Expense Policy

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Expense Policy
Occasions often arise when you will need to make purchases with company money.
Airbyte takes pride in being a lean organization - our focus is on creating the best value for our customers and basing investments on careful consideration of their long-term financial advantages. 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. 
If you’re in the US, we provide you with a company credit card with a $1,000/month spending limit for making purchases as necessary. 
If you’re not in the US, we’ll provide you with a virtual company credit card. 
If the expense is trivial, just buy it using the company’s Brex account. 
Not all expenses, obviously, are trivial. For larger expenses, we ask that you create a purchase request and raise a policy suggestion for it, which will allow us to document our decision as policy rather than having to make determinations on a case by case basis.
Saving Receipts
As with any business transaction, you must keep and submit copies of all receipts. If you make a purchase on your company credit card but cannot provide us with a receipt, the expense may be taken out of your pay. Similarly, if you make a business-related purchase on your personal  credit card, you cannot expect a reimbursement without a receipt. To make it easy for our employees to keep up with purchases and receipts, Airbyte’s Brex credit card platform has a built-in expense-tracking feature and an app that makes it easy to submit receipts. 
You should use your company card, which has no transaction fees, for all business-related purchases. If for some reason you must use your own personal card, please submit a receipt, summary of expense, and a reimbursement request to [email protected]
US employees can simply forward digital invoices to [email protected] and CC [email protected] If the receipt is physical, a picture of the receipt, sent in response to the Brex or SMS notification, will suffice.  Use only the Airbyte email address you signed up with on Brex to forward digital invoices to Brex - no other email address will work. 
For non-US employees, just send all your receipts to [email protected]
Travel With Purpose
We are a fully distributed, 100% remote-friendly company, 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! Ideally, trips can be planned between more than two team members at a time to optimize the experience.
What's included? You can use your Brex credit card to pay for round-trips flights, transportation to/from airports and within cities if traveling for work, and hotel & food on weeknights. 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 judgement.
As with all purchases & reimbursements, you will need to submit receipts in a timely manner.
​
Making Larger Purchases
The policy below defines equipment you may need to purchase to perform Airbyte work. These specific items do not require permissions to purchase on your company card. If your purchase exceeds your card limit, just ask John to increase your limit.
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.
Laptop
Below are general guidelines for your laptop purchase. The most important thing, however, is for you to select the model that suits your needs; if it is different from the suggestions below and you have good reason for getting a different model, please feel free to do so.
For technical or design roles: We recommend a Macbook Pro with 32GB of RAM.
For non-technical roles: We recommend a Macbook Air with 8GB or 16GB of RAM.
Laptops come in different screen sizes. We find that the larger screens (15” and more) are disproportionately expensive. If most of your work is done in coworking spaces or cafes without a second screen, the greater expense will be justified, but if most of your work is performed at home, it is recommended you buy the smaller laptop and a large (27”) second monitor for your home office.
Please do NOT purchase AppleCare support, as we do not consider it a good value for the money. 
How much should I spend? We expect your Apple laptop will cost between $1200 and $2500, but we will accommodate special requests if it'll help you work better. 
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. 
Laptop stand: We recommend Nextstand. They offer portable stands at a great value.
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 judgement 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
Software is generally considered a trivial expense, and is treated as described above.
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 Drive - Google Sheets and Google Docs
Asana - project and task management
Whimsical - visual workspace for thinking and collaboration
GitHub - documents, discussion, code
Slack
Amplitude - product analytics
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 a company team account doesn't already exist.

Work Space
We want our employees 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, you must turn in your receipts through Brex, and they 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 employee 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 $75 for a birthday gift for each employee. We want it to be personalized, so we’ll ask team members for gift ideas in advance of the birthday. 
Airbyte Anniversaries
We budget $150 for each employee’s Airbyte 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!  
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 (such as COVID!), 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. 
With our open book policy, you may use your Brex credit card to purchase books for your professional and career development.
Regarding conferences, just talk to your manager and, depending on the budget, we'll do our best to make it happen.  
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Contents
Saving Receipts
Travel With Purpose
Making Larger Purchases
Equipment
Work Space
Celebrations and Life Events
Training