The Automata Expense Policy serves as a reference guide to help employees remain compliant with SOX requirements when using company-issued credit cards or submitting reimbursement requests. All expenses will be reviewed for compliance and must receive approval. Additional action may be required for items deemed non-compliant. For instance, expenses submitted without receipts or outside a reasonable timeframe may not be approved.

The following best practices are to ensure all team members act in the best interest of our company at all times. This policy will outline:

• Reimbursable expenses
• Drive transparency across all business-related spend
• Prevent violations of applicable anti-bribery and corruption laws

Submitting your expenses:

The approved platforms for a company supplied credit card is Spendesk, and for those who may need to submit reimbursement, Expensify. All expenses are to be submitted for review or approval either in Spendesk or Expensify.

For those who require a company credit card, you will receive an invitation in your company email from Spendesk. If you ever need to submit an expense for reimbursement, please reach out to the finance team and request access to Expensify.

When submitting an expense, Employees are required to update the correct account coding and attach corresponding documentation (i.e. receipts/invoices, approval email/supporting documentation) within 30 calendar days of the receipt/charge.

Adhere to the below best practices in order to ensure there are no delays/disruptions/denials:

• Submit the expense with the month it’s incurred. You MUST comply with the cut off date for expense submission or we will not be able to process the expense.
• You MUST also complete the NOTE section, stating the reason for the expense. For any food or beverage expenses/meals, list everyone in attendance indicating if there are any clients.
• Ensure each expense has a receipt attached. The receipt should be legible and have receipt has all relevant details (i.e date/time, vendor name, product type/details, total spend, etc.).
  • When uploading the receipt it should be an picture or PDF. (If not attaching daily on the platform, then good houskeeping is at least weekly so it doesn’t disrupt your ability to utilize your company card.)

Expenses will be reimbursed each month following approval by the Finance Team.

The Finance Team will review expense reports and if there is no further action required from you, process them. Any reimbursable expenses, will be processed via your preferred payroll method (direct deposit or check) on __ of the month approved.

If there are delayed submission, missing/incomplete items, or any other employee related impacts then your reimbursement will be impacted and/or your company card may be suspended or deactivated until all relevant reports have been processed.

🪁 Personal or Unapproved Expenses

In the event of either scenario outlined below, Finance will work with the appropriate party to ensure the company is reimbursed within the required timeframe.

• For any unapproved spend, the employee will need to reimburse the company.
• If you use Spendesk for a personal expense, please notify the Finance Team immediately. The next step is reimbursing the Company for the full amount within 7 working days.