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

• Office Equipment
• Work Trip Expenses
• Purchasing Process for Training Budget

Office Equipment

The easiest way to buy something for the office or for your workstation is to ask circle:People Care

Specifically, the employee should contact:

• The People Care/Welcome Pack & HW Replacement for notebooks, additional screens or smartphones by writing an email.

  Policies defined in order to replace above mentioned hardware are:

  1. replacement may be requested after 3 years of hardware life;
  2. replacement can be made with hardware of the standard model defined by Internal IT and People Operation;
  3. replacement can be requested before the expiration of 3 years in case of failure.

• The Welcome Pack & HW Replacement for every HW components related to the Welcome pack.

  1. If you need to buy something that you don't ask for initially, and it is included in the Welcome Pack list, you can refer to Welcome Pack & HW Replacement.

  2. If you need to replace something related to the Welcome Pack ask to Welcome Pack & HW Replacement. You can also refer to Welcome Pack & HW Replacement if you need to buy something that you don't initially ask for in the Welcome Pack, but the request must stay in the welcome pack perimeter (e.g. if you need a particular keyboard, you can ask to buy a keyboard with a budget around the budget defined for the keyboard in the welcome pack; if you want an office chair to work from home, and that is not available as eligible buy in the welcome pack, you can't ask them).

• The People Care/Facility Manager of your office, writing to his/her email address, for every other daily equipment in the physical offices: Cables, Webcams, Headphones, Keyboard, Mouse/Trackpad, Laptop Stand.

Office equipment must be used for business only.

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.

Coffee

Coffee is free !!!

Work Trip Expenses

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. Their role is strictly to process the payment, not to manage bookings.

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 2025 modello rimborso spese - kilometrico 19.03.2025.xlsx
  • Car registration photo showing the model
• A mileage log is required.

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

Training & 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)

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.

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.

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.

Important!

In the SharePoint Big Data, in the folder "Policy trasfertisti", you will find:

• the updated "Travel Policy" for commuters and transferees
• the "Rimborso chilometrico" form
• the "scheda carburante" document