Spend company money like it is your own money. No, really!

• Equipment for Working
• Work Trip
• Training and Education
• Expense Submission and Deadline

Equipment for Working

Hardware for the Office and Remote Working Stations

The easiest way to purchase equipment for the office or for your remote workstation is to contact circle:People Care. Depending on what you need, you should reach out to the appropriate role within the People Care teams. You can find all details on the HW Purchase & Replacement page.

Software

We use Microsoft Office 365, typically the online office suite is enough, but if you need the desktop suite to do your job properly, just ask. If you need an additional software that requires a license do the following steps:

• ask your colleagues if this software can solve also their needs and collect feedbacks
• send an email to the Finance/Purchasing Officer explaining why it is important and how many people need it.

Business cards

Business cards, if needed, can be requested by emailing People Care

Work-related books

In Agile lab we have office libraries.

If you want to propose a new physical book for a specific office,

• contact the People Care/Facility for the specific office and communicate the title of the book,
• the People Care/Facility will buy the book, depending on availability of office budget.
• help to maintain the internal library. Please check what action is required for physical books on the Library page.

In Agile Lab we have a digital library.

If you want to buy a new digital book that is also DRM-free,

• follow the purchasing process below,
• help to maintain the internal library. Please check what action is required for digital books on the Library page.

Work Trip

In Agile Lab, there are two main categories of work trip:

• General and temporary work trips You can find all the details regarding the organisation and management of expenses for this type of trip on the General Work Trips page.

• Long-Term Assignments in Italy or abroad related to project‑specific activities that require an on‑site presence at the client’s site. You can find all the details regarding the organisation and management of expenses for this type of trip on the Long-Term Assignments page.

Training and Education

• Training-related expenses must be submitted under type 7B RIMBORSO SPESE TRAINING.
  • Do not use type 07 "itemised reimbursement", as the budgets are separate.
• If paying upfront:
  • Follow standard receipt/POS documentation rules
  • Log the expense under the relevant personal training project in Elapseit (2025 Agile – Training – Personal Budget)

Purchasing process for training budget

Following this process, you can easily track your personal training budget, lead links can autonomously track the circle's expenses and administration processes will be more efficient.

Scenario 1: self-purchase and reimbursement request

Purchase the training materials or services you need, following the current guidelines for Welfare & Benefits and this expense policy.

Add a new expense entry on Elapseit with type:

• 07) RIMBORSO PIE' DI LISTA when your expense isn't about training, and you have a receipt or invoice but not issued to Agile Lab and you paid using electronic payment methods.
• 7B) RIMBORSI SPESE TRAINING when your expense is about training.

  The Finance circle needs to consolidate expenses on a different tool (not ElapseIt). This tool integrates with ElapseIt via expense types like 7B. When filing your expenses on ElapseIt, you need to use not only the right elapseit project, but also the right expense type. Only with the right expense type the data logged in ElapseIt can be properly integrated on external systems and the Finance team can produce consolidated company expenses.

• 7C) RIMBORSO SPESE IN CONTANTI when your expense isn't about training, and you have a receipt or invoice but not issued to Agile Lab and you paid in cash.

Each expense entry must always include a valid receipt or invoice in .jpg or .pdf format. Payment transaction records alone are not sufficient.

Receipts must clearly show the following:

• Place and date
• Vendor name
• Description of goods or services
• Quantity, unit price, total cost
• Any applicable taxes

For public transport validations made via contactless card, a payment receipt or account screenshot showing the transaction is acceptable.

Important: Self-declarations are no longer accepted for any reimbursements.

Complete the other fields as usual (incurred date, amount, currency). Assign the expense to the appropriate project code, following the same logic as in Project Timesheet. For personal training, use a format like: 2025 Agile – Training – Personal Budget

Leave the "Is billable" checkbox unchecked, unless the training is directly billable to a client project.

Once submitted, and provided sufficient personal budget is available, the expense will be reimbursed with your next payroll.

December expenses must be submitted by the penultimate week before the 25th of the month.

Scenario 2: request to purchase something directly billing Agile Lab

This process can be used only if the purchase is placed by an authorised Agile Lab supplier, and all the following conditions are met:

• the invoice is addressed to Agile Lab
• the payment can be settled via bank transfer, directly from Agile Lab's account
• the purchase is VAT-exempt
• the Finance/Purchasing Officer and treasury has verified all the above

Currently accepted use cases include:

• Travel booking via the BizAway platform
• Purchases on Amazon for items that are both sold and ivoiced by Amazon

IMPORTANT: On Amazon, confirm that the item is both sold and invoiced by Amazon on the checkout page. Items sold by Amazon but invoiced by a third party cannot be billed directly to Agile Lab.

Before submitting the request on Amazon, it is necessary to log it in Elapseit as well, assigning the expense to the project code YYYY Agile – Training – Personal Budget and setting the expense type to 20) PURCHASED BY BUYER (RDA – Richiesta di Acquisto). In the Amazon order, the Elapseit tracking reference (ELI code) should be entered in the field PO number, selecting as Cost centre Other and writing TRAINING PERSONAL BUDGET.

How to manage unclear scenarios

If you are unsure whether a purchase can be directly invoiced to Agile Lab:

1. Contact Finance/Purchasing Officer and treasury to request a purchase with this process.
2. When the Finance/Purchasing Officer and treasury approves this request, the Finance/Purchasing Officer and treasury makes the purchase.

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.