Spending company money

We want to make sure you have what you need to be productive and happy in your role at Sourcegraph, so we’ve come up with a few guidelines to help you when you have work-related expenses. Below you’ll find a list of some typical purchases that you would be reimbursed for, as well as a few things to keep in mind when expensing purchases:

  • You are free to purchase these items and expense them without asking permission as long as it’s in the interest of the company. When in doubt, please contact @sourcegraph/people-ops for clarification before the purchase.
  • You likely won’t need every single item on this list—please use your best judgment and buy when you need them. Remember, Sourcegraph doesn’t have unlimited funds—spend this money as if it was your own.
    • For example, if you intend to work out of a coworking space most of the time, you may not need a fully equipped home office as well.
  • If you spend more than $1,000 on any given physical item, it will be considered property of the company.
  • Please file an expense report within 60 days of an eligible purchase. See submitting expenses for additional help.

Directions for how to determine how much spend you have left in each travel category, professional development, or desk setup can be found here for additional help.

Desk set-up

Full-time teammates

We expect new teammates to spend up to $2,000 for desk setup, which includes all the items in the “Desk items” section.

As a reminder, you don’t need permission for every purchase, and we trust you to make decisions that are in the best interests of Sourcegraph. If you expect to exceed the listed amount on any purchase, however, please notify @sourcegraph/people-ops and finance@sourcegraph.com.

If you don’t spend all of your budget when you first join, it’s ok to spend it later providing you remain inside the total budget.

Team-specific totals

  • We expect new Design team members to spend $2,650 to allow for purchasing higher-resolution monitors or other design equipment.
  • Since they are customer-facing and need to deliver high-quality demos and support, Customer Engineering team members can exceed these limits (within reason) to allow for purchasing beefier-spec computers, additional monitors, mics, lighting, etc.

Interns

The estimated spend for interns is $925*.

Desk items

  • Monitor
  • Headphones
  • Keyboard
  • Mouse or trackpad
  • USB-C Adapter
  • HDMI/monitor cable
  • Laptop stand
  • Desk
  • Ergonomic chair
  • Camera (for people who present externally to clients and prospects)

Note: Our policy is that all teammates have a sourcegraph-managed laptop to perform all work pertaining to their role at Sourcegraph and we only support Mac computers at this time, so teammates are not able to expense a PC. See below for more information on computers and ordering your laptop.

Computers

All Sourcegraph teammates are required to have, and to work from, a company machine that is set up accoring to our device requirements. Computers are considered property of the company.

Please see below how to get your computer and which specs to get depending on your role.

Ordering your laptop:

Full-time teammates

Because of Apple manufacturing and global shipping delays, our recommended models can take anywhere from 4-12 weeks to arrive so we ask that once your contract is signed, please place an order for your Sourcegraph computer immediately. You are responsible for ordering your laptop through one of the following ways:

US/Canada/UK-based teammates

Place an order via this form and our Tech Ops team will purchase them through CDW US/CA or our partner in the UK. (Please note there is nothing we can do about wait times and will update you when the order has been placed and when we have any more information about shipping dates).

Teammates based in other countries are responsible for purchasing and expensing their Sourcegraph computer. Computers and laptop insurance (this includes Apple Care if you purchase a Mac as your work computer) are fully reimbursable outside of the desk setup total estimate above. You can find information on how to expense computers here.

Note: If purchasing a device poses a financial hardship in any way, please let the onboarding team know and they will pay for it via our company card.

Different specs are required depending on your role, please see below for necessary specs corresponding to your role.

Interns

Please fill out this form this form and Tech Ops will get you a Sourcegraph device. While we will do everything we can to get you the same specifications as below, availability will depend on the stock of devices we have available and the particular responsibilities of the work you will be doing during your internship. Typically, these devices are an older models than what we order new. Interns should adhear to our computer requirements for setting up their Sourcegraph device.

All devices will need to be shipped back to Sourcegraph at the end of the internship. Please contact #it-tech-ops to arrange returns.

Laptop Specs

Customer Engineering team laptops:

  • Apple MacBook Pro - 16.2” M1 Pro - 32 GB RAM, 1 TB SSD
  • Any other laptop that is of equal or lesser value than the pre-approved laptop.

Product & Design team laptops:

  • Apple MacBook Pro - 16.2” M1 Max - 32 GB RAM, 1 TB SSD
  • Any other laptop that is of equal or lesser value than the pre-approved laptop.

Engineering team laptops:

  • Apple MacBook Pro - 16.2” M1 Max - 64 GB RAM, 1 TB SSD
  • Any other laptop that is of equal or lesser value than the pre-approved laptop.

Customer Support team laptops:

Data & Analytics team laptops:

All other teams laptops:

Other computer

  • If you want something different please contact Tech Ops, but if it is more expensive than the laptops listed above please have managerial or People Ops approval before requesting.

Temporary laptop options

If you have ordered your laptop but it is not expected to arrive by your start date please refer to the computer setup page for some recommendations of what to do in the interium.

Laptop upgrade

If your laptop is 2 years or older, you are eligible for a new laptop (same budget as new laptop applies). Please fill out this form if you want to proceed with getting a new laptop.

If you would like to upgrade to the new M1 Pro but you have had your current laptop for less than two years, please reach out to Tech Ops and Finance. Manager approval is required to explain the business need.

Recurring expenses

Software/SaaS/cloud: please check with the appropriate team and manager to ask if we already have a subscription or licenses to the software. If not, please get @sourcegraph/people-ops’s approval for software or a subscription that would cost more than $500 per year.

Internet, phone, and wellness: The following items are automatically added to your pay, and they don’t need to be expensed.

  • Internet/WiFi plan: $50/month
  • Cell phone plan: $75/month
  • Wellness: $100/month

Co-working/office space: $300–500/month for renting your space, including parking up to $20 per day while you are working from your designated co-working space.

This budget also includes public transportation and rideshare to and from co-working spaces up to $20 per day. Gas reimbursement is not included. When submitting for transportation reimbursement for coworking space a receipt must be included regardless of amount.

You will not need permission for choosing which co-working space you’d like to sign up for. We trust that you will pick a co-working space which both benefits you and is within budgetary reason. Our only recommendation is that you pick a co-working space on a day-to-day drop in basis or a month-to-month basis for ease of monthly reimbursement.

The Company will not cover the cost of a co-working space deposit or sign for coworking space contracts. Additionally, if you would like to setup a group co-working space with pooled teammate funds, please send a message to People Ops and Finance stating Name(s) and Team Role(s), Location of space, and estimated monthly cost. For group rentals, we recommend one person submit a monthly invoice and tag all attendees.

Note: This budget is meant to be an average cost of co-working spaces, and serves as a recommendation. It should be dependent on the average cost of co-working spaces in your particular geo-location. If your co-working space is more than $500 USD, please get approval from People Ops and Finance via email.

Education and professional development (conferences, courses): $1000 USD/year (if your professional development conference, event, or purchase exceeds this amount, simply notify People Ops & Finance via email with the anticipated cost to obtain approval). If any of the above meet the guidelines for usage and fall within your $1,000 allowance, you do not need approval from Finance + People Ops. If you have your eye on something that exceeds the allowance, but is important to your role and/or team, please first raise the request with your manager and your manager can reach out to Finance for approval prior to booking.

Moving (moving, packing, shipping, etc.): $1000/year

Other expenses:

Laptop repairs: if your laptop requires repairs, we cover up to $500 a year on repairs. If necessary repairs exceed the yearly budget please reach out to @sourcegraph/people-ops’s for approval.

Travel expenses: please see our page on travel budgets.

Virtual and in-person (local) teammate gatherings: Each teammate has a budget of $150/quarter for virtual team gatherings and $150/quarter for local teammate gatherings. Please see the travel budgets page for more details.

Find out how to submit your expenses here.