Expenses and Reimbursement Policy
Version: 1.0
Effective: 1 July 2026
Owner: Jodie Bricout, Chief Strategy and Commercial Officer
1. Purpose
Adelitics Pty Ltd (ACN 665 405 569) will reimburse employees for reasonable out-of-pocket expenses incurred in the course of legitimate work. This policy sets out what qualifies for reimbursement, how to claim it, and the limits that apply.
The principle is straightforward: if you spend your own money on something you genuinely needed for work, Adelitics will pay you back provided it is reasonable, authorised and properly documented.
2. Who This Applies To
This policy applies to all Adelitics employees.
For the SA Water team, day-to-day work expenses may also be subject to SA Water's own procurement policies. Check with Mark Stephens if unsure.
3. Core Conduct Standards
3.1 Travel
Work-related travel is reimbursable when it is required for your role and has been agreed with your manager in advance. This includes:
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Flights, trains and other public transport for work travel
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Accommodation for approved overnight travel at a reasonable standard (standard hotel, not luxury)
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Car hire where other transport is not practical
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Taxis and rideshare for work purposes where a vehicle is not provided
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Reasonable meals during travel away from your home base
Normal commuting to your regular workplace is not reimbursable.
3.2 Personal vehicle use
Where you use your own vehicle for approved work travel (not commuting), you will be reimbursed at the current ATO approved rate per kilometre. Record your start and end point and the business purpose for each trip.
3.3 Meals and entertainment
Working meals with clients or colleagues directly related to Adelitics business are reimbursable with prior approval. Routine meals during a normal workday at your regular location are not reimbursable.
3.4 Equipment and materials
Items needed for work may be purchased and reimbursed with a receipt. A receipt is required for all claims regardless of amount. Items over $100 require prior approval from Mark Stephens or Jodie Bricout before purchase. Do not purchase software, subscriptions or equipment on personal accounts without approval: these have licensing and IP implications.
3.5 Professional memberships and development
Fees for relevant professional memberships, courses or conferences may be reimbursed with prior approval from Jodie Bricout.
4. Expense Limits
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5. What Is Not Reimbursable
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Personal travel, accommodation or meals outside work purposes
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Alcohol (unless incidental to an approved client meal -- use judgement)
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Fines, tolls or parking infringements incurred through personal negligence
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Personal items, gifts (unless pre-approved) or entertainment
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Expenses that a client is already paying for directly
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Expenses incurred more than 60 days before the claim is submitted, unless exceptional circumstances apply and prior approval has been obtained from Jodie Bricout
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Expenses incurred more than 60 days before the claim is submitted (unless exceptional circumstances apply)
6. How to Claim
Submit your expense claim by email to Jodie Bricout at Jodie.Bricout@adelitics.com.au. Include a receipt or invoice for every claim, the date and amount, the supplier, and the business purpose.
Claims should be submitted within 30 days of the expense being incurred.
7. Approval and Payment
Expenses up to the limits in Section 4 may be approved by Mark Stephens for the SA Water team, or by Jodie Bricout. Expenses outside the limits require Jodie Bricout's approval before they are incurred, not after.
Approved expenses will be reimbursed within the next standard pay cycle after approval.
8. Corporate Cards
Adelitics may issue corporate cards to employees with regular, significant expense requirements. The same rules apply: all expenditure must be for legitimate business purposes and receipts must be retained. Personal use of a corporate card is not permitted.
9. Misuse
Submitting false or inflated expense claims is a serious breach of trust and may result in disciplinary action including termination of employment and recovery of incorrectly paid amounts.