Refund Guidelines

This document specifies the general principles for the correct management of company expenses with regard to travel, board, lodging, various reimbursements and their reporting directly on our platform, keeping in mind that reimbursements are due if they relate to business travel or expenses paid in advance on behalf of the company and, above all, if they are in line with this policy and approved by the manager and AFC.

The aim is to improve the overall control of expense management and to increase awareness of the values required to achieve this.

The company reserves the right to review and modify this policy at any time to adjust to changes in market prices or business needs.

**Make reservations accurately and timely **

• When making a choice, take into account the costs of alternatives and then choose the cheapest one, respecting any constraints such as time or goals.
• Whenever possible, we recommend booking flights, trains, and accommodations well in advance, or at least far enough in advance to take advantage of the cheapest fares (e.g., same-day round trip).
• Changes and modifications to reservations after purchase should be avoided as far as possible. Changes made in error after purchase are the responsibility of the employee/collaborator, unless the change is due to justified reasons beyond the control of the employee/collaborator (e.g., change of meeting time/date by the client).

Refunds: how to get a refund

All refunds will be made only against receipts for own expenses.

Expenses for meals, lodging, travel, and non-scheduled transportation MUST BE MADE EXCLUSIVELY by bank or postal deposit or by credit and prepaid cards, bank and bank drafts, or by other traceable payment systems in order to obtain reimbursement.

All expenses are paid in the corresponding paycheck, if sent and approved (by both levels) by the 29th of the month on Factorial.

Uploading an expense the following month is possible but the date of the expense you write on factorial cannot be for the previous month, otherwise the system will not propose it to us in the pay slips.

Guidelines to be followed for different types of expenses

1. TRANSPORTATION : Reimbursement of transportation expenses will be based on the means of transportation used during the trip.

Employees are expected to choose the most economical and practical means of transportation, taking into account distance, time and market rates.

For transportation by cab or ridesharing services, employees are required to submit receipts for full reimbursement.

For public transportation, such as bus, subway or train, the actual amount spent will be reimbursed based on the receipts submitted.

For the use of personal vehicles, mileage expenses will be reimbursed based on the company's predefined rates.

• Airplane

Reimbursement with Economy (or cheapest) fare, regardless of route, after checking the most convenient airlines. Personal flights (e.g., vacations) are obviously not included in the scope of reimbursement.

• Car

Mileage reimbursements, which apply only to private car users, must be calculated from the company/family office to the client's office/destination and vice versa. Travel from home to office is not reimbursable.

Mileage reimbursement refers to ACI rates for the vehicle used, up to a maximum of 0.5€/km;

Mileage reimbursement includes any expenses incurred, for any reason and including fuel, for the use of the car, with the exception of highway tolls and parking, which will be indicated in the expense report.

Expenses incurred on weekends will not be authorized and any credit card use will be charged to the payslip.

• Taxi

Reimbursement for travel in the case of commuting will be made only against a receipt showing the route taken. The use of cabs is permitted for proven reasons of urgency, economy compared to ordinary means of transportation, transport of bulky materials, or lack of connections.

• Parking : See the Bonus Mobilità
• For those who have to go to a client's office, parking is always reimbursed, but it is advisable to choose the best solution considering the cost/benefit ratio.

2. MEALS

• Meals with customers will be authorised only if all the following criteria are respected:
  • overall expense below the predefined range of 25/40 euros per person
  • receipt to be uploaded in Factorial
  • description to be filled in Factorial with name of the customer, last name and role of your guests, last name of the other Unguess attendants
• Meals without customers are only reimbursed if they are taken while on business, away from the city where the company is based. Meals are reimbursed up to an expense limit of :
  • Cost per day for lunch: - Reimbursement for the cost of lunch will be based on a predefined daily fixed amount. - The predefined amount should be within a range of 25/40 euros per day for lunch. - This amount is intended to cover a meal at a reasonable level, taking into account the average prices of restaurants in the area.
  • Cost per day for dinner: - The reimbursement for the cost of dinner will be based on a predefined daily fixed amount. - The predefined amount will be 50 euro per day for dinner. - This amount is intended to cover a meal at a reasonable level, taking into account the average prices of restaurants in the area. special cases/exceptions will be communicated in advance

3. ACCOMMODATION

• Hotels - Cost per night for hotel:
  • Reimbursement for the cost per night for hotel will be based on reasonable market rates for the travel destination
    • Reimbursement up to a maximum of 150 euros per night per room for accommodation will be provided.
    • Employees are expected to seek affordable accommodation options and adopt cost-saving practices, such as booking in advance, using corporate rates if available, preferring doubles to singles.

Those who think they need a company card because they make several trips during the year can ask in administration

4. SW workstation Purchases

• Each employee has a one-off payment of 150€ for the purchase of goods related to their SmartWorking workstation, the excess is paid by the employee. In order for the purchase to be reimbursed, the invoice must be made out to UNGUESS or the purchase must be made out to AFC.

Reminder to those who have a company car and a fuel card: the car is for mixed use, the Fuel Card is not, that is for business travel only.

For all expenses not included in these guidelines, it is mandatory to make an internal pass before the uploading on Factorial.