TechAdVenture Expenses Policy

1. About this policy

• The policy deals with claims for reimbursement of expenses, including travel and hospitality. 
• This policy covers all consultants, contractors, representatives of supplier companies, partners and investors only. 
• We reserve the right to amend this policy at any time.
• Personnel responsible for this policy
• The Finance Manager has overall responsibility for the effective operation of this policy.

2. Your personal responsibility

You have a responsibility to operate within the boundaries of this policy. Failure to adhere to this policy may result in action being taken against you (or your expenses not being paid).

3. Reimbursement of expenses

• We will reimburse expenses properly incurred in accordance with this policy.
• Any attempt to claim expenses fraudulently or in breach of this policy may result in action being taken against you and/or your relationship with TechAdventure being terminated.
• You must submit receipts for all expenses incurred (see clause 7 submitting expenses - below).
• The Company will not cover or reimburse you for any expenditure which does not have a supporting receipt.
• Expenses will be reimbursed monthly at the end of each month and only if an invoice is submitted to us by the 15th calendar day of each month in respect of expenses incurred in the preceding month (unless you have a SOLDO expenses card / in which case see that section).
  Claims for authorised expenses submitted in accordance with this policy will be paid directly into your bank/building society account no later than 30 calendar days from submission.
  Any questions about the reimbursement of expenses should be put to your primary contact at The Company before you incur the relevant costs.

4. Travel expenses

• Any travel arrangements should be discussed with your primary contact at The Company in advance.
• We will allocate a budget for your travel (based on the available options at that time). In almost all cases Paul Ellis will be responsible for booking your travel & accommodation and this will be paid for by The Company. 
  If The Company does not book your travel, you will be required to pay for your travel up to the agreed budget amount.
• You will be reimbursed for your travel costs in accordance with clause 3 above.
• You will not be reimbursed for any travel costs that exceed the agreed budget amount unless otherwise agreed in writing with your primary contact at The Company. 
• The most economical means of travel should be chosen if practicable and you should use existing travel cards or season tickets wherever possible.
• The following are not treated as travel in connection with our business:
  travel between your home and usual place of work;
  travel which is mainly for your own purposes; and
  travel which, while undertaken on our behalf, is similar or equivalent to travel between your home and your usual place of work.
• If you are using your car for Company purposes then you do not claim mileage by processing your fuel receipt, instead you must submit an invoice with the mileage being claimed (date / purpose of travel / start – end location / total miles covered) and a total for each journey (based on the government approved UK tax allowance of 0.45p for the first 10,000 miles)

5. Entertaining clients

You may be required to entertain contacts only where your proposal and an appropriate budget have been agreed upon in advance with The Company (this agreement will take the form of a side letter to your proposal by The Company setting up your SOLDO expenses card / app / account). You will be reimbursed for any expenses in accordance with clause 3 above.

6. SOLDO

• SOLDO is the TechAdventure approved / pre-paid company expenses card
  https://www.soldo.com/ - for more information on how to get the best out of / and use the SOLDO expenses management system watch the videos on their website.
• You still need to request cash be loaded into your card and this can be done by emailing julie.pallsico@techadventure.uk.com (or you can send a message by SLACK or to the TechAdventure whatsapp +44 7537 144861) NOTE Julie only works Monday & Friday so please allow at least 5 working days for any expen see request to be processed.
• If you are using SOLDO The Company does not require an expenses report – instead, you must upload a photograph of the receipt to the app (along with information on the expense).
• HOWEVER – any expenses paid by your SOLDO card that does not have a receipt AND / OR cannot be directly linked to a meeting in your diary WILL NOT BE PAID and you will be liable for the total amount processed. If you have an approved SOLDO company pre-paid credit card then you must still keep receipts – but – these can be photographed and uploaded directly to the app (The Company does not need originals ONLY if you have a SOLDO card and ONLY if you do upload directly to the app). HOW TO ADD A RECEIPT TO SOLDO

7. Submitting expenses

• If you have been allocated a SOLDO card you must ALWAYS use that card (you will not be reimbursed for any other expenses). You MUST upload photos of receipts AND YOU MUST ensure that your work google.calendar is up to date (so that your meetings can be cross-checked with your expenses)
• If you claim mileage or expenses and there is not a meeting in your diary for that day (with clear information on the person you are meeting / why / where etc) then the expense WILL NOT BE HONOURED and you will be liable for this.
• If you DO NOT HAVE A SOLDO CARD and /or you are buying stuff online where the receipt is emailed as opposed to produced in hard copy then you MUST EMAIL EVERY RECEIPT TO expenses@nation1.co.uk and in the subject include: COMPANY (e.g. OnBeat) / EXPENSE (e.g. launch with Andrew Grant target investor).

You can contact Julie Pallisco about your expenses (MON & FRI)

email julie.pallisco@techadventure.uk.com

phone: +44 (0) 141 674 9598

Whatsapp +44 7537 144861