General Work Trips

Context

This page provides a general overview of how General Work Trips are managed at Agile Lab.

The content is intentionally descriptive and not operational: its purpose is to clarify what the Travel Policy regulates, which areas it covers, and where to find detailed information.

Rules, procedures, limits, exceptions, and mandatory steps are defined exclusively in the full Travel Policy, which is the only official and binding source, available on the company SharePoint: GENERAL WORK TRIP - TRAVEL POLICY

Applicability

The Travel Policy applies to all EMP1 employees.

What is a General Work Trip

A General Work Trip is a temporary and occasional trip required for work-related reasons, for example to:

• Reach clients or external locations
• Attend in-person company meetings
• Take part in conferences, training sessions, or events
• Represent Agile Lab in Marketing or Sales activities
• Undergo mandatory medical examinations

Trips taken on a voluntary basis to reach one of Agile Lab’s offices are excluded from this Travel Policy. For such trips, no reimbursement is provided for any type of cost incurred during the day.

General Work Trips are short in duration and are distinct from Long-Term Assignments, which are governed by a dedicated policy: ON SITE PROJECT - TRAVEL POLICY

Roles and Responsibilities

At Agile Lab, we adopt the principle of distributed responsibility.

Each employee is responsible for managing their own work trip, organizing it in line with work objectives, choosing appropriate means of transportation, and incurring expenses in compliance with the Travel Policy, always applying the principle stated in the Handbook: “Spend company money like it is your own money!”

Work trips therefore do not require prior approval from Leads, provided that:

• The trip is part of an activity that has been planned and agreed in advance in written form between the employee and the person responsible for the activity (Project Lead, BU Lead, or Lead Link of other circles), including through operational communications such as requests to be on-site at the client, invitations to events or in-person training sessions, conferences, or medical appointments;

• The soft limits indicated in the Travel Policy are respected;

• The operational procedures for booking travel and/or requesting reimbursement of incurred expenses are followed.

To ensure correct application of the Travel Policy, it is important to clarify the roles and responsibilities of the different parties involved in the organization and management of work trips:

• Employees: responsible for the proper organization of the trip and compliance with the rules of this Travel Policy.
• Leads: ensure that members of their teams comply with the Travel Policy.
• People Team: responsible for the correct management, communication, and updating of this Travel Policy.
• Finance Team: responsible for verifying reimbursement requests in accordance with this Travel Policy.

Organization and Bookings

General Work Trips are governed by the full Travel Policy, available on the company SharePoint: GENERAL WORK TRIP - TRAVEL POLICY

The policy defines, in detail:

• Rules for organization, bookings, spending limits, and reimbursements
• Tax and corporate aspects
• Principles for trip planning
• Use of company tools and channels
• Cases where exceptions may apply
• Cases where specific authorizations are required
• Eligible expense categories
• Required documentation
• Reimbursement methods and timelines
• Tax and payroll impacts

Before organizing a trip or submitting an expense report, reading the full policy is mandatory.

Timesheet Tracking

The Travel Policy also defines the rules for tracking travel days in the timesheet, especially when reimbursements are involved.

This allows for:

• Proper monitoring of business trips
• Consistency between expenses and payroll

Special Cases

Some initiatives (such as conferences, training, or company events) may include specific rules, which will be communicated by the organizers.

In the absence of specific instructions, the general Travel Policy applies in full.

Final Recommendations

To ensure proper management of business trips and travel expenses, all employees are encouraged to follow these operational and behavioral guidelines.

Traceability and Transparency
Always ensure maximum traceability and transparency: every expense must be justified, documented, and consistent with the work-related purpose of the trip. Complete documentation facilitates checks and speeds up reimbursement processes.

Advance Clarifications
In case of doubts about the eligibility of an expense or the correct reporting procedures, it is strongly recommended to seek clarification before incurring the expense, avoiding ambiguous situations or non-reimbursable costs.

Policy Purpose
Remember that this policy is designed to ensure fairness, efficiency, and responsibility, protecting both employees and the company, and ensuring sustainable and compliant expense management.

Trip Planning
Good advance planning of work trips helps reduce overall costs, facilitate administrative management, and avoid urgent situations that may lead to inefficiencies or suboptimal choices.

Autonomy and Responsibility
Autonomy is a core value at Agile Lab but must be exercised in compliance with company rules. Each employee is responsible for the choices made when organizing and managing a work trip.

Common Sense All employees are expected to manage expenses prudently, respecting the spirit of the policy and the principle stated in the company handbook: “Spend company money like it is your own money!”