Expense Policy
Airbyte takes pride in being a transparent organization - our focus is on creating the best value for our customers and making careful decisions on investments to continue to scale the organization and fulfill our mission of commoditizing data integration. At the same time, your health, happiness, and productivity are important to us. Therefore, our philosophy is Freedom & Responsibility. We trust you, just do what's best for the company. Still not sure what that means? Just think how much would you spend if it were your money?
If you see the need for any business expenses except for software, go ahead and incur it with your personal credit cards and we’ll reimburse you for the expenses via Brex. For non-US Airbyters, please submit your reimbursement requests via Deel for all purchases.
If the expense requires signing an agreement, please follow the procurement process in the Finance Notion doc.
Saving Receipts
As with any business transaction, you must keep and submit copies of all receipts. If you make a business-related purchase on your personal credit card, you cannot expect a reimbursement without a receipt.
Travel With Purpose
We are a fully distributed, 100% remote-first company (with a hub in San Francisco and more coming soon for those who crave an office environment), however, we recognize the value of in-person time and encourage our team to visit our headquarters in San Francisco, or other members of the team around the world! Once you establish a work purpose for your trip (in-person brainstorming/planning/… with your team or team member…), the following will apply.
What's included? You can use your personal credit cards to pay for round-trips flights, transportation to/from airports and within cities if traveling for work, and hotel & food on weeknights. After your trip, go ahead and submit reimbursement requests with all receipts. Please note if you are extending your visit through the weekend for personal reasons or taking time off during your stay, food & hotel on those days will not be covered.
How much should I spend? We believe in freedom & responsibility and only ask you use your best judgment. However, below is our guideline for general T&E spend, excluding all applicable taxes and fees/tips. Need more guidance? Ask yourself how much would you spend if it were your money. :)
For hotels, we recommend $200-300/night*, excluding all applicable taxes and fees/tips.
For meals, our general recommendation is to spend less than $45/person/meal* (breakfast, lunch, dinner, company social group happy hours), excluding all applicable taxes and fees/tips. Please note larger team organized meetup events will be paid for directly by Airbyte.
For flights, we recommend booking at least 2 weeks in advance and please note Airbyte will not cover business/first class or upgrade spend.
If you have any questions related to T&E spend, please reach out to Otto to discuss.
*Please note these amounts are intended to be general guidelines and not set maximum limits.
Making Larger Purchases
The policy below defines equipment you may need to purchase for your work at Airbyte. These specific items do not require permissions to purchase as long as you attach receipts in your reimbursement requests. If you would like to purchase items that are not listed below, please reach out to Otto to discuss.
Equipment
As a 100% remote company, Airbyte realizes the necessity of an appropriate and comfortable home workspace. To ensure this is available to you, Airbyte will provide your office equipment. It is yours to use as long as you work for us, but please note that it ultimately remains Airbyte property.
Monitor
We recommend a monitor that supports 4K, which provides higher resolution than standard HD and fits more content on-screen.
How much should I spend? We expect a quality monitor will cost between $300 and $500.
What do you recommend? Philips’ ones are a great value. They come with an HDMI cable, but you will likely need to purchase a USB-C adapter separately to connect your external monitor.
Keyboard, Mouse, and Laptop Stand
We recommend you purchase a mouse, keyboard, and laptop stand.
Mouse and keyboard: We recommend sticking with Apple products, as this reduces compatibility issues.
Chairs and Desks
We find that most remote workers already have a home office desk and chair. If you do not, please make a suggestion.
How much should I spend? We ask you to use your best judgment and know we are committed to helping you create a comfortable home office where you can work effectively and feel comfortable.
Headphones
If your home environment is noisy, you may find a pair of noise canceling headphones helpful.
How much should I spend? A good set of noise canceling headphones should cost less than $300 but we can be flexible if you have a particular set in mind that may cost more.
Software
For Software that can be purchased via credit card without executing agreements, please follow our self-serve software purchase process in the Finance Notion doc. For software that requires signing an agreement, please follow our procurement process which can also be found in Notion. We do not wish to introduce new software designed specifically for collaboration. For us to consider this type of software, it would need to offer significant advantages that warrant the cost. In general, new collaborative software introduces more complexity than simplicity by creating yet another place to keep up with todo items/communications/comments.
We currently use the following stack for collaborative software: Google Workspace; Notion; Slack; Zoom; Whimsical - visual workspace for thinking and collaboration ; GitHub - documents, discussion, code; Amplitude - product analytics; and Figma - graphic design.
Individual software is left to personal preference, and we encourage you to share any new software favorites you discover.
Before signing up for a new software / service, please confirm with Otto that a company team account doesn't already exist.
Work Space
We want Airbyters to be happy, healthy, and productive. Working from home can get old or be difficult at times, so we offer you a few options to get out of your home office.
If you prefer to work from a co-working space, we will cover the full monthly cost. As with all expenses, please pay with your personal credit cards and submit reimbursement requests with your receipts. The co-working space must be only for yourself. We also kindly ask you to be mindful when committing to the length of term.
Celebrations and Life Events
We want you to know you are important to us, so we make it a point to recognize Airbyters achievements and other important milestones in your lives. We believe this makes each person feel special and helps to keep morale high.
Birthdays
Airbyte budgets $100 for a birthday gift for each Airbyters. We want it to be personalized, so we’ll ask team members for gift ideas in advance of the birthday.
Airbyte Anniversaries
We budget $100 for each Airbyter’s work anniversary. And because we believe in the old adage “It is better to give than to receive,” we will donate an additional $50 in your name to your favorite charity on your special anniversary day! Just let People Ops know where to send the funds!
Significant Life Events
We care about things that happen to you. For this reason, we budget $100 for a gift to acknowledge important events in your life: wedding, the birth of your child, your return to work after an extended illness or injury, or the loss of a loved one.
Client Meetings
It is customary business practice to foot the bill when meeting with clients. We encourage this as well, but we ask that you entertain within our means as a new startup. When asking clients to meet, please suggest a nice coffee shop rather than an expensive restaurant.
Training
Training costs should usually be covered, if it is related to your role. When in doubt, reach out to Otto for questions.
With our open book policy, you may submit reimbursement requests for purchases of books related to your professional and career development.
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