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Expenses

Background Info

Employee expenses must always be documented with a receipt and a business context.
The handling depends on whether you paid the expense privately or with a Revolut credit card from Christoph or Jules.

Process Details

  • Owner: Employee
  • Participants:
    • payroll-manager (for expenses privately paid)
    • revolut card holder (for expenses paid with a company credit card)
  • Frequency: within 3 business days from the expense
  • Trigger: an employee incurs a business expense
  • Output: the receipt is sent to the correct mailbox with enough information for booking and reconciliation

Process

Case 1: Expense Paid Privately

Example: Corina has a consulting with #teli and pays for the train ticket with her private easy ride.

  1. Collect the receipt for the expense.

  2. Send the receipt to the shared mailbox of your entity:

    • expenses-zh@powerpartners.pro
    • expenses-wf@powerpartners.pro

  3. In the email, describe what the expense was for.

  4. Add the related Planio ticket number as a reference.

The expense will be re-imbursed with the next salary run.

Case 2: Expense Paid with a Revolut Credit Card

Example: Aline has a virtual revolut card for marketing expenses. The card is in the name of Christoph, over Power Partners AG Revolut business account.

  1. Collect the receipt for the card transaction.

  2. Send the receipt to receipts-zh@powerpartners.pro.

  3. In the email, describe what the expense was for.

  4. Add the related Planio ticket number as a reference.

Note

The Revolut account belongs to Power Partners AG. That's why all receipts go to zh.

Checklist

  • The receipt is available and legible.
  • The receipt was sent to the correct mailbox.
  • The email explains what the expense was for.
  • The related Planio ticket number is included.