shipped to so they can add it to the address book.

There are also details for two company PayPal accounts in 1Password; US employees should use the Inc one, everyone else the other one. Ideally you would run it past the expenses issue before using but if it’s urgent and you can’t get hold of anyone to ask, go ahead and use it; just please ensure you get a receipt from the merchant (not just the PayPal receipt).