General
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principles
We are a start-up with limited resources. If possible, avoid traveling! Use Google Hangouts or Zoom instead. This saves time, resources, and CO2.
If you need to travel: Compare options, book early and travel as economically as possible.
Read this policy carefully. If it is necessary to deviate from these guidelines check with your manager or the People & Operations team before booking any travel arrangements.
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Whenever possible use a Spendesk virtual card to book travels
Whenever possible add the company details to the invoice. We need this in order to be able to include these expenses into our company accounting and in some cases to get tax credits. This will always be possible for hotel invoices.
The correct company address and VAT must be noted on each invoice.
For EMEA:
Name: MOSTLY AI Solutions MP GmbH
Address: Landstraßer Hauptstraße 71/2, 1030 Wien, Austria
VAT: ATU72118727
For the USA:
MOSTLY AI Inc., 919 North Market Street, Suite 950, City of Wilmington, DE 19801, USA
Tax Number: 84-3594059
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Travel
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expenses
Any MOSTLY AI employee going on a business trip is entitled to reimbursement of all ordinary, necessary and reasonable expenses incurred in connection with the pre-approved business trip. This includes in particular:
Transportation cost
Railway train tickets (2nd class)
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Additional transportation with public or private transport (e.g., Uber/taxi) as required (e.g. going to a meeting from a hotel)
Accommodation cost
Accommodation should be booked in hotels and/or Airbnb’s which are conveniently located near or around the purpose of the business trip, with the goal of reducing overall travel time. For hotels, 3 star or 4-star classification are preferred. You can book a hotel with breakfast included.
No extra hotel charges like laundry, premium TV, minibar, etc. will be reimbursed.
Cost of meals
Meals & beverages (soft drinks, beer or wine) consumed during transportation (e.g., at airports) and at the trip destination will be refunded by MOSTLY AI. With regards to restaurants, employees should choose to spend reasonable amounts of money, keeping in mind what they would spend privately as if on a private trip. If you are entertaining a business partner(s) or client(s), you can pay for drinks/meals whilst you are entertaining or pre/post meeting with them if this is in the interest of MOSTLY AI. For such customer entertainment, the general limit is an equivalent of 100 USD per person. Amounts higher than that need to be approved by your manager.
Other reasonable expenses related to traveling
This would include e.g., cost of visas, cost of travel insurance, cost of exchanging money (if payment by cards is not possible), and other related expenses. All reasonable costs will be covered by MOSTLY AI.
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Whenever travel expenses are incurred by contractors (e.g., accommodation or flights to MOSTLY AI offices), they need to include such travel expenses in their monthly invoices. The approval procedure for contractors is like the one for regular employees.
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Other business expenses
Internet connectivity at home
Expenses for internet connectivity at home are not reimbursable. This should be covered by our yearly home office subsidy.
Telephone expenses
The regular monthly flat fee and other related expenses (e.g., insurance for the phone) are not reimbursable. Expenses occurring outside this fee in connection with the business use of a private phone and which are charged on top (e.g., fees for BUSINESS related international calls) are subject to reimbursement. The employee needs to send proof of such calls (e.g., abstract of phone bill statement) for approval to the respective managers via Spendesk or an alternative application defined by MOSTLY AI.
Web Services/Licenses/Subscriptions
In general, the employee should avoid purchasing/signing-up for such services with their personal cards or bank accounts. The employee should make use of Spendesk, the virtual credit card tool offered by the company to pay such expenses.
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