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Openness and Transparency

As an open-source non-profit, Tidepool is committed to operating openly and transparently in all regards.

Tidepool's finances, including how we spend our money, our revenue, grants, and expenses, are shared internally with employees on a regular basisregularly, typically monthly after our accountants complete the monthly close.

Our tax returns and audited financials are also published openly at tidepool.org/documents.

Reimbursement and Invoice Submission

Q: Are you located in the United States and on Tidepool’s payroll as an employee?
A: Please use Expensify to submit reimbursable expenses. Reimbursable expenses are due no later than the 5th of the following month. All fields must be up to date on your Expensify report and you must code each expense. Any incomplete Expense reports will be returned for correction.

IMPORTANT NOTE - *RECEIPTS MUST BE SUBMITTED WITHIN 6 WEEKS OF EXPENDITURE TO BE ELIGIBLE FOR REIMBURSEMENT. It is your responsibility to turn receipts in on time.

Receipts are required for reimbursement.

Q: Are you located outside the United States and/or a contractor?
A: Please use Bill to submit your hours and for reimbursements, using an invoice, at tidepool.org@bill.com. Your invoice should include the service performed, date(s) of service (mm/dd/yyyy), rate(s), and total. If you submit for reimbursement for expenses paid in non-US currency, Tidepool will reimburse you in US dollars based on the published exchange rate on the date of purchase. Please clearly put a line item and date for each expense. Receipts are required for reimbursement.

Questions on how to submit receipts? Unsure how to code your receipts? Please reach out to the VP of Finance directly. Thanks!

Expense Policy

Like all nonprofits, Tidepool attempts to minimize expenses as much as possible in order to extend our financial runway. We are frugal, but we are and not "frupid" (frugal + stupid). Over 75% of our expenses are people-related: salaries, benefits (especially health insurance), employer-paid taxes, and contractor expenses.

All that we ask when it comes to spending is that you be reasonably frugal, but don't be "frupid." Some guidance:

Travel

At Tidepool, we We have a travel budget. There are a limited number of people who are able to can attend various conferences and we do our best for team members to take turns attending conferences. If you have questions about travel expenses (and travel budget), please direct them to your supervisor or VP of People and Finance. When traveling for Tidepool:

• Look for the best airfare possible using different platforms whether directly through the airline, Kayak, Orbitz, or other. We ask that when possible book Economy Base. Please don’t book business or first class.Avoid eating at super-fancy 4-star restaurantsBusiness or First Class. Please book Economy/Basic only. Please review flight ticket prices for approval with your supervisor before booking if your ticket is over the budgeted amount.

• Please keep your food budget to $120 per person, per day or less (including tips).

• Use reduced-rated conference hotel blocks when possible, and reasonable off-site hotels. Wherever you stay, please inquire about tax exemptions for nonprofit organizations. Some states will remove taxes from the hotel bill for nonprofit organizations Please review hotel prices for approval from your supervisor if they are over the budgeted amount.

• When using Uber or Lyft, please try to coordinate rides with other team members. Transportation adds up quickly! .

• Please use Uber or Lyft only when needed. If it is less expense expensive to drive yourself, please do so and submit for reimbursement using the IRS-determined reimbursement rate for the year. Please also know if it is better to rent a car than using Uber or Lyft based on your travel plans.

• Any travel in your car on Tidepool business will be reimbursed. Track your mileage.

Platform Services and At-Home Internet and Computers

• Online services that save us time and effort are worth the money. We subscribe to many including: GitHub, Slack, Confluence, Jira, and ZOOM, to name a few.

• Tidepool doesn't pay for home internet connections (nor for electricity or water or garbage service, for that matter). Having a fast internet connection at home for work and personal use is routine these days.

• Pending your role, Tidepool will provide a laptop and an external monitor if you need one. You are welcome to use your own machine(s) as long as it has been set up and audited according to our HIPAA and security policies. Please note that Tidepool-purchased equipment remains the property of Tidepool unless other arrangements are made in writing.

Reimbursement and Invoice Submission

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