Expense policy

Expense characteristics

As a team member, you may have to spend your personal money for professional reasons. You can ask Meili to reimburse this amount, under the condition it was engaged in the interest of your work activity. E.g.:

• Professional travel expenses (hotels, restaurants, transportation),
• Material purchases,
• Individual training needs (online courses, books...),
• Coworking venues (see Coworking)
• Sports program if you don’t have a Gymlib account (see Sports and well-being)

Expenses can be paper or digital. No reimbursement will be accepted without a valid paper or digital justification.

Expenses are different from Spendesk. For more details, check Spendesk guide (opens new window).

An expense is valid if it indicates the following information:

👉 The date of purchase

👉 The type of expense (a meal? an internet subscription?)

👉 Pre-tax price + amount of VAT (Value Added Tax)

👉 The total price (taxes included)

👉 Information of the merchant: name of the company (at a minimum)

It cannot be a credit card receipt.

• Example of what a valid expense should look like

  

  

⚠️ It's important to fill in the correct invoicing information:
Meili SAS
52 boulevard de Sébastopol
75003 Paris, France
VAT: FR88844156364

What does Meili reimburse?

This guide evolves regularly, so there might be more details and changes in the future. At the moment, here is what Meili reimburses:

🍔 Meals:

• When you are traveling for work and pay for meals (breakfast and dinner, as there is already a lunch allowance in place)
  • 🇫🇷 France → Meili reimburses up to 20€ per meal when you are in France.
  • 🌍 International → we haven’t had the case yet, and it might depend on the country you are visiting. If there are no details here, please discuss this with your manager before traveling!

⛺️ Accommodation:

Normally reservations should be handled by our Employee Experience Manager, but just in case:

• If you need to make a hotel reservation for work,
  • 🇫🇷 France → Meili reimburses up to 150€ per night.
  • 🌍 International → we haven’t had the case yet, and it might depend on the country you are visiting. If there are no details here, please discuss this with your manager before traveling!

🏘️ Coworkings:

• Up to 500 EUR each month for coworking venues (see Coworking for more information)

🧗🏽 Sports:

• Up to 60 EUR each month if you don’t have a Gymlib membership (see Sports and well-being for more information)

👀 Anything else:

For now there are no other rules, everything else will be dealt with on a case by case basis. This doesn’t mean we’re not open to other expenses, but if possible please check with your manager or the HR team before making a purchase.

At what time are the expenses reimbursed?

Reimbursements are made with each monthly payroll. They will be reimbursed with your salary or contractor invoice. If you have a French contract, they will show on your payslip.

How to ask for reimbursement?

To make it easier for your HR team to keep track and to insure administrative compliance, please use Payfit (French contracts) or Oyster HR (International contracts).

Who validates expenses?

For both Payfit and Oyster HR users, your approver is your manager. If they are absent or unable to validate, please contact the People team.