TABLE OF CONTENTS
This policy outlines the rules and procedures for reimbursing business-related expenses for employees of Remote People Global Technology Australia Pty Ltd, in line with Australian Taxation Office (ATO) guidelines.
Compliance & Recordkeeping
Documentation Required
Receipts/invoices with:
Vendor, date, description, amount
Include Remote People's entity information: Remote People Global Technology Australia Pty Ltd
Employee claim form with:
Name, role, ID, purpose, dates, itemised costs
Mileage log or travel diary (if applicable)
Travel & Mileage Reimbursement
Cents-Per-Kilometre Method
Reimbursement rate: AUD 0.88/km
Covers all running costs (fuel, maintenance, depreciation).
Max: 5,000 km/year per vehicle without a logbook.
No separate claims for fuel or maintenance under this method.
Logbook Method
Required for claims over 5,000 km or for actual running costs.
Requires:
12-week logbook
Business/private use apportionment
Receipts for fuel, maintenance, etc.
Additional Travel Costs
Reimbursable with receipts:
Parking, tolls, bridge/ferry fees
Short-term car rentals for business
Not reimbursable:
Fines or penalties (e.g. traffic tickets)
Business Travel & Accommodation
Reimbursable Travel
Airfare, train, bus, tram, taxi, ferry, and rental cars
Must be for legitimate business travel (not commuting)
Mixed-purpose travel: only business portion is reimbursable
Accommodation & Meals
ATO sets "reasonable amounts"for:
Lodging
Meals
Incidentals
Refer to TD 2025/4 for current benchmarks
Claims within these limits may not require full receipts
Reimbursement & Taxability
Non-Taxable Reimbursements (if substantiated)
Travel costs (airfare, train, taxi, ferry)
Car km reimbursements (cents/km or logbook)
Hotel/lodging (with invoices)
Meals/incidentals during overnight travel (within ATO limits)
Parking, tolls, bridge fees
Conference/seminar/training costs
Business-related phone/internet while traveling
Local travel between job sites (if justified)
Non-Reimbursable or Taxable
Meals during regular work hours
Commuting (home ↔ usual workplace)
Unsubstantiated or excessive claims
Per Diems & Allowances
Per diemsare non-taxable if:
Within ATO's reasonable amounts (TD 2025/4)
Used for overnight travel
Overtime meal allowance: AUD 38.65 (2025–26)
If allowances exceed benchmarks or lack documentation, the excess is taxable
ATO's substantiation exception allows simplified claims within limits
Entertainment, Gifts & FBT
Entertainment
Generally non-deductible:
Dinners, parties, recreational events
May be FBT-exempt if:
Minor, infrequent, or on business premises
Gifts
Deductible if:
Not entertainment (e.g. books, pens)
Related to income generation
Non-deductible if:
Entertainment in nature (e.g. tickets, meals)
FBT may apply to gifts/entertainment for employees or associates
Wellness & Health Expenses
Not generally reimbursable:
Gym memberships, therapy, wellness programs
May attract FBT unless:
Provided as a staff amenity (e.g. on-site coffee, water)
Part of a compliant employer program