Guiding Principles

We operate in a culture of trust and respect. We are all shareholders, and we expect all of our employees to be thoughtful and act in Hiro’s best interest when making purchases.

• All reimbursable expenses submitted through Expensify must be processed within 30 days. Please reach out to finance if you do not have access.
• Please Note: IRS guidelines state that reimbursements not made within 60 days of incurring the expense will be treated as additional compensation and subject to all payroll withholdings.
• Approvals for all reimbursable expenses will be obtained from your direct manager.
• All business travel should have a valid, documented reason and needs to be approved by your manager prior to booking travel. If teleconferencing is a reasonable alternative it should be utilized.

Expensify

Click here to join our Expensify group, download the app, where you can easily upload photos of hardcopy receipts. You can also email digital receipts to [email protected] using your company email address. Full Expensify Guidelines here.

Reimbursements

Please note: Each employee is responsible for reading, understanding and complying with this policy. If you have further questions, please reach out to finance with them

• Reimbursement of expenses is based on documentation of actual expenses supported by itemized receipts where required.
• Employees are responsible for processing and submitting all expenses for reimbursement through Expensify and obtaining approval via Expensify from their manager prior to submitting approved-only expenses to account for final review and processing.
• Receipts are required for all expense reimbursements. Any documentation deemed insufficient by Finance will not be eligible for reimbursement.
• Reimbursements will be received through an ACH sent from Expensify, a U.S bank is required to be linked for Expensify to send reimbursements. All international employees will get a wire transfer into their bank account.

Expense Reimbursement Timeline

As mentioned above expenses must be filed no later than 30 days after incurring the expense. All expense reports should be forwarded to your manager for approval. Once your expense information is submitted, the approver will review and then reimburse if all requirements have been met. We run payments once per month.

Incurring Charges on Corporate Card

• Corporate cards should ideally be used for all business expenses
• For using the corporate card for booking travel please obtain necessary approvals from your manager prior to booking.
• After using the corporate card please ‘submit’ the expense through the phone app by filling in all the required fields and attaching a photo of the expense receipt along.