🙋♀️ Questions regarding expense policy and this page, please use the respective channel on Slack:
#moss-support_de for Germany.
#moss-support_nl for Netherlands.
We use Moss to manage personal expenses and reimbursements. It is also how we provide employees with their virtual and physical credit cards for business purposes related purchases.
When filing expenses, please keep track of the following information:
The original receipt - you must have the itemized version, card transaction receipts are not enough. For purchases over 250 Euros (Germany) and over 100 Euros (Netherlands), you must have the VAT of Flink listed.
Verifiable reason for the expense - the purpose of the expense needs to be verified by your manager.
Cost Center: this might be your specific team or a project. If you are unsure, please reach out to finance (see emails below) and they can support you.
Getting an account:
To request access to Moss, please use the Jira request form:
If you need to update your bank information, you can also use the links provided above.
In order to request and use Moss a goflink account is needed.
Moss FAQ:
Moss Help Center (you can find almost all the answers to your questions here)
Moss FAQ
Expense Policy Guidelines Germany
Reimbursements
Food costs reimbursement
To cover food expenses while traveling for business purposes Flink will reimburse you for additional expenses. To receive this reimbursement, if applicable, please make use of the daily per diem allowance. Please find respective per diem amounts in the table below.
If you’ll be provided with meals during your travels and for that reason no cost will occur, the per diem rate for the respective day should be adjusted as follow:
Breakfast provided: -20%
Lunch provided: -40%
Dinner provided: -40%
In case of group meals related to business purposes Flink will also compensate you for the incurred cost. Please ensure to receive your line manager’s approval beforehand and to keep a valid receipt to request reimbursement. We also ask you to provide the business purpose of the group meal and a list of participants, and limit potential tips to max. 10%.
Daily per diem rate
Policy:
Policy applies to business trips only, please make sure your manager who approves your reimbursements also pre approves the business trip
Per diem partial day: EUR 14 for partial days which is the day of travel (covered by tax rules, 2 meals and some hours already make this budget);
Per diem full day: EUR 28 for full days, which is the day without travel
Trips less than 8 hours do not qualify for per diem
Receipt: for tax purposes we need to collect the receipts of your business related costs when claiming per diem. Think of receipts for lunch, breakfast, dinner.
Note: taxi, train, metro subway can be expensed separately under Transport Travel expenses.
🚀 Travel Bookings & Reimbursements via Perk
To ensure efficiency and cost-effectiveness, all travel bookings and reimbursements must be handled through Perk, Flink’s official travel tool. Please plan your travel in advance and avoid unnecessary expenses. For assistance, our Office Management team is available to support you.
The usage of your private vehicle for business-related travel will be compensated by Flink at a rate of €0.30 per km. Please use our expense system’s mileage functionality to request this type of reimbursement. Whenever possible, we kindly ask you to rely on public transport.
If business-related travel requires you to park in a paid parking space, Flink will also reimburse parking costs.
For those using a business account created on behalf of Flink (available only for Regional Managers, City Managers, and Hub Managers), car-sharing costs related to business travel will also be reimbursed.
Business-related expenses for train and cab rides will be reimbursed only if approved by your manager in advance. Please note that flights and hotel costs are not eligible for reimbursement.
When requesting reimbursement, please keep all relevant invoices. Invoices (except for train tickets) must list “Flink SE, Brunnenstr. 19-21, 10119 Berlin” as the invoice recipient.
Other refundable items
Besides the above mentioned items, Flink will reimburse you for following things:
Check-in luggage if staying longer than 3 nights
Gasoline for short term rental cars (Europcar or Sixt) for business related purposes
Please contact Procurement in case you need a short-term rental so that they can take care of booking.
Non-reimbursable items
There are also expenses for which reimbursement is not applicable:
Receipts for individual meals / beverages (except business related group dinners)
Flight upgrades, lost baggage, check-in luggage (if staying less than 3 days), late check-in fees
Travel between home and primary place of work and associated costs
Regular supplies for Hubs and HQ. Please use Procurement (Coupa) or standardized ordering processes instead.
Car sharing (Miles, Sharenow, etc.) with personal details stated on the invoices.
Fines for traffic violation.
Gasoline for privately used cars. Use the above mentioned mileage compensation instead.
Fees for visa or residence permit if it’s not a part of relocation bonus.
Submission, payment & storage of receipts
Please submit your expenses as soon as possible but no later than 4 weeks after the date of the expense occurrence.
We recommend keeping your receipts until your reimbursement has been completed and you have received the reimbursement on your bank account.
Based on the volume, reimbursements will be processed by the Finance team once a week.
In case of questions or doubt regarding the Expense Policy and Procedures you may reach out to [email protected].
General FAQ:
How should my invoice look for reimbursement requests?
Invoice requirements depend on the amount stated on the invoice:
Invoice < 250 €?
In this case it can be either an invoice or a receipt.
The following details must be included:
The full name and full address of the of the entrepreneur (e.g. Rewe, Uber, Miles, DM, etc.) providing the good or service;
The date of issue;
Description of services:
Quantity
Customary description of type of items delivered or the range and type of the services
Gross amount = net amount + applicable tax amount in one sum
For bills subjected to different tax rates (e.g. 7% or 19%)
The gross amounts for the individual tax rates must be stated
Tax rate or reference to the tax exemption (in case a tax exemption applies to the delivery or other service)
⚠️ A recipient is not required. BUT when a wrong recipient (an employee address or a Flink Hub address) is stated on the invoice, input tax can not be claimed. Which means, it will not be accepted as proof of expense and will be denied.
Examples - recipient not required:
In case recipient address is still stated, it should be:
🏠 Flink SE Brunnenstraße 19-21 10119 Berlin
Examples - correct company address:
Invoice > 250 €?
Information to be stated on the document in order for that to be considered as a proper invoice:
Full name and Full address of the supplier (vendor, provider of the good or service – e.g. Facebook, LinkedIn, Amazon, etc.) and the recipient of the service or goods (in this case Flink).
Country, Full address, VAT ID
Germany:
Flink SE
Brunnenstraße 19-21
10119, Berlin
The VAT ID of both, supplier and recipient (for example: DE342065817 – for German companies). The number starts with two letters of the origin Country and followed by numbers and/or letters.
The date of issue. Date on which the invoice was issued.
Invoice Number (could be a sequence of numbers and/or letters. It is unique for each invoice.
The quantity and description of the product or service. As well as the price, total amount and currency.
Delivery date or estimation (e.g. in 30 days). It can also include installation date, if it is the case.
The remuneration for the delivery or other service, as well as any reduction in the remuneration agreed in advance, such as discounts or prepayments.
Applicable tax rate as well as the tax amount or, in the case of a tax exemption (normally transactions within Europe or abroad), an indication that a tax exemption applies to the delivery or other service:
If the service provider is registered in the same country as the Flink entity stated on the invoice, it should show the VAT % and the correspondent amount (e.g. Amazon invoice below):
If the service provider is registered outside of the country of the Flink entity stated on the invoice but within EU, it must indicate that it is tax-exempted (e.g. LinkedIn invoice below):
In case the service provider is registered in a non-EU country, neither VAT % nor amount on the invoice should be shown (e.g. BambooHR invoice below):
*Please note that this example contains the old office address.
Requirements for submitting travel tickets as invoices
Full name and full address of the company performing the transport service. A clear abbreviation is sufficient.
Gross amount = net amount + the applicable tax amount in one sum
Tax rate if the transport service is not subject to the reduced tax rate of 7%
Date of issue
For cross-border passenger transport by air. The ticket must contain a note - “Sales Tax is not levied in accordance with Section 26 (3) UStG”
What should I do if I don't have an invoice and would still like to get a reimbursement for my expense?
Please fill out and submit a form below:
Missing Receipt Policy
Please always make sure to upload a receipt. In case of 5 missing receipts for more than 10 days, your card will be blocked.
Email address Finance DE
Need support with something else?
[email protected] -> General questions or concerns for Flink SE
Expense Policy Guidelines Netherlands
Our goal is to use Moss as little as possible and only file expenses if there is no other option. Preferably all company costs are filed with invoices to Flink BV and paid directly to the supplier with approved PO in Coupa. Further it is our goal to make filing of expenses both easy and compliant with the tax rules for tax deduction.
For certain expenses Moss will still be needed.
Expense Types
In the exceptional cases where company costs are not paid through invoice we can reimburse the employee for costs incurred on behalf of Flink.
Selected employees hold credit cards to ease these payments.
Credit Cards: All credit cards are requested and approved by the General Manager
Responsibility: The employee holding a credit card is responsible for the spend and needs to make sure the card is only used for company related expenses.
Approval Policy
All approvals are done by the team managers, the teams are set up in Moss. Applied to both credit card expenses as well as Reimbursements. Expenses above EUR 100 require an invoice to Flink BV, Vijzelstraat 68, 1017HL Amsterdam, full name and full address of the supplier (vendor, provider of the good or service – e.g. Facebook, LinkedIn, Amazon, etc.) and the recipient of the service or goods (the employee name)
If no invoice is provided no VAT can be deducted;
Company lunch and entertainment such as team drinks are exempted and only need a receipt.
If the supplier requires further details of Flink you can share the VAT number and Chamber of commerce registration number as listed below:
VAT Flink B.V.: NL862263050B01
Chamber of commerce number Flink B.V.: 81901496
Items to approve
The first approver (manager) approves the expense based on:
The expense being in line with the expense policy;
The expense was necessary;
The invoice or receipt matches the expense;
Second approver (Finance) checks if the:
Correct expense category was selected;
Invoice or receipt is attached and matching;
Finance could ask the expense requester to go back to the supplier and request an invoice in the name of Flink BV before approving and reimbursing the expense.
Correct details are filled in [cost code etc]
Correct VAT amount and type is selected
Timeline
Reimbursements: Reimbursement requests with receipts older than 4 weeks will not be accepted.
Credit Card: Please hand in your receipt no later than 48 hours after the trip ended, If you have more than 5 expenses not yet handed in your card will be blocked automatically.
Month end closing: Please make sure all expenses are approved and processed in the first week of the month following the expenses.
Finance needs to timely close the books
Types of Expenses & Policy
In Moss we recognize the following expense categories with their individual policy:
Category | Subcategory (Moss description) |
Entertainment | Team events / entertainment |
Food & Drink | Office food & drinks |
Learning & Development | Learning & development budget |
Travel & Transportation | Hotel |
Travel & Transportation | Transport & Business Trip per diem |
Travel & Transportation | Milage |
Office Supplies | Office supplies |
Office Supplies | Office supplies - Postage |
Hardware and equipment | Hub: Tools / minor equipment / Rider Gear |
Presents | Hub: Gifts for Hubs |
Recruitment | Hub: Recruitment marketing |
Software & Cloud | Hub: Subscriptions / Licence |
Marketing | Marketing: Activations |
Entertainment
Sub category: Team events / entertainment / gifts
Description: to be used for company and team events such as minor team drinks, team celebrations and other team building activities. Also to be used for company wide events.
Policy:
Each hub: EUR 1000,- budget per year;
HQ each team: EUR 50 budget per person per quarter;
Receipt: always attach your receipt.
Food & Drink
Sub category: Office food & drinks
Description:
To be used for company HQ lunch, Wednesday special lunch and Friday breakfast.
Also to be used for coffee, quooker, centrally purchased drinks and snacks, mineral water at the hubs etc.
All the above is categorized as “personeelsvoorzieningen” and need to be tracked with invoices.
Policy:
Please keep the lunch expenses reasonable;
NEW: When filing the reimbursement / credit card expense please include the date of lunch and number of people in the following G-sheet
Receipt: always attach your receipt within 48hrs for credit card expenses.
Learning & Development
Sub category: Learning & development budget
Description: pre approved expenses related to employee L&D budget. Pre-approved by manager and HR
Policy:
Pre-approved by manager and HR in writing (email)
Receipt: always attach your receipt.
Travel
Sub category: Hotel
Description: to be used for reimbursement of Hotel expenses during business trip
Policy:
Pre-approved by manager before booking
Please keep the costs per night reasonable at around EUR 120 max
Receipt: Invoice to Flink BV, Vijzelstraat 68, 1017HL Amsterdam
Sub category: Transport
Description: to be used for transportation costs on business trips and for Per Diem (more below).
Flight, taxi, public transportation;
Not to be used for: transportation with your own vehicle, this is part of milage.
Policy:
Please use public transport as much as possible and when using cabs please share with other Flinkers.
Receipt: always attach your receipt (below EUR 100) or invoice to Flink BV (above EUR 100)
Sub category: Milage
Description: to be used only for hub managers and hub staff for domestic travel done with a private car. In case of travel by public transport please use the transport category. In case of travel in a lease car please reimburse parking fee’s under Transport.
Policy:
Only for Country Ops and Hub Ops teams
Please declare either or reimbursement by kilometer or reimbursement of real incurred expenses public transport.
Reimbursement done with the “delaratie formulier reiskosten”
Update: We reimburse EUR 23ct per kilometer traveled.
Receipt: not applicable
Sub category: Per Diem
Description: For business trip to Berlin employees can now request per diem reimbursements. Flink Netherlands aligns largely with Flink SE policy now when implementing Moss. We had simplified the policy though and the amount of reimbursement is solely based on the extend of your stay
Policy:
Policy applies to business trips only, please make sure your manager who approves your reimbursements also pre approves the business trip
Per diem partial day: EUR 14 for partial days which is the day of travel (covered by tax rules, 2 meals and some hours already make this budget);
Per diem full day: EUR 28 for full days, which is the day without travel
Receipt: for tax purposes we need to collect the receipts of your business related costs (verblijfkosten) when claiming per diem. Think of receipts for lunch breakfast dinner.
Note: taxi, train, metro subway can be expensed separately under Transport Travel expenses.
Please attach your receipts of “verblijfkosten” to the per diem request.
If you’ll be provided with meals during your travels and for that reason no cost will occur, the per diem rate for the respective day should be adjusted as follow:
Breakfast provided: -20%
Lunch provided: -40%
Dinner provided: -40%
In case of group meals related to business purposes Flink will also compensate you for the incurred cost. Please ensure to receive your line manager’s approval beforehand and to keep a valid receipt to request reimbursement. We also ask you to provide the business purpose of the group meal and a list of participants, and limit potential tips to max. 10%.
Miscellaneous Expenses
For the below list of expenses which all relate to company expenses please make sure to:
Have (oral) pre-approval from your manager before expensing;
Receipt: always attach your receipt (below EUR 100) or invoice to Flink BV (above EUR 100).
Category | Moss Description | Expense Description |
Office Supplies | Office supplies | Reimbursements of office non food consumables e.g. printing paper, small hardware etc |
Office Supplies | Office supplies - Postage | Envelope stamps |
Hardware and equipment | Hub: Tools / minor equipment / Rider Gear | Tools & Hardware for Hubs, mostly Amazon |
Presents | Hub: Gifts for Hubs | Rider incentives only |
Recruitment | Hub: Recruitment marketing | Costs associated with recruitment events for hub staff and riders |
Software & Cloud | Hub: Subscriptions / Licence | Software and licenses |
Marketing | Marketing: Activations | Brand marketing costs Online / Offline marketing activities props for events campaign |
Reimbursements-out of pocket expenses
Submission, payment & storage of receipts
Please submit your expenses as soon as possible but no later than 48 hours after the date of the expense occurrence or after travel took place.
We recommend keeping your receipts until your reimbursement has been expensed.
All out of pocket expenses must be approved by the line manager within 48 hours after submission.
The payment for the approved reimbursements will be processed by the Finance team once per week in a payment batch between Wednesday and Friday. If some expenses are not approved before payment took place, the payment will take place a week after.
Additional payments for out of pocket expenses will only take place in case of exceptional circumstances based on urgency.
In case of questions or doubt regarding the Expense Policy and Procedures you may reach out in the #moss-support_nl channel on Slack.
All about Finance (external)
Finance Policy
Expense Policy Guidelines (see above)
How my invoice should look like that I get reimbursed?
Invoice requirements depend on the amount stated on the invoice:
Invoice < 250 € (Germany) / <100 € (Netherlands)? (see above)
Invoice > 250 € (Germany) / > 100 € (Netherlands)? (see above)
Requirements for submitting travel tickets as invoices (see above)
What should I do if I don't have an invoice and still would like to get a reimbursement for my expense?
Please fill out and submit a form below:
Missing Receipt Form EN.pdf (see above)
Fehlender Beleg Formular DE.pdf (see above)
Who should approve my request for reimbursement?
Your Team Manager + in case of reimbursements > 250 € (Germany) / > 100 € (Netherlands) it needs to be additionally approved by Finance.