Updated June 17, 2024 [formerly “T&E policy”]
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💰 We’ve developed some travel and expense policies to help you make good decisions
where you do need to spend some of Hex’s money to help accomplish your business objectives. This document offers guidance and requirements for all employees.
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Outline of Contents
Guiding Principles
- Thoughtfulness: We are building something big, but are still a small money-burning startup, so we need to be thoughtful and efficient as we spend our limited funding.
- Flexibility w/ Reason: This expense policy is designed to be flexible and enable team members to get things done with minimal additional friction. All expenses must be reasonable, where we take reasonable time to prioritize cost-efficiency, not extravagance or luxury.
- Good Intentions: We assume everyone is operating from high integrity and good intent, and created this document to avoid confusion, frustration, mistakes, and moral hazard. We also want to make sure we’re compliant with audit and tax requirements.
- WWBD (”What would Barry do?”): There will always be edge cases and moments for judgement calls that aren’t precisely covered here. In any case, we ask that you act like business owners! ****If you’re not sure about something, ask your B-team Leader, manager or someone on Finance before the charge is incurred. And if all else fails, think to yourself, “could I look Barry in the eyes and justify why this was necessary for Hex?” If not, you might want to take a beat!
- Pre-Approve Exceptions: Any exceptions must be pre-approved by Finance in writing. ****If you go out on a limb on something that’s later denied, Hex will not be responsible.
Expense submission and approval
You can either put spend on your personal card and submit a reimbursement, or request a Ramp company card using the website or /ramp command in Slack after confirming with your manager that you are eligible.
- Documentation: Expense reports should have clear, itemized documentation, including method of payment, vendor name, people present, date of purchase, description of items purchased, including gratuity and amount. Credit card receipts without the itemized bill will not be accepted.
- Timeline: To avoid reimbursement delays or complications, please submit all eligible reimbursement requests and supporting documentation within 90 calendar days of being incurred. You will be responsible for any delinquent charges incurred due to delays.
- Approval: Expenses are generally reviewed and approved by your manager and/or someone in Finance. Reimbursement is generally processed within 15 business days after the expense report is submitted and approved.
Travel
We’re generally supportive of folks traveling to see each other and customers based on the guidance below, but ask that it’s done with thoughtfulness and integrity.
Flights
Cars