Guidelines & Info
Travel Policy - Updated Nov. '22
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Context
Everything evolves, including our travel needs. Our former policy was drafted in late 2021 and has been slowly tuned as the company has grown and appetite for in-person work has ramped back up. We have invested in our in-office culture (office captains, lunch trains, moves to fresh offices in SF & MTV), experimented with multi-site Hackathons, and added the new ritual of Codathon.
With this refresh, we hope to better articulate our approach to travel and give Codans clearer guidance on how they might leverage travel for work. We are proposing this policy to support our cadence of coda-all events, the expected increase in team gatherings, and our balance of having a distributed team and office hubs.
Guiding Principles
Connecting Codans in support of Coda. With a distributed employee base, we want to enable all employees to work productively together, and feel included and connected to their teams
Supporting hybrid culture. Leverage both our in-office culture and the flexibility of having a distributed team of talented folks.
Resource conscious. Mindful that both time and money are limited resources, we want to be thoughtful about both travel spend and the amount that we ask employees to disrupt routine to travel.
What’s changing?
What isn’t changing?
What’s included in our travel policy:
We cover the following types of trips. Depending on role and location, Codans may or may not engage in all of the categories.
Category of Travel
Description & Purpose
Who is invited to travel?
Where do we expect them to travel to?
Predicted Frequency
Approval Process
Company Events
2
Hackathon - Multisite events in Coda Offices to drive innovation.
Remote Codans
Coda offices
2-3x/year
No approvals required for remote Codans
Codathon - Coda-all gathering to build connection across Coda, functions and FAs.
All Codans
Varies year-by-year, but likely a “mutually inconvenient location for all” 😄
1x/year
No approvals required for anyone
Team Gatherings
1
Teams get-togethers (either functions, FAs or IAs) for bonding, strategy, and working together.
Whoever needs to (i.e. those who work outside of the Coda office that the event is happening at)
Coda offices
1x/year or as needed
Finance, Employee Experience & manager/team lead approval required. Fill out to let us know what you are planning!
Flex Travel
1
For Codans who live far from offices, the flexibility to travel to Coda Offices for purposeful in-person working time that supports business goals
Remote Codans
Coda offices
1x/year
Finance & manager approval. Ping with context and ask.
@Jordan Le Baudour
Business Critical Travel
1
Things like key customer meetings, an industry event where you speaking on behalf of Coda, etc.
Whoever needs to, but with clear business justification
Wherever needed
As needed
Finance & manager approval. What qualifies as “business critical” is up to individual org leads.
What’s not included?
Logistics & Limits
These are staying fairly consistent. still applies for booking travel using Navan (fka TripActions). All travel related expenses must be submitted via Airbase.
Exceptions
We understand that the above policy might not capture every single edge case imaginable. If you are unsure if your travel plan fits within policy, or if you would like to request an exception to the policy, please discuss with you manager and org lead to get their support. Then, reach out to Finance for approval.
Travel Policy Q&A
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