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 basis, typically monthly after our accountants complete the monthly close.
Our tax returns and audited financials are also published openly at tidepool.org/documents.
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 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 have a travel budget. There are a limited number of people who are able to 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. Please don’t book business or first class.
Avoid eating at super-fancy 4-star restaurants.
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.
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 to drive yourself, please do so and submit for reimbursement using the IRS-determined reimbursement rate for the year.
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
Tidepoolers - please use Expensify to submit reimbursable expenses. Reimbursable expenses are due no later than the 5th of the following month. All reimbursement requests must be accompanied by receipts. Please ensure ALL FIELDS are up to date on your Expensify report and you’ve coded each expense. Any incomplete Expense reports will be returned for correction. Questions on how to submit receipts? Unsure how to code your receipts? Please reach out to the VP of Finance directly. Thanks!
For international team members who submit for reimbursement for expenses paid in non-US currency, Tidepool will reimburse in US dollars based on the published exchange rate, on the day of repayment. If that exchange rate results in the loss of funds from the date of purchase, Tidepool will compensate for the difference. Reimbursements for international team members should be done through Bill by using the email tidepool.org@bill.com. Please clearly put a line item for each expense. Receipts are required for reimbursement.
All external invoices [non-Tidepoolers, contractors, and third-party providers] should be directed to tidepool.org@bill.com.