Making a People Operations Wiki on Coda

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Making a People Operations Wiki on Coda

Making a People Operations Wiki on Coda

Guidelines & Info

Expenses & Reimbursements

If you don’t find the information you are looking for below, please

submit it here

⁠

At Coda, we use

airbase.com⁠

as our reimbursement platform for home setup, education stipend, team and company events, and all else. Lunch and fitness related expenses should go through

Benepass⁠

Please note:

Please submit receipts for reimbursement once the charge AND event have occurred.

Reimbursement claims should be filed in Airbase within 30 days of the spend.

Reimbursements are processed separately from your paycheck (except for the Cellphone & Internet allowance which is automatically added to your paycheck).

How to file

Instructions on how to request a reimbursement in Airbase:

Go to the Dashboard page.

⁠

Set up your bank account⁠

for reimbursements if you haven’t already done so.

Click Request > Reimbursement.

Upload the receipt of the spend or

Import the receipt⁠

from the Receipt Inbox.

Airbase will fill in the Merchant Name, Amount, and Transaction Date fields automatically. You can make changes to these fields, which you’ll likely need to do to stay within daily limits for Meals.

Fill in the following information:

Expense Info.

Category: GL Category of the transaction. (note: For meals while working from home, use “Travel - Meals”)

Tag: Select your Department from the list of options.

Purpose: Mention the reason for the spend. Be as detailed as possible so the Approver can make the right decision.

Additional Info.

Upload files: Attach additional documents to the request, like screenshots of emails or Slack approvals to provide more context to the Approvers.

Notes: Additional information to provide further context to the Approver.

Click Submit.

Once submitted the Approvers will be notified in the order they were listed under Required Approvers.

However, if the request conflicts with the Reimbursement Policy of your organization:

Warning: You’ll be allowed to submit the request. You can also make changes to the request if needed.

Blocked: You’ll not be allowed to submit the request.

Duplicate: Airbase has identified another request with the same information. You’ll not be allowed to submit the request. The link will redirect you to the original request.

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