Payments for and by Team Members

This section defines how Iguality manages and reimburses payments made by team members during their work for the organization.

Domein

This policy applies to all payments made by team members on behalf of Iguality, including but not limited to:

• Event-related costs: meals, travel, materials, or other small expenses incurred during Iguality-organized events.
• Trip-related costs: expenses during work trips, exchanges, or international mobility (e.g. Erasmus+ or partnership visits).
• Activity-related costs: small purchases for Iguality activities, such as office materials, sports items, or refreshments.

Trip Coverage

When traveling for Iguality, the following costs are covered, provided they are reasonable and directly related to the purpose of the trip.

Travel:
Travel costs are covered in full, prioritizing sustainable transport options (e.g. train or bus). Flights may be covered only if there is no reasonable alternative.

Accommodation:
Accommodation must be basic but comfortable, ensuring a single room with at least a single bed. The selected accommodation should have a minimum average rating of 7.5 on reputable booking platforms.

• Whenever possible, Iguality aims to book accommodation with a kitchen, allowing meals to be prepared on-site. In this case, supermarket expenses of up to 20 EUR per day are covered for breakfast, lunch, and dinner.
• If no kitchen is available, a daily allowance of 35 EUR is provided for meals. This allowance may be adjusted for destinations with a higher cost of living.

Insurance:
When traveling outside the EU, appropriate travel and health insurance must be arranged and will be covered by Iguality. For travel within the EUde European Health Insurance Card (EHIC) is considered sufficient.

Travel at location:
At the destination, the cheapest reasonable transport options should be used, such as public transport or shared mobility options (e.g. bike-sharing, metro, or local buses). All transport methods used for relevant work-related activities are covered.

Payment Methods

Iguality Credit Card:
De Iguality credit card may be configured on the phone of one team member during the trip to enable direct payments from Iguality’s account. This minimizes the need for reimbursements and simplifies accounting.

Proof of Payment and Documentation:
For every payment, two documents must be submitted:

1. Proof of payment (e.g. from the payment terminal or bank app)
2. Ticket or invoice showing the expense details

Both documents must be uploaded using this form hier.

Reimbursements for Personal Payments:
If a team member pays from their personal card or cash, the same upload form must be used. The form allows the team member to mark the expense for reimbursement, which will be processed once the documents are verified.