People Ops frequently asked questions

Q. What documentation do I need to present to confirm my eligibility to legally work in the US?

US teammates:

• Within your first 3 days at Sourcegraph, you are required to complete an I-9 form and present valid documentation that shows your identity and authorization to work in the US. You can find a list of acceptable documents here. Please ensure your documentation is up to date prior to your start date. If your documentation is expired, it is not valid and your start date will be delayed.
• We use a vendor called Workbright to facilitate our I-9 verification remotely. You will receive an email from Workbright to your personal email on Day 1.

Non-US teammates:

• Not applicable.

Q. How do I have Sourcegraph verify my employment?

• For instructions on how to have Sourcegraph verify your employment, please visit this page.

Q. Where can I find information about Sourcegraph’s options and equity compensation?

• You can find information on Sourcegraph’s options and equity compensation here.

Q. When and where do I get my Carta invite?

• Carta houses your equity plan. Carta invites go out once per quarter to your personal email after the board of directors has approved option grants in the latest board meeting. The invites take our lawyers 1–3 weeks after the board meeting to process. Board meetings are typically held 3-4 weeks after fiscal quarter end.

Q. Who do I contact regarding questions about Carta and/or my option grant?

• For questions about your option grant, please contact the team at #stock-options-equity

Q. How do I submit expense reports?

• You can find information on how to submit expenses for reimbursement here. Note: there are different processes for expensing depending on your employment structure.
  • For further information on expenses, please use our #expense-inquiries channel, or contact Finance if you require additional information.

Q. Do I have to expense perks or are these already added to my pay?

US teammates:

• Some perks (internet, phone, and wellness) are automatically added to your pay while other perks (professional development, coworking space, moving, desk set-up, family planning) require you to expense them.
  • For further information on expenses, please use our #expense-inquiries channel, or contact Finance if you require additional information.

Non-US teammates:

• Contractors:
  • All expensed perks must be added as a separate line item in your monthly invoice. For instructions on how to submit an invoice, visit this page.
• PEO employees:
  • Deel:
    • All expensed perks must be submitted via Deel’s platform in order for them to be included in your monthly pay. Please use allowance type for internet, phone, wellness and reimbursement for all others.
  • Airbase:
    • All expensed perks must be submitted via Airbase in order for them to be included in your monthly pay.

Q. Are expense report reimbursements tied to my paycheck?

US teammates:

• No, expense report reimbursements are processed separately from your paycheck.

Non-US teammates:

• Contractors:
  • Yes, all expenses and monthly fees should be included in your monthly invoice.
• PEO employees:
  • Deel:
    • Yes, your monthly expense reimbursements will be added to your monthly paycheck.
  • Airbase:
    • No, your expense report reimbursements are processed separately from your paycheck.

Q. I need a letter from my employer to obtain a visa, how do I request that?

• Teammates are responsible for maintaining their immigration status and People Ops is here to help facilitate. If you need a letter from Sourcegraph to support your renewal, please reach out to the People Ops team through #ask-people-team or people-ops@sourcegraph.com.

Q. Can Sourcegraph sponsor my immigration?

• You can find more information on our sponsorship and immigration policies here.

Q. Does Sourcegraph have a Immigration attorney or firm?

• Yes, please reach out to the People Ops team for an introduction. People Ops partners with WR Immigration for all visa cases. If we are able to sponsor your visa, we will connect you with our external immigration team.

Q. What if my visa requires employer sponsorship and the employer must pay for certain aspects?

• We handle all visa situations on a case-by-case basis. You would need approval from People-Ops to move forward with your visa application. We do our best to accommodate these requests whenever possible. If approved, Sourcegraph will pay the employer required portion and the teammate will be responsible for other expenses associated with the visa process.

Q. Does Sourcegraph help with family visas?

• Sourcegraph sponsors visas for teammates and generally the cost is not covered by Sourcegraph and is the teammates responsibility. If your visa application includes your family, they will be included in the process.

Q. What will happen if I fall out of status during the renewal process?

• If your employment authorization documents expire, you will need to go on “Unpaid leave” until your documents are renewed. If this is the case, please reach out to People Ops at people-ops@sourcegraph.com.

Q. What if I have a question that isn’t answered here?

• Post your question into #ask-people-team

Q. Is there a process I should follow if I move?

US teammates:

• You will update your address in BambooHR and in Rippling.
  • Note: please submit your change of address within seven calendar days of your move and at least seven calendar days before the following payroll date to make sure your change is reflected in time and to ensure you are taxed correctly.
  • Note: California-based teammates, if you were on the Kaiser Permanente insurance plan in California and have moved out of state, you will also need to re-enroll in health benefits (Blue Shield) via Rippling.

Non-US teammates:

• Please update your home address and work address in BambooHR.
  • Note: please submit your change of address within seven calendar days of your move.

Q. Where and when do I receive my BambooHR invite?

• You will receive a BambooHR invite to your Sourcegraph email by your first day. You will use BambooHR to update People Ops on any changes to your personal information. BambooHR is our source of truth for all teammate data and information.
  • If you do not have an invite to BambooHR by your first day, please contact the People Team in #ask-people-team in Slack or people-ops@sourcegraph.com.

Q. How often do I get paid?

US teammates:

• On a semi-monthly payroll cycle. Paydays are on the 15th and the last day of every month (or the closest business day prior to those dates).
  • Paystub information is hosted in Rippling.

Non-US teammates:

• On a monthly basis through Airbase or a PEO. If not on a PEO, to be paid, you will have to submit an invoice to Finance. Please see instructions on how to do so here.

Q. Where can I view a digital copy of my W2?

US teammates:

• You can view this information under the Finance/Payroll folder in Rippling.

Non-US teammates:

• Not applicable.

Q. When can I enroll in my 401k plan?

US teammates:

• You are eligible to enroll immediately upon hire and can make changes or updates at any point. You will enroll in Human Interest (after receiving your invite) or via Rippling (if you see a Human Interest single-sign-in option on your dashboard).

Non-US teammates:

• Not applicable.

Q. Where and when do I receive my Human Interest invitation?

US teammates:

• You will receive a Human Interest invite at your personal email about two weeks after setting up your Rippling account. You will use Human Interest to create and make changes to your 401k.
  • If you do not have an invite to Human Interest within two weeks after setting up your Rippling account, please contact the People Team in #ask-people-team in Slack or people-ops@sourcegraph.com.

Non-US teammates:

• Not applicable.

Q. How do I transfer my existing 401k to my 401k with Sourcegraph?

US teammates:

• To transfer your existing 401k over to your 401k with Sourcegraph, you will need to work with the company that holds your existing 401k to see what their process is for transferring it to Human Interest.

Non-US teammates:

• Not applicable.

Q. When will I receive my onboarding swag?

• You will receive a link to order your onboarding swag in your BambooHR onboarding tasks that must be completed prior to Day 1. The link will take you to a form that you will need to fill out to order your onboarding swag pack.

Q. Who do I contact if I have questions about swag?

• Onboarding swag:
  • Please contact the People team in #ask-people-team in Slack.
• All other swag:
  • Please post in #swag.