FY25 Engineering get-together subsidy

Background

As part of the FY25-Q2 Engagement Survey Results & Action Planning, we identified Team Member Development & Engagement as being an area to focus on. One of the actions we took was to identify a way to provide Engineering get-togethers for increased sense of belonging

After looking at different possibilities based on budget we were able to provide a subsidy in FY25 to facilitate these get-togethers, both in an in-person format as well as virtually.

Details

• Subsidy for supporting in person and remote get-togethers:
  • $75 USD for in person
  • $25 USD for remote get togethers
• An organiser needs to create an issue for the get-together outlining the plan and listing all Engineering attendees, ask for approval from one of Sabrina’s directs (@timzallmann @jeromezng @jscarborough @marin) on an issue in the Engineering issue tracker.
  • All open proposals can be seen using the FY25 Engineering get-together subsidy label
• Allowable reimbursable expenses related to travel, food, co-working spaces with receipts submitted through Navan up to the specific per person budget. Instructions on how to properly code your expense within Navan can be found below
• If team members would like to expense anything outside of those areas they should outline in the issues and allow finance review to ensure that expense would be within policy prior to approval
• Purchase order (PO)/virtual card for any expenses that will be centrally purchased for an event by one person. Ask for help in the issue on how to get that granted
• This subsidy can be used once per team member for the remainder of FY25 and we will revisit in FY26

Eligibility

Engineering only, all team members regardless of their position/level.

How to properly code your expense within Navan

1. Select Add Transaction in the expense portion of the tool
2. Select Type in Details or Upload Receipt
3. Set Expense Type to Other
4. Set GL Code to Business Meals & Entertainment
5. Set Classification to FY25 Team Building Budget
6. In the Description field add a brief description noting the expense is for a team building activity

After the Expense has been submitted it will be routed for approvals and reviewed by our accounts payable team.

How to notify your team members you’ll be at a get-together

Please follow the guidance in the Workday Time Off Absence Module Information Guide under the section What happened to the other time-off labels like Conference, Customer Visit, Volunteering, etc?