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 regularly, 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. Receipts are required for reimbursement.
Q: Are you located outside of the United States and/or are you 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 date(s) of service, 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 to extend our financial runway. We are frugal, and not "frupid" (frugal + stupid).
All that we ask when it comes to spending is that you be reasonably frugal, but don't be "frupid." Some guidance:
Travel
We have a travel budget. There are a limited number of people who can attend various 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. 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 $100 per person, per day or less (including tips).
Use reduced-rated conference hotel blocks and reasonable off-site hotels. Please review hotel prices for approval from your supervisor if they are over the budgeted amount.
When using Uber or Lyft, please coordinate rides with other team members. Transportation adds up quickly.
Please use Uber or Lyft only when needed. If it is less 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. Having a fast internet connection at home for work and personal use is routine.
Pending your role, Tidepool will provide a laptop and an external monitor if you need one. You are welcome to use your 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.