# Expenses

## Purpose

GoodBot recognizes that employees and contractors may incur business costs, such as travel and phone charges, in the course of employment.

**Scope**

This Policy applies to all employees of GoodBot, which includes, but is not limited to employees and volunteers.

## Policy

All business costs directly related to supporting GoodBot’s objectives and is required as part of your position’s responsibilities, will be covered as business expenses.

Expected expenses should be communicated to and approved by your manager and/or Project Manager or the Chief Executive Officer prior to the expense being incurred. Under various grant requirements, you may be expected to document 3 quotes prior to incurring the expense. Please confirm with your manager if and when you are required to do so. Once approved, receipt of the expense must be retained and submitted with the signed expense form to Accounting. Unapproved expenses should be avoided at all costs. Reasonable and in good faith judgement should be used before incurring any other expenses without prior approval by following all considerations within this policy.

Members with Company Credit Cards and/ or responsible for making spending decisions for a project should familiarize themselves with the eligible costs for that project. This means that if you plan on billing an expense to a project, check with the Project Manager to make sure it has been budgeted for and is an eligible expense.

Members are expected to ensure, in good faith, that all expenses are minimized where possible and proper coverage is used where expenses may incur additional cost due to liability, such as a rental vehicle accident insurance and missed flights. In situations where liability cannot be covered adequately such as using a car share, alternative options such as a taxi should be taken.

GoodBot reserves the right to deny an expense request that has not been approved, has not been deemed as a directly related business cost related to GoodBot, is not a required responsibility of the position, where additional expense has been incurred due to fault of the team member, or does not have proper receipt documentation.
