1. Company-wide travel

This travel budget is intended for Teammates to attend company-wide meetups, arranged by the Company. Each Teammate’s flights, lodging, food, and transportation will be fully paid for to the chosen location(s) of our Company meet-ups each year. In FY24, we will have two trips:

• 1H trip (February)
• 2H trip (August / September, date TBD & in planning stage)

2. Team travel

Each Exec is allocated $5,000 USD per year per Teammate for their department, so you can connect and build relationships with the members of your own team. Considering the intention, this applies when a minimum two members of the team get together. Managers will work with their Exec to plan trips and ensure they have budget. Tracking the fiscal year spend is the responsibility of each individual Teammate. Be aware of how much you have spent against your budget, you will not be notified once your budget has been reached. Accounting is happy to confirm totals.

The best team trips are the ones with 50% bonding, and 50% work/collaboration time factored in. In planning your Team travel, feel free to reference a sample agenda below:

• 9am–12pm: Breakfast + Team collaboration time
• 12pm–1pm: Team lunch
• 1–4pm: Team bonding activities
• 5–6pm: Solo time
• 6–8pm: Team dinner

Factor in as much time to spend together during the trip and leave room for solo-exploring/recharging separate from the group.

• This is designed to allow each team to hold at least one event every six months (in addition to the company-wide events above).
• This budget can be used for travel (airfare, trains, etc.), lodging (hotels, rental homes, etc.), events, meals and entertainment.
• Teams are expected to use discretion about what events are appropriate for team outings. Be inclusive of all of the groups interests.
• The budget can be used for online team bonding events if the team prefers. See our Remote-friendly team bonding document for ideas.
• Visit the sample team offsites handbook page to view offsite itineraries used by other teams in the past.

3. Business/customer travel

For Teammates with business-related travel requirements aligned with Company goals, trips will be fully paid pending manager/exec approval in addition to above budgets. Please note you cannot combine the teammate in-person gathering budget with 4 trips. We would include the following types of meetups in this category:

• Customer Champion meetups
• Leadership to Executive level meetups (no approval required)
• Marketing conferences
• Regional Sales Kickoff (Sales, Sales Ops, CE included)
• Conference speaking engagement conferences

4. Professional development stipend and educational travel

Each Teammate has $1,000 per fiscal year to spend on professional development opportunities that will enhance the knowledge, human skills, and thinking required to fulfill the purpose of your role and advance your career at Sourcegraph. Tracking the fiscal year spend is the responsibility of each individual Teammate. Be aware of how much you have spent against your budget, you will not be notified once your budget has been reached. Accounting is happy to confirm totals.

This professional development budget includes:

• Reading materials: Books, magazines, and subscriptions (digital or printed)

• Role specific: License fees / continuing education specific to your role

• Educational experiences: Courses, workshops, and/or exhibitions, both digital or in-person (including transportation). Extended educational degrees, university classes, and certifications

• Conferences: Attending conferences relevant to your role (the attendance and travel fees associated with them

• Leadership/professional coaching: obtaining certified professional coaching outside of our organization or continuing to work with your Modern Health coach beyond our given 10 annual coaching credits

Best practice tip: Request budget approval from your manager before booking any professional development opportunities.

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 People Ops and Finance for approval PRIOR to booking.

Individual travel budget (FY23 only)

For the remainder of FY23, each teammate has a $2,500 budget to meet up with individual Sourcegraph teammates or a group. The intention for this budget is for you to connect and build relationships with teammates in the wider company, i.e. in other teams and/or locations, that you may not reach at team events. Tracking the fiscal year spend is the responsibility of each individual teammate. Be aware of how much you have spent against your budget, you will not be notified once your budget has been reached. Accounting is happy to confirm totals.

Consider using this to spend time with teammates from another team, with whom you work closely or with whom a personal meeting may be beneficial.

• This budget is in addition to the other benefits mentioned on this page.
• Budgets cannot be “mixed and matched”, for example you cannot spend $1k from your invidivual team budget in order to add the remaining $1.5k to a team travel.

Obtaining Manager approval:

This section will inform you how to obtain manager approval and get sign-off for your professional development opportunity.

Information needed:

The applicant is responsible for collecting the information below (where applicable), and each cost must be estimated in USD:

• Event name and link to the website:
• Event Location (city, country):
• Duration of stay (days, nights):
• Is quarantine required? If so, for how long:
• Registration fee:
• Airfare:
• Ground transportation:
• Hotel and lodging:
• Meals:
• Total cost:
• Additional information (if applicable):

Hotel accomodations:

We advise spending within reason for the location you are visiting, with a $300 USD per night maximum spend limit (including taxes, fees, and parking).

Modes of transportation:

• Economy class is recommended for booking all travel. (If you need any higher tier of booking, reach out to Finance/People Ops for approval.)
• Travelers must book flights at least 30 days in advance to avoid premium airfare pricing. (If you need to book a flight on short notice, reach out to Finance/People Ops for approval.)
• Sourcegraph will pay for flight to and from locations. Any changes made to your itinerary to extend your trip and change your flight itinerary will be out of pocket expenses.
• At this time, we do not reimburse airport traveler programs, such as TSA-Pre, Global Entry, or Clear.
• Gas and parking would be considered reimbursable within the applicable budget (Category 2, 3, 5) travel.
• When driving a personal vehicle to a company-sponsored event (Category 1, 4), the Company will reimburse based on current IRS standard mileage rate of $0.62 per mile for 2022. This reimbursement per mile incorporates not only the cost of the fuel, but also maintenance and wear and tear of the vehicle. Upon expense submission, please provide a calculation of miles driven to and from the event.
• Ride-shares (Uber, Lyft, etc.) are encouraged whenever possible instead of renting a car.
  • If you’re in the US and would like to rent a car, we recommend checking with the following companies before booking your car rental elsewhere:
    • Turo
    • Getaround
    • Zipcar

Dining expenses:

We ask you to use your best judgment when traveling and spending company money. Don’t go overboard with spending on food and drinks. Always ask for receipts for expenses over $25 USD and keep them organized.

• All teammates will be able to spend a maximum of:
  • $80 per day for all 3 meals, alcoholic beverages included.
  • Any additional spending for food or drinks will come out of your own pocket.
• Please note that this is money that is available to be reimbursed, and you will not roll over any unused money to the next day. We encourage you to use this set amount, as your daily per diem amount will reset the following day.
• We will reimburse only your own portion of the bill if you’re traveling with a non-teammate, so make sure to separate your bills or ask for separate receipts.

Dependent care budget:

Sourcegraph will reimburse for the cost of care of children, family members with hardships/disabilities, elderly, or pets who are fully dependent on you while you are away on any Sourcegraph-related travel. This includes individual, team, company-wide, and business/customer travel. You may request for reimbursement up to $50/day with a maximum amount requested of $250. This budget is per trip. You will need prior approval from People Ops. This can be obtained in the #ask-people-team channel. Once you have approval, you may request reimbursement through Airbase with a copy of the receipt and a copy of the prior approval obtained in Slack.