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Spending and purchasing

General Principles

The goal of our spending and purchasing policies is to enable roles to be fully accountable for the work they do including spending.

We trust our team members to make sensible decisions about company expenses. This policy provides guidelines to ensure clarity and compliance with Dutch tax regulations. For more details about the Dutch Tax regulations and the werkkostenregeling (WKR) see: Werkkostenregeling (WKR)

Basic Rules

  1. Spend company money as if it were your own
  2. Recurring items are monitored
  3. Submit expenses within 30 days
  4. Always upload clear photos of original receipts in our Expense App
  5. Choose the right “Type/Soort” and the right "Description/Beschrijving"

Request for asset expenses

For some of the assets we have in our company we want to have a registration to ensure the validity and to prevent unnecessary subscriptions that lead to high costs.

The administration for these assets is available: Books and Subscriptions

Expense Categories

The following expenses are suitable for expense declarations. The information within brackets is necessary in the Expense App for correct administration of the costs.

Travel

  • Public transport: fully reimbursed for business travel via NS business card
  • Car, motorcycle, bicycle: € 0,23 per kilometer for commuting and/or business travel [include address of the commute departure and arrival per date]
  • Parking costs for customer business meeting [Description: Klantnaam]

Professional Development

  • Books: You can buy books that are useful for your professional development. These books will remain ownership of Respellion. Physical books are stored at the office and digital books are available via the Respellion library. Please check if a book or subscription has already been purchased. We keep an administration in SharePoint. [Description: Zakelijke literatuur]
  • Digital platforms with subscription can be requested via the spending form on SharePoint. When approved you can purchase the subscription and the subscription will be registered in SharePoint. If possible with a general account (through 1Password) to share with colleagues. We will check this list with you during the year to see if subscriptions are still relevant. [Description: Zakelijk abonnement]
  • Conferences, seminars and such can be requested via the spending form on SharePoint. [Description: Conferenties, cursussen]
  • Software licenses can be requested via the spending form on SharePoint. [Description: No additional comment on receipt]
  • Exam costs for work related certifications can be requested via the spending form on SharePoint. [Description: No additional comment on receipt]

Equipment

  • Laptop (company provided).
  • Laptop bag if necessary, with a maximum of € 100. [Description: No additional comment]
  • Peripherals (webcam, mouse, etc.) can be requested via the spending form on SharePoint. [Description: No additional comment]

Team events, food & drinks

  • We want you to feel comfortable to organise informal gatherings with colleagues. You are allowed to spend a reasonable amount of money on food and drinks during these gatherings. It is important that these gatherings have a relation with customer activities if possible, because of WKR regulations. [Description: Topic of the event and with customer name]
  • Because of WKR regulations it is not allowed to expense personal food and drinks.
  • Personal food and drinks are not reimbursed. Coffee and tea is available in the office and we keep a stocked refrigerator (when empty contact the workplace facilitator).
  • Costs for food and drinks during non regular customer meetings are reimbursed. [Description: Topic of the event and with customer name]
  • Costs for food and drinks as a result of overtime are reimbursed. [Description: Overwerk]

Submission Process

  1. Use our expense app (Expense App)
  2. Upload clear receipt photos
  3. Add clear description as described in this policy
  4. Submit within 30 days
  5. Reimbursement with next salary payment

Questions?

Contact finance@respellion.com for any questions about this policy.

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