Long-Term Assignments
Context
The “On Site” Travel Policy governs the procedures, responsibilities, and entitlements for Agile Lab employees involved in longer-term on-site engagements requiring continuous presence at the client’s site, both in Italy and abroad. The Policy defines operational criteria for managing accommodation, meals, transportation, periodic home returns, expense reports, and administrative processes, ensuring consistency, transparency, and uniform application of the rules.
For all specific economic details, please refer exclusively to the full document available on the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS
Applicability
The Policy applies to all EMP1 employees assigned to “on site” projects at the client’s operational site, both in Italy and abroad. Activities that do not require continuous presence at the client site are excluded.
Responsibilities
The management of “on site” assignments is based on the principle of distributed responsibility, meaning that each person involved plays a coordinated role in overseeing and executing all aspects related to the management of the business trip, including operational, administrative, and logistical activities.
Below is a summary table outlining the responsibilities of the various roles involved in managing on-site assignments:
| Role | Main Responsability |
|---|---|
| Employee | - They are responsible for the proper organization of the long term assignment and for complying with the rules of this Policy. - They exercise good judgment and respect the limits and procedures defined in the Policy. - They are responsible for the correct reporting of expenses and compliance with tax and corporate requirements. |
| BU Lead | - Ensures that team members follow the Policy and understand its rules. - Intervenes only in cases of exceptions or specific authorizations. |
| People Team | - Manages the Policy and ensures it is kept up to date. - Oversees the application of the rules and provides clarification in case of doubts. |
| People Care Team | - Supports the search and formalization of the accommodation rental contract. - Manages Company Cars. - Verifies documentation and the consistency of accommodation and Company Car expenses with budgets and internal rules. - Checks the correct drafting of guesthouse or rental contracts. - Coordinates any petty cash funds. |
| Finance Team | - Responsible for correctly reviewing reimbursement requests in accordance with this Policy. - Provides clarification in case of questions regarding expense reports. |
Classification Criteria for Employees Assigned to “On Site” Client Projects
The Policy distinguishes employees assigned to “on site” projects into categories that determine spending limits, operational entitlements, and administrative requirements. The classification is based on the municipality of residence, the distance between home and the client site, and the country in which the project takes place. Below is a table summarizing all categories, divided between Italy and Abroad.
Classification Italy (Rome)
| Employee category | Eligibility conditions | Entitlements and reimbursements |
|---|---|---|
| Italy Long-Term Assignee | - Residence in a municipality different from the client site. - Home–work distance ≥ 35 km (distance calculated through Google Maps - shortest/fastest route). - Project requiring continuous on site presence. |
- Company paid accommodation. - Long term assignment allowance. - Meal reimbursement (lunches, dinners, groceries). - Periodic trips back home. Access to pool Company Car. |
| Commuter ≥ 35 km (without accommodation) | - Residence in a municipality different from the client site. - Home–work distance ≥ 35 km (distance calculated through Google Maps - shortest/fastest route). - Voluntary choice not to use company provided accommodation. - Project requiring continuous on site presence. |
- Long term assignment allowance. - Lunch reimbursement - Reimbursement of mileage or public transportation. |
| Commuter < 35 km or same municipality | - Residence in the same municipality as the client site. - Residence in a different municipality from the client site, distance < 35 km (distance calculated through Google Maps - shortest/fastest route). - Project requiring continuous on site presence. |
- Reduced allowance. - Lunch reimbursement. - Reimbursement of mileage or public transportation. |
Classification Abroad (Paris)
| Employee category | Eligibility conditions | Entitlements and reimbursements |
|---|---|---|
| Abroad Long Term Assignee | - Residence in a municipality different from the foreign client site. - Project requiring continuous on site presence. |
- Company paid accommodation. - Foreign assignment allowance + extra bonus. - Meal reimbursement (lunches, dinners, groceries). - Periodic trips back home. |
General Notes
- No employee category is entitled to Meal Vouchers (Ticket Restaurant), neither in Italy nor abroad.
- All the entitlements listed above may vary according to what is defined in the full document available in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS, which contains detailed amounts, limits, and economic conditions.
Accommodation
For Long Term Assignees, accommodation is managed by the company through the Corporate Travel Officer within People Care.
Accommodation may be provided in two ways:
- Guesthouse registered under Agile Lab: costs paid directly by the company.
- Private rental contract in the employee’s name: costs paid upfront by the employee and reimbursed upon submission of documentation.
The Policy also defines:
- criteria for finding the apartment;
- dedicated budgets for furniture and maintenance;
- utilities management;
- rules on deposits and cash funds (as regulated in the full policy available in the company SharePoint: AGILE LAB CASH FUND POLICY ON SITE PROJECTS
All economic details and annual limits can be found in the full document available in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS, which contains detailed rules for property assignment/search and the management of accommodation related expenses.
Relocation (Move in / Move out)
Operational entitlements are provided for both initial and final relocation, including:
- 1 working day dedicated to each relocation;
- possibility to rely on a moving company or manage the operations independently;
- reimbursements according to defined procedures.
All details and operational procedures for managing relocation are available in the full document in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS.
Assignment Allowance
The assignment allowance is paid for each working day from Monday to Friday. Holidays, public holidays, and days not worked for any reason (e.g., illness) are excluded.
All specific financial details for each employee category, based on their classification as Long Term Assignees or Commuters, are available in the full document in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS.
Meals
The Policy defines:
- which types of food expenses are admissible;
- criteria of reasonableness and consistency of expenses;
- rules regarding receipts;
- exclusions.
Meal Vouchers (Ticket Restaurant) are not provided for “on site” projects.
Maximum values and daily/monthly limits are available in the full document in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS.
Transportation
The Policy defines:
- criteria for periodic trips back home;
- preferential use of public transportation and the BizAway platform;
- use of Company Cars in pool mode;
- mileage reimbursement for private car use (only if authorized and when necessary);
- required documentation for reimbursements.
All economic details and annual limits are available in the full document in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS.
Reimbursement Procedures (Elapseit)
The Policy defines:
- monthly deadlines for expense submission;
- mandatory documentation requirements;
- management of errors and corrections;
- maximum reimbursement processing time (90 days).
All details and operational procedures for expense management are available in the full document in the company SharePoint: AGILE LAB TRAVEL POLICY ON SITE PROJECTS.