The Automata Expense Policy is provided as a guide to all team members to ensure that we act in the best interest of our company at all times. The purpose of this policy is to:
• Guide allowable reimbursable expenses
• Ensure the best utilisation of our team member’s time
• Drive transparency across all business-related spend
• Prevent violations of applicable anti-bribery and corruption laws
All expenses need to be accounted for in Spendesk:
How To Submit Your Expenses
Food & Drink - non travel
This includes food and drink expenses incurred during day & night travel to customer sites
| What |
What you can claim |
Who |
How often |
| Occasional entertainment during 1to1s with your line manager (e.g coffees) |
$8 |
Per person |
Per meeting |
| Out-of-hours* food, working late |
$20 |
Per person |
Per day |
| Out-of-hours* food - weekend |
$20 |
Per person |
Per day |
| Meals with clients/partners, onsite |
$20 |
Per person |
Per meeting |
| Meals with clients/partners, restaurant |
$65 |
Per person |
Per meeting |
Out of hours
You might occasionally find yourself working late or on a weekend. If this happens we don’t want you to go hungry. Definition of Out of Hours:
- If your 8-hour working day ends up extending past 9:00pm
- If you’re working at the weekends for more than 4 consecutive hours, you can expense food deliveries
- Meals should be adequate but not excessive
- All sustenance claims must include the names and companies of all attendees, including those who work at Automata and type of business trip
- When travelling with other team members, in order to avoid duplication, it’s preferable that only one employee pays the full cost of the bill.
- Alcohol expense claims are limited to 1 drink with your evening meal unless entertaining a client or otherwise agreed with a member of the Leadership Team
- Note that phone screenshots are not accepted, you will need to upload the order confirmation email/invoice
- When travelling abroad for work, the above budget should be taken as a benchmark and adjusted by the country’s average meal price
- Any amount spent over the allowance, that has not had pre-approval, will be required to be reimbursed to the Company within 7 days of the expenses occurring.
Please contact a member of the Finance Team for details on how to reimburse these amounts
- You cannot expense room service charges, fines or tickets - see exclusions section in Business Travel
Staff Office Events