Expenses

Where to file expenses

Helixiora does not currently use one universal expense portal.

• If your setup runs through Deel, submit expenses there.
• Otherwise, use the email route that matches your contract form.
• If you are unsure which route applies to you, ask the People lead (Robin) before submitting.

For system ownership and routing, see Tools & Support.

Each claim should include:

• The itemized receipt
• The date of purchase
• The expense category
• A short business reason
• The relevant project or cost center, if applicable

What can be claimed

When in doubt, ask before spending rather than after.

How to submit an expense

1. Use Deel or the email route that matches your contract form.
2. Upload or attach the receipt within 10 calendar days.
3. Choose the right category.
4. Add the business reason in one sentence.
5. Make sure the People lead or Technology lead is aware in advance if the cost is unusual, travel-related, or over EUR 200.

Reimbursement timing follows the normal payment cycle for your employment or contract setup.

Card payments and out-of-pocket costs

If the company issues a payment card, every transaction still needs a receipt and category in the expense route you use. Card usage removes the reimbursement step, but not the documentation requirement.

For out-of-pocket spending:

• Keep the original receipt.
• Submit the claim promptly.
• Use the correct VAT amount if your finance process requires it.

What slows reimbursement down

Most delays happen for predictable reasons:

• Missing receipts
• Vague descriptions like meeting or travel
• Wrong category selection
• No prior discussion for larger or unusual spend

Fast reimbursement depends on clean submissions, not finance chasing missing details.

Related pages

• Compensation & Benefits
• Travel & Helixiora Connect
• Tools & Support