Add comprehensive documentation for key organizational aspects
- Introduced "Pension Scheme & Benefits" detailing secondary employment benefits and pension specifics. - Created "Roles & Accountabilities" outlining the Holacracy role structure and responsibilities within Respellion. - Added "Security" section covering GDPR compliance and workplace safety protocols. - Established "Spending and Contracting" policy detailing expense categories and submission processes. - Documented "Who We Are" to define Respellion's identity, services, and operational model under Holacracy and ISO 9001.
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RaymondVerhoef
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knowledge-base/spending-and-contracting.md
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knowledge-base/spending-and-contracting.md
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---
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title: Spending and Contracting
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category: Spending and contracting
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source_files:
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- docs/Spending and contracting/spending-purchasing.md
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summary: >
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The spending and purchasing policy: principles, basic rules, expense categories
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(travel, professional development, equipment, team events/food & drinks), and
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the submission process via NMBRS — within Dutch WKR tax rules.
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tags:
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- spending
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- purchasing
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- expenses
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- reimbursement
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- nmbrs
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- wkr
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- travel-allowance
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- professional-development
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- equipment
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related_topics:
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- day-to-day.md # travel-time policy (time vs km allowance)
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- learning-personal-development.md # conferences/courses being expensed
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- pension-scheme-and-benefits.md # allowances as benefits
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- security.md # 1Password for shared subscription accounts
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key_facts:
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travel_km_allowance: EUR 0.23 per kilometer (commuting and business travel)
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expense_submission_deadline_days: 30
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expense_tool: NMBRS
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laptop_bag_max: EUR 100
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finance_contact: finance@respellion.com
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ai_context: >
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"WKR" = Werkkostenregeling, the Dutch work-related costs tax scheme that
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constrains what can be reimbursed (notably why personal food/drinks are not
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reimbursable and team events should relate to customer activities). The
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EUR 0.23/km here is the same travel allowance summarized in the benefits
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overview (pension-scheme-and-benefits.md); it is distinct from travel-TIME
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compensation in day-to-day.md. Expenses go through NMBRS; structured spending
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requests (subscriptions, software, conferences, peripherals) go through a
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spending form on SharePoint.
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---
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# Spending and Contracting
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## Spending and Purchasing
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### General Principles
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The goal of our spending and purchasing policy is to enable roles to be fully accountable for the work they do, including spending.
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We trust our team members to make sensible decisions about company expenses. This policy provides guidelines to ensure clarity and compliance with Dutch tax regulations. For our employees, we have more details available about the Dutch tax regulations and the werkkostenregeling (WKR) in our Werkkostenregeling (WKR) document.
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### Basic Rules
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1. Spend company money as if it were your own.
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2. Recurring items are monitored.
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3. Submit expenses within 30 days.
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4. Always upload clear photos of original receipts in [NMBRS](https://www.nmbrs.com/nl/inloggen).
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5. Choose the right "Type/Soort" and the right "Description/Beschrijving".
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### Request for asset expenses
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For some of the assets we have in our company, we want a registration to ensure validity and to prevent unnecessary subscriptions that lead to high costs. The administration for these assets is available: Books and Subscriptions.
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### Expense Categories
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The following expenses are suitable for expense declarations. The information within brackets is necessary in [NMBRS](https://www.nmbrs.com/nl/inloggen) for correct administration of the costs.
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**Travel**
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- Public transport: fully reimbursed for business travel via NS business card.
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- Car, motorcycle, bicycle: **EUR 0.23 per kilometer** for commuting and/or business travel. [Include address of the commute departure and arrival per date.]
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- Parking costs for customer business meeting. [Description: Klantnaam]
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**Professional Development**
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- Books: you can buy books that are useful for your professional development. These books remain the property of Respellion. Physical books are stored at the office and digital books are available via the Respellion library. Please check if a book or subscription has already been purchased — we keep an administration in SharePoint. [Description: Zakelijke literatuur]
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- Digital platforms with a subscription can be requested via the spending form on SharePoint. When approved, you can purchase the subscription and it will be registered in SharePoint. If possible, use a general account (through 1Password) to share with colleagues. We will check this list with you during the year to see if subscriptions are still relevant. [Description: Zakelijk abonnement]
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- Conferences, seminars and such can be requested via the spending form on SharePoint. [Description: Conferenties, cursussen]
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- Software licenses can be requested via the spending form on SharePoint. [Description: no additional comment on receipt]
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- Exam costs for work-related certifications can be requested via the spending form on SharePoint. [Description: no additional comment on receipt]
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**Equipment**
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- Laptop (company provided).
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- Laptop bag if necessary, with a maximum of **EUR 100**. [Description: no additional comment]
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- Peripherals (webcam, mouse, etc.) can be requested via the spending form on SharePoint. [Description: no additional comment]
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**Team events, food & drinks**
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- We want you to feel comfortable to organise informal gatherings with colleagues. You are allowed to spend a reasonable amount of money on food and drinks during these gatherings. It is important that these gatherings have a relation with customer activities if possible, because of WKR regulations. [Description: topic of the event and with customer name]
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- Because of WKR regulations, it is not allowed to expense personal food and drinks.
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- Personal food and drinks are not reimbursed. Coffee and tea is available in the office and we keep a stocked refrigerator (when empty, contact the workplace facilitator).
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- Costs for food and drinks during non-regular customer meetings are reimbursed. [Description: topic of the event and with customer name]
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- Costs for food and drinks as a result of overtime are reimbursed. [Description: Overwerk]
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### Submission Process
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1. Use our expense app ([NMBRS](https://www.nmbrs.com/nl/inloggen)).
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2. Upload clear receipt photos.
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3. Add a clear description as described in this policy.
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4. Submit within 30 days.
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5. Reimbursement with next salary payment.
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### Questions?
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Contact finance@respellion.com for any questions about this policy.
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## Related Topics
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- [Day to Day → Travel Time Policy](day-to-day.md) — travel-TIME compensation (1.5-hour threshold), distinct from the EUR 0.23/km allowance above.
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- [Learning & Personal Development](learning-personal-development.md) — conference and course attendance that is requested/expensed here.
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- [Pension Scheme & Benefits](pension-scheme-and-benefits.md) — travel, phone, and other allowances listed as benefits.
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- [Security](security.md) — secure handling of shared subscription credentials via 1Password.
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