Expense Reimbursement Guidelines for Netherlands employees

1. Documentation Requirements

The required documentation depends on the method of payment used for the transaction.

• Company Card Transactions: For all expenses paid via a company card, employees must provide:

  1. The original receipt issued by the vendor.

  2. Proof of payment, such as a bank or credit card statement.

• Cash Payments: Only the original receipt is required.

Note: Regardless of the expense category, if a company card is used, both the receipt and proof of payment are mandatory.

2.  Invoice Receipts Requirements

To remain compliant with local tax laws, any invoice issued for an expense must be addressed to either:

• The local team’s entity OR

• The employee’s registered address in Germany.

Important: Invoices addressed to third parties (e.g., RemoFirst or other client entities) cannot be processed compliantly and may result in the reimbursement becoming a taxable benefit for the employee.

3. Timeline for Submission and Approval

To ensure payroll deadlines are met and financial records remain compliant, please observe the following cut-offs:

• Deadline: All expenses must be submitted and fully approved on the RemoFirst platform before the third business day of the month.

• Scope: This timeline is strictly enforced for all employees residing in Germany.

Resources

• Process of Expense Submission and Reimbursement

• How to add expenses

• How to add and approve expenses