For questions regarding this policy, please contact Finance via Slack: #moss-support_nl

Flink uses Moss to manage:

• Personal expenses
• Reimbursements (out-of-pocket expenses)
• Virtual and physical business credit cards

A reimbursement refers to expenses paid by employees on behalf of Flink that must be paid back.

Whenever possible, company expenses should not be paid personally by employees.

Instead:

• Suppliers should send invoices directly to Flink B.V.
• Purchases should preferably be handled through approved purchasing channels

Expenses should only be submitted through Moss when no other option exists.

Our goal is to ensure expenses are:

• Easy to submit
• Compliant with tax regulations
• Properly documented for accounting purposes

When filing an expense in Moss, always include the following:

You must provide the original itemized receipt.

Card transaction receipts alone are not sufficient.

For expenses above €100 in the Netherlands, an invoice must be issued to Flink B.V.

Invoice details:

Flink B.V.
Vijzelstraat 68
1017HL Amsterdam
The Netherlands

The invoice must include:

• Full supplier name and address
• Flink B.V. as the recipient
• Employee name (if applicable)
• VAT details

If no invoice is provided, VAT cannot be deducted.

Company information, if requested by the supplier:

VAT number: NL862263050B01
Chamber of Commerce: 81901496

You must clearly describe:

• The business reason for the expense
• Which activity or team does it relate to

Your manager must be able to verify the necessity of the expense.

Expenses must be assigned to the correct cost center or project.

If you are unsure, contact Finance for support.

To request access to Moss, you must have a @goflink email account.

Use the internal Jira request forms:

• Germany request form
• Netherlands request form

These forms can also be used to update bank information.

Helpful resources:

• Moss Help Center
• Moss FAQ
• Moss Help Center (English)

Some employees receive Moss corporate credit cards.

Credit cards must be requested and approved by the General Manager.

The cardholder is responsible for ensuring the card is used only for business-related expenses.

All credit card expenses must:

• Follow the same policy rules
• Be supported with receipts
• Be submitted in Moss

All expenses require approval.

You must obtain oral or written approval from your manager before making the expense.

The manager checks:

• The expense follows company policy
• The expense was necessary
• The receipt or invoice matches the expense

Finance verifies:

• Correct expense category was selected
• Receipt or invoice is attached
• Reimbursement amount matches documentation
• Correct VAT category is selected

Finance may ask the employee to request a corrected invoice from the supplier.

Below are the main categories used in Moss.

Used for:

• Team events
• Team drinks
• Team celebrations
• Team building activities

Policy:

• Hub budget: €1,000 per year
• Receipt must always be attached
• Receipt must include VAT information

Used for:

• Business lunches with customers
• Supplier meetings

Policy:

• Limited use only
• Receipt required

Used for:

• Office lunches
• Friday breakfast
• Coffee and drinks
• Hub snacks and refreshments

Policy:

• Keep expenses reasonable
• Include the date of lunch and the number of attendees in the designated Google Sheet
• Receipt must be submitted within 48 hours for credit card expenses

Used for employee development activities.

Policy:

• Must be pre-approved by manager and HR
• Use cost center 421 – Educational budget
• Receipt required

Used for hotel accommodation during business travel.

Policy:

• Must be pre-approved by manager
• Recommended maximum €120 per night
• Invoice must be issued to Flink B.V.

Used for:

• Flights
• Public transportation
• Taxi

Policy:

• Use public transport whenever possible
• Share taxis with colleagues when possible
• Attach receipt or invoice

Do not use this category for travel with a private car.

Used only for Hub Managers and Hub Staff traveling domestically using their own car.

Policy:

• Reimbursement rate: €0.23 per kilometer
• Must use the travel reimbursement declaration form

Important:

Flink does not reimburse parking costs.

Applies to certain business trips (e.g. Berlin travel).

Policy:

• Must be pre-approved by the manager
• Partial travel day: €14
• Full day: €28

Receipts for business-related meals (verblijfkosten) must still be attached.

Transport costs (train, taxi, etc.) should be submitted separately under Travel – Transport.

Expenses must be submitted:

• Within 48 hours after the expense occurred or after travel took place

Reimbursement requests with receipts older than 4 weeks will not be accepted.

Finance closes the books monthly.

All expenses must be approved and processed before the first week of the following month.

Approved reimbursements are paid:

• Once per week
• Payment batches occur between Wednesday and Friday

If an expense is not approved before the weekly batch, payment will occur the following week.

Employees should keep receipts until the reimbursement has been successfully processed.

• Always obtain manager approval before making expenses
• Always attach a receipt or invoice
• Select the correct expense category
• Do not submit expenses on behalf of coworkers