Expense Policy

The expense policy exists so that people can spend small amounts of company money on the right things without asking permission every time. The numbers here are the limits below which no approval is required; above them, ask first.

What's reimbursable

• Travel. Trains, flights (economy by default; premium economy on flights over six hours), taxis where transit is impractical, hotel rooms at a reasonable standard.
• Meals while travelling. Up to €45 per person per meal, including reasonable drinks. Group meals follow the same per-head limit.
• Coworking and meeting space. Day passes and short-term meeting rooms when working away from a company office.
• Software for work. Tools you genuinely need to do your job that we haven't centrally procured. File the purchase under your team's software budget.
• Books and learning materials. Up to €200 per quarter, no approval needed.
• Home office equipment. Within your team's home-office allowance; check with your manager.

What's not reimbursable

• Alcohol bought separately from a meal (a glass of wine with dinner is fine; a bottle to take home is not).
• Personal travel attached to a business trip — split the receipts and only expense the business portion.
• Memberships to airline lounges, unless travelling more than twelve times per year.
• Gifts to clients or partners over €50 without prior approval.
• Anything for personal entertainment.

How to submit

Submit expenses within thirty days of the spend, via the finance portal. Each claim needs: a receipt (a photo is fine), the business purpose in one sentence, the project or cost centre to charge, and — for meals with others — the attendee list.

Claims submitted by the 5th of the month are paid in that month's payroll. Anything after the 5th rolls to the next cycle.

Foreign currency

Settle in DKK or EUR where possible. For other currencies, convert at the rate on the receipt date using the rate the card provider applied. If you paid cash, use the published ECB reference rate from that date. Don't make up exchange rates.

For Danish-specific tax-deductible items (per diem on business travel within DK), use the current Skat satser — referenced in the source list above and reviewed twice a year.

Approvals above the limit

If you need to spend above a category limit — for example a flight upgrade for a long-haul red-eye, or a client dinner that will exceed the per-head cap — get manager approval in writing before the spend, not after. "I'll just expense it" is not approval.

Owned by

Head of Finance. Audited by the Master skill on a 180-day cadence; the meal limit was last adjusted in May 2026.