Expense Reimbursement Process in Switzerland

Horizons employees in Switzerland may incur business-related expenses that are eligible for reimbursement. Below is an overview of the reimbursement process and key requirements.

1. Eligible Expenses

Employees can claim reimbursement for work-related expenses such as:

• Business travel (transportation, accommodation, meals)

• Office supplies and equipment

• Client entertainment (where applicable)

• Other pre-approved expenses incurred in the course of work
  
  

2. Reimbursement Process

To ensure timely reimbursement, employees must follow these steps:

1. Submit an Expense Report: Employees should compile a detailed expense report, including all relevant receipts and justifications.

2. Attach Supporting Documents: Receipts and invoices must be attached to the expense report. Digital copies are acceptable.

3. Approval Process: The report is reviewed and approved by the relevant manager before being forwarded to payroll for processing.

4. Payment of Reimbursement: Expenses must be uploaded and approved by your supervisor no later than COB on the 5th of each month (or closest working day) in order to guarantee they can be reimbursed in the same month. Expenses submitted and approved after this date will be reimbursed in the following month.
   
   

3. Special Requirement for Expenses Over CHF 300

For expenses exceeding CHF 300, the invoice must include the following company details to ensure tax-free reimbursement:

Horizons Global Technology Switzerland GmbH
C/o Trolkatec GmbH, Baarerstrasse 2
6300 Zug
Kanton Zug

Failure to include the above details may result in tax implications for the reimbursement.

4. Processing Time

Reimbursement requests are generally processed within the company’s standard payroll cycle. Expenses must be uploaded and approved by your supervisor no later than COB on the 5th of each month (or closest working day) in order to guarantee they can be reimbursed in the same month. Expenses submitted and approved after this date will be reimbursed in the following month.