Expense Reimbursement

Purpose

Define what expenses can be reimbursed and how to submit them for payment.

Scope

All Dreamshot employees incurring business-related expenses.

Policy

Reimbursable Expenses

Category	Examples	Approval Needed
Travel	Flights, trains, hotels for business trips	Pre-approval required
Software	Tools needed for your role	Under €50: No / Over €50: Yes
Equipment	Keyboard, monitor, headphones	Pre-approval required
Training	Courses, conferences	Pre-approval required
Meals	Client meetings, team events	Pre-approval required

Non-Reimbursable Expenses

• Personal travel or entertainment
• Fines or penalties
• Home office furniture (unless pre-approved)
• Expenses without valid receipts

Approval Thresholds

Amount	Approver
Under €100	Your manager
€100 - €500	Your manager
Over €500	CEO

Receipt Requirements

All expense claims must include:

• Original receipt or invoice
• Date of purchase
• Vendor name
• Itemized breakdown
• Business purpose

How to Submit Expenses

1. Go to Expenses in Odoo
2. Click New Expense
3. Fill in:
   • Description: What was the expense for (e.g., "Cloud hosting — March 2026")
   • Amount: Total in EUR
   • Date: Date of purchase
4. Attach the receipt: Click the paperclip icon and upload a photo or PDF of the receipt
5. Click Submit — your manager will review and approve
6. Approved expenses are paid in the next payroll cycle

Always attach the receipt

Expense claims without a valid receipt cannot be approved. Take a photo of the receipt on the spot — don't wait.

Questions

Contact your manager or the finance team in Slack.