Expense guidelines

Expense Guidelines

• Please only submit ONE expense report per month.
• Expenses must be submitted MONTHLY by the 15th of M+1.
• The original receipt must be uploaded to all expenses.
• If the expense covers multiple individuals (i.e. business meal), all names, title and company must be captured within the expense.
• Any expense which does not meet the requirements will be returned.
• The reimbursement will occur:
• France: within 15 days by bank transfer
• Other offices: with next salary payment via payroll (on payslip)
• Non-refundable expenses: mini bar, personal expenses (phone, clothes, hygiene products, etc.), tips (execept US) and fines.
• Ubers should be booked within the ARCHIMED Uber Business app. Do not submit your Uber expenses in N2F.

Expense Accounts

*** we use 4 types of expense accounts ***

Trade Fairs

FundsAbort Cost

Office(non-billable)

Portfolio Companies

An expense is billable to a Portfolio Company when you are travelling for the portco (i.e. travelling to board meetings, etc.)

An expense is billable to a fund when you are traveling for a deal or to a target company.

An Office expense is non billable which means that the costs are incurred internally by ARCHIMED.

Any Trade Fair related expense must be allocated to the specific trade fair. If not indentifies in our drop down list, you can select "Other TF".

Account allocation

Proof of purchase

In your N2F expense report, each expense transaction will require the upload of a photo of the invoice/bill/detailed receipt as proof of purchase. This is a French Accounting law requirement; no expense can be processed/reimbursed without it.

Card receipts or screen grabs of your bank statement ARE NOT ACCEPTED.

An acceptable receipt includes:

• Vendor name
• Details of the purchase
• TAX/VAT/TVA breakdown
• Date of purchase
• Amount