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 that it is 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)

We also allow the creation of virtual cards through our banking application - expenses are different because they engage your personal means.

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

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 Meilisearch reimburses:

🍔 Meals:

• When you are traveling for work, Meilisearch can reimburse you for breakfast and dinner.
  • 🇫🇷 France: 20€ per meal.
  • 🌍 International: depending on the country you are visiting, please agree with your manager beforehand.

⛺️ Accommodation and transportation:

• All flights, train tickets and hotel reservations should be made through Okarito (Swile Travel). Please ask your manager for an account.

• In the exceptional case of a reservation made using your personal means:

  • 🇫🇷 France: Meilisearch reimburses up to 180€ per night.
  • 🌍 International: depending on the country you are visiting, please agree with your manager beforehand.

🏘️ 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)

💻 Equipment:

• Our processes are made to limit expenses for equipment:
  • When possible, computers are directly purchased through Apple by someone from the company, and delivered to your home address. If this isn't possoible, other options will be considered: creating a company virtual card, or in the worst case scenario purchasing the computer yourself and expensing it.
  • We partner with Fleex (opens new window) for most countries in Europe to offer an equipment catalog for teleworkers. Someone from the Ops team will set this up for you. If the catalog is available in your country, you will be able to rent equipment from them. If the catalog isn't available, please list what you feel you need and discuss with your manager before purchasing. The type of item you can expense will be aligned with the catalog from Fleex.

👀 Anything else: case by case basis, please consult your manager.

At what time are the expenses reimbursed?

Reimbursements are made with each monthly payroll. They will be reimbursed with your salary or contractor invoice.

How to ask for reimbursement?

For expenses please only 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.