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

Office Equipment

The easiest way to buy something for the office is to ask for them to the Facility Manager of your office, he has a company credit card and he is responsible for it. He will take care also of invoice archiving. Otherwise if you are a remote worker or you need something that is not in the perimeter of the facility manager, you can refer to peopleops@agilelab.it

Office Equipment and Supplies. The company will provide the following items and reimbursement for them in case of need. Office equipment should be used for business:

Hardware

  • External monitor
  • Cables
  • Webcam
  • Headphones
  • Keyboard
  • Mouse/Trackpad
  • Laptop stand

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 buyer@agilelab.it explaining why it is important and how many people need it.

Business cards

this must be ordered emailing buyer@agilelab.it

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 Ops and Care/Facility for the specific office and communicate the title of the book,
  • the People Ops and 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.

Coffee

Coffee is free !!!

Expenses

This is mainly referred to work trip expenses. Please arrange yourself the best solution, don't ask "peopleops" to organize the travel for you, peopleops will only pay for it. If you have time to plan a trip, do it in advance to reduce costs as you do with your personal trips. You don't need authorizations unless you have to bypass soft limits, so don't ask for them.

Car

If you use your personal car for a work trip, the mileage ( KM ) is reimbursed according to local law. If you don't own a car and you think the best solution is to rent one, just do it.

Launch/Dinner

No limits. ( Spend company money like it is your own money )

Hotel

Soft limit at 100 Euro/Night. If you need to bypass the soft limit, ask to buyer@agilelab.it for an approval.

Transportations

Soft limit is 500 Euro overall for transportations. If you need to bypass the soft limit, ask to buyer@agilelab.it for an approval.

Conferences

Soft limits described above are for generic work trips, not conferences. Conferences have different spending criteria, please refer to the training budget benefit section.

Purchasing process

Scenario 1: self-purchase and reimbursement request

  1. buy the good you need (obviously referring to the current guidelines for Benefits, and the other mentioned above)
  2. add a new expense entry on Elapseit with:
    1. type : 07) RIMBORSO PIE' DI LISTA
    2. Project : it should depend on what the expense is related to. Imagine it's time instead of goods and use the same guidelines of projects as in ProjectTimesheet. E.g. if it's personal training material, you must use <current year> Agile - Training - Learning.
    3. compile the other fields as usual (incurred date, actual currency, amount) and attach the receipt document
    4. submit the entry
  3. the administration will include the reimbursement in the next payroll

Scenario 2: request the Buyer to purchase something

  1. find the good you need and verify if your personal budget allows this purchase (obviously referring to the current guidelines for Benefits, and the other mentioned above)
  2. add a new expense entry on Elapseit with:
    1. type : 20) PURCHASED BY BUYER (RDA - RICHIESTA DI ACQUISTO)
    2. Project : it should depend on what the expense is related to. Imagine it's time instead of goods and use the same guidelines of projects as in ProjectTimesheet. E.g. if it's personal training material, you must use <current year> Agile - Training - Learning.
    3. compile the other fields as usual (incurred date, actual currency, amount)
    4. submit the entry
    5. once submitted, get the Elapseit's "Expense ID" (e.g. ELI_0001234)
  3. email the Buyer of your choice, or buyer@agilelab.it, including:
    1. the link (and, if necessary, the instructions) for the purchase
    2. the Expense ID you got from point 2.5 (VERY IMPORTANT!!!)
  4. if approved, the Buyer proceeds with the purchase and add by himself/herself the receipt document editing the Elapseit entry, leveraging the Expense ID to find it. This closes the process and the expense is trackable by everybody.

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

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