At gaiia, we take the term "lead with context, not control" to a whole new level. We firmly believe that in the pursuit of greatness, the ordinary just won't cut it. That's why we're here to redefine what it means to expense like a pro! We want to give you the context and information on expenses, so that you can act independently.
Our “default alive” goal is to keep our finances healthy, and we have a budgeting process in place to help us reach this goal. While we won't nitpick every expense, it's important that departmental totals align with what has been put into the budget. Your sensible spending is an integral part of our collective efforts to achieve “default alive”.
We place great trust in our team members to make thoughtful choices when it comes to expenses. gaiia funds are a shared and limited resource, so we encourage you to spend them in gaiia’s best interest. We believe in your judgment and responsibility in making these decisions. So, let's keep it friendly and stay within the startup spirit!
<aside> 🗣 Disclaimer: All expenses are subject to review and approval by our People and Finance department.
Anything deemed "unreasonable" will not be reimbursed.
Expenses that violate local laws, ethics, or common sense will not be accepted.
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You're welcome to expense work-related costs. We encourage you to choose expenses that directly boost your productivity or benefit the company. Imagine standing up in front of Marc, your manager, and the founders to explain why you chose to purchase that specific thing. If you can explain comfortably why that purchase is in gaiia’s best interest, then no need to ask, go ahead and buy it. But if you’d feel a little uncomfortable explaining your choice, skip the purchase, and check in with your manager or the People and Finance team. Let me share two examples with you:
At Netflix
It is not in Netflix’s best interest that their entire content team fly business from L.A. to Mexico. But if their Head of Content have to take the red-eye from L.A. to New York and give a presentation the next morning it would likely be in Netlfix’s best interest that he flies business, so he doesn’t have bags under his eyes and slurred speech when the big moment arises.
At gaiia
We needed to create client-specific training videos to close a crucial deal with a customer. Evan lacked a suitable Loom account (platform to create videos) that would allow for the best customer experience due to limitations with our current cheaper plan (5 minutes video cap, lack of ability to manipulate transcript, etc.). To accelerate the project and improve the customer experience, Evan purchased a Creator plan that was more expensive than our current plan. It allowed him to create the material quickly and close the customer.
Be aware and think about how your expenses can make a positive impact!
We're all about supporting your work needs, but let's keep it down to earth. Reasonable expenses for items that are necessary to help you do your best work are absolutely covered. Think along the lines of a good-quality office chair for added comfort, a standing desk converter for a healthier work posture, an ergonomic mouse or keyboard, or noise-canceling headphones to keep distractions at bay.
We recognize the importance of bonding with your coworkers over delicious food and stimulating conversations. Therefore, we encourage you to expense occasional meals with your teammates. Whether it's a casual team lunch, an after-office dinner, or an occasional gathering, feel free to submit those expenses now and then to foster camaraderie.
Please remember, while we fully support your gastronomic adventures, it's essential to keep these expenses within reasonable limits. A caviar dinner might raise some eyebrows, but an ad hoc team bonding lunch is perfectly acceptable.
Team building is essential, so let's aim for a mix of fun and practicality.
In addition to the Annual Offsite each fall, we want to give each Leader budget to coordinate at least one other in-person team event during the calendar year. We have put an budget of approx. $1,000 USD per person per year, but recognize that depending on where in North America individuals reside and where the in-person event is, the exact cost per person may differ and that is okay. The function leaders (e.g. Oli, Marco, Evan, Stephen) can work with their teams (e.g. the squad leaders) to determine what works best for their teams. We don’t want to be prescriptive, but some ideas of what could work best include renting an Airbnb for a squad to work together and do some fun activities, eat out, etc. in the evenings. Please feel free to ask Audrey and Erin if you want ideas or have questions on planning the event.
We understand that work-related travel might be an integral part of your role, and we're here to make it an adventure, not an expense report headache. So, let's put it plainly: we've got your back, and we've got your wallet! All expenses associated with work-related travel are covered by gaiia. This includes but is not limited to accommodation, meals, public transportation, tolls, parking fees, and any other necessary travel expenses within reasonable limits. But always keep in mind, act in gaiia’s best interest.
Now, let's chat about how we define 'work-based travel.' It's not as complicated as it might sound; there are just a couple of different scenarios to consider:
For scenario #2, here's our guideline: the trip should be occasional, aligned with our goals, and remain reasonable. If you plan a trip primarily to co-work with colleagues now and then, that's a-okay in our books. However, please remember to consult with your team lead to ensure it's within the guidelines. Your expenses should reflect our shared objectives and values.