General Work Trip

Effective from 1st June 2025 – Please read carefully to ensure compliance

You are expected to organise your own travel: please do not ask People Care or the People Care/Corporate Travel Officer to arrange it for you.

If you have time to plan a trip, book in advance — just as you would for your personal travels — to keep costs under control. No authorisation is required, unless you need to exceed soft limits (outlined in the following sections), so please do not request approval in other cases.

General Rules

• All expense claims must be submitted individually.
• Group receipts are not accepted, even with a list of attendees.
• This applies to business trips, team buildings, and training events.
• As of 1st June, any claim that does not follow this rule will be rejected. You will receive an automatic email notification from Elapseit when the status of your request is updated.
• Each claim must include:
  • A fiscal receipt or invoice, and
  • Proof of electronic payment (POS slip or bank statement).
• If POS proof is missing, the expense will be considered paid in cash and must be submitted under type 7C RIMBORSO SPESE IN CONTANTI
• Claims without complete documentation will not be reimbursed

Business Trips & Mileage Reimbursement

Always specify the destination and client in the notes of your expense request. Public transportation must always be preferred. The use of a personal vehicle is allowed only in specific cases where public transport is not viable (e.g. remote areas, special time constraints, equipment transport).

• For use of a personal vehicle, select expense type 03) Indennità Chilometrica and attach:
  • ACI cost table PDF with the date of the trip
  • Completed mileage Excel form with kilometres 2026 modello rimborso spese - chilometrico 14.01.2026.xlsx
  • Car registration photo showing the model
• A mileage log is required (Maps route screen).

The reimbursement rate is based on an average annual mileage that includes both professional and private use of the car. If the declared mileage appears unusually high, Finance may request justification or apply adjustments.

Please note: unjustified or excessive use of personal vehicles may lead to costs being considered non-deductible by clients. For example, Poste has challenged personal mileage reimbursements when travel could have reasonably occurred by train.

• Fuel reimbursement:
  • Allowed only for rental cars
  • Allowed only for rental cars or company vehicles (not for personal vehicles, where fuel is already included in the mileage rate)

Travel Bookings & Hotels

• Use BizAway whenever possible for booking hotels, trains, flights, etc.
• If not using BizAway:
  • A hotel invoice (not issued to Agile Lab) is required for reimbursement.
• Soft limit: €100/night
  • Exceeding this amount requires prior approval from the budget owner (e.g. Circle Lead Link).

Transportation

• Soft limit: €500 in total
  • Expenses beyond this require approval from the budget owner.
• Public transportation must always be preferred. Taxis can be used only when no suitable public transport options are available or in case of specific needs (e.g., late arrivals/departures, heavy luggage, tight schedules).
• Taxi receipts must clearly show the route taken (origin and destination).

Meals

• Reimbursement limits:
  • Italy: Lunch up to €30 / Dinner up to €50
  • Abroad: Lunch up to €30 / Dinner up to €65
• Split bills are not allowed.
• Required attachments:
  • Receipt or invoice (.jpg or .pdf)
  • Proof of electronic payment (POS slip)

If missing, the expense will be treated as cash and submitted under type 7C.

• Employees who request a lunch reimbursement during a business trip will not receive a meal voucher for that day (to avoid double benefits).

The following expenses are non-reimbursable:

• Alcoholic beverages (unless included as part of a meal)
• Breakfasts, unless included in the hotel rate, and any other snacks or out-of-meal food items

Cash Payments

• Must always be submitted under type 7C.
• Even if a receipt shows electronic payment, without POS proof it will be treated as cash and will be taxed according to the 2025 Budget Law.

Expense Submission and Deadline

• Expenses must be submitted in Elapseit by 12:00 PM on the 27th of each month.
  • Late entries will be automatically rejected and must be re-entered the following month with an updated incurred date. Please note: it is the employee’s responsibility to re-submit the expense. Failure to do so will result in the loss of the reimbursement.
• Reimbursement claims must be made within 3 months of the expense.
• December expenses must be submitted by the penultimate week before the 25th.