How are different expense categories treated in Greece for reimbursement?

Expenses Invoicing Requirements

Receipts: For standard receipts, no name is required. In the case of entertainment related receipts however, please list the purpose of the event "business dinner with company x representatives" and list the names of all involved. 

Invoices MUST be addressed to our name: ▪    Employer’s VAT: EL801703290

▪    Employer’s name: Velocity Global Greece Single Member Private Company.

▪    Address: 1 Patroklou and Paraseisou Streets Maroussi of Attica, 151 25 Greece.

Passports/Work Permits/Visa

Non-taxable expense

Transportation Expenses

Can be reimbursed tax-free, if they relate to a business trip and an receipt is provided.

Per diems

Per diems are allowed and employer-defined. There is no strict government rate, so companies decide their own allowances for business-related travel.

Air Travel/Bus and Train

Yes, invoices must be issued on the employee's name or our entity's name. Otherwise, they can be paid only as bonus

Taxi, Cabify, Uber, and related apps

No issues - Please supply receipt with claim

Car Rental

No issues - Please supply receipt with claim

Car Parking Fees

No issues - Please supply receipt with claim

Tolls

No issues - Please supply receipt with claim

Other Business Travel-Related Expenditure

No issues - Please supply receipt with claim

Travel Insurance

Taxable expense

Mileage and Fuel

Non taxable if a mileage report is submitted with details of journey..

Fuel cannot be submitted unless presented together with a car rental agreement. 

Accommodation

No issues - Please supply receipt with claim

Meals (travel/events/during work)

Reimbursed when work related

Client Entertainment

Non-taxable expense -The name of each external client/contact and the name of the individual (with his/her job position)

Staff Entertainment

Non-taxable expense -The name of each external client/contact and the name of the individual (with his/her job position)

Mobile Phone bills

If an itemized bill is provided clearly showing business and personal costs - it can be reimbursed non-taxable. Otherwise, taxable

Broadband (Internet)

Taxable expense

Computer Equipment, Software, Office Space, Furniture, Phones, Other Assets

All fixed assets are reimbursed tax free if for business purpose. 

Furniture

All fixed assets are reimbursed tax free if for business purpose. 

Stationery

No issues as long as directly related to business - please supply receipt

Gifts

N/A

Coworking and Office Rentals

Non-taxable expense

Bank Charges

Non-taxable expense

Foreign Currencies

Non-taxable expense

Annual subscriptions

Upon supervisory approval one membership per employee, per association, where there is a statutory requirement for membership which relates specifically to job role is reimbursable with supporting documentation. The reimbursement is not taxable for the employee in this case.

Training Expenses

No issues if directly related to business - Please supply receipt

Medical Claims/Health Check Up and related items/Medical Insurance

No issues if directly related to business - Please supply receipt

Exception and Other tpyes of expenses

N/A

Event expenses (trade shows/conferences)

Yes, they are reimbursed upon submitting the invoice

Meals (travel/events/during work)

Yes, they are reimbursed upon submitting the invoice

Di minimus expenses (Tips, no receipt)

No. The employees have to provide an invoice/receipt for any expenses, regardless of the amount

Payroll Reporting

N/A

Additional Reporting

Each FRP, tax exempt must be sent to Finance prior to the expenses being paid so they can report to local authorities

Each month, pdf downloads of all reports must be saved to the Google drive for Finance. GDC assists with this so open a ticket in ZD then link to the Jira request. (Requested along with VGBG, VGGR, VGHU, VGNO, VGPT, VGRO and VGTR) GDC saves the files here and then we move to each countries folder. Sample ZD ticket here

Review process

N/A