Expenses

Given the nature of our work, employee expenses are not very frequent, despite this, if you ever find yourself needing to have an expense reimbursed, this is the procedure required to get your money back.

Approved expenses

Here is the list of approved expenses. The list isn’t long because almost all expenses will be managed for you by your manager or the Operations department.

Benefits

Any kind of benefit that involves buying something will be reimbursed according to the limits specified in Pay and benefits. Most of the time the expense is directly managed by your manager so you’re not really required to do anything, but, if for any particular reason you paid out of your own pocket, you will be reimbursed.

Travel

We offer full reimbursement for the following expenses: train tickets, flight tickets, car rentals, bus tickets, hotel stays, and event tickets (within the conference budget). For trips abroad, we also cover travel insurance.

Meals. We offer a daily allowance for meals, including drinks and tips:

• Europe (Italy included): up to €60/day
• Outside Europe: up to €80/day

The allowance works as a total budget for the whole trip (daily allowance × number of days): what counts is the total, not what you spend on each single day. Anything above that is on the team member.

Breakfast. When possible, we include breakfast in the hotel booking. When it can’t be included (common in the US), it’s reimbursed separately, outside the daily allowance.

Getting to the airport or station. Wherever you start from, we reimburse the journey from home to the departure airport or station and back: bus or train tickets, or your own car (according to the car policy) plus airport parking.

Transfers. We fully reimburse any Uber, cab, or public transport rides from/to your train station, bus station, airport, hotel, or venue.

We do not reimburse hotel minibar consumptions, pay-per-view TV, or any fines for traffic violations.

We provide adequate medical insurance for any trips.

Team retreat

Traveling during the team retreat undergoes a completely different set of rules. Given that almost everything at the team retreat is already organized/paid for, you shouldn’t need to cover additional expenses. For that reason, we do not provide expense reimbursements during the team retreat.

Caution

Important: Expenses are not reimbursed during a team retreat

Claiming expenses

In brief, for all expenses you’ll have to upload a receipt and notify Andrea Iurisci.

1. spend money according to the Approved expenses guidelines
2. collect and store the receipt with the amount/date clearly visible
3. make a scan/photo of the expense receipt
4. upload the photo in the My Docs section on Bob under the Expenses folder
5. notify Andrea Iurisci on Slack that the expense document is available
6. add the expense to your next invoice/wait for it to come through payroll

Company information

Almost all of the expenses to be reimbursed will go through your personal account so you should never be required to provide Nebulab’s company information. If, for any particular reason, you’re requested to produce a receipt addressing Nebulab directly, you can use the billing details below.

Here’s our company information if you need to ask for an invoice:

    Nebulab Srl
    Strada Comunale Piana, 3
    65129 Pescara (PE)
    Italia

    Partita IVA (VAT ID): IT02112180688
    Codice fiscale (Tax ID): IT02112180688
    Electronic invoice code: M5UXCR1

When checking out at a hotel, make sure to request an invoice/receipt if you’re in charge of the reservation!