People Ops frequently asked questions

This page is meant as a resource to find answers to questions frequently asked by teammates in the #people-ops channel. Below you will find information on topics such as benefits, immigration support, moving, and more.

US work authorization: I-9 verification

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

US teammates:

  • The People Ops team will put a meeting on your calendar within your first 3 days of employment where you will 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.

Non-US teammates:

  • Not applicable.

Employment verification

Q. How do I have Sourcegraph verify my employment?

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

Equity plan

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.

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

Expenses

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:
    • Remote:
      • All expensed perks must be submitted via Remote’s platform in order for them to be included in your monthly pay.
    • Velocity:
      • All expensed perks must be submitted via Expensify 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:
    • Remote:
      • Yes, your monthly expense reimbursements will be added to your monthly paycheck.
    • Velocity:
      • No, your expense report reimbursements are processed separately from your paycheck.

Q. When and where do I get my Expensify invite? (US and Velocity Global teammates)

US and Velocity Global teammates:

  • You will receive an Expensify invite to your Sourcegraph email by your first week. You will use Expensify to submit receipts for reimbursement.

All other teammates:

  • Not applicable.

Health benefits

Q. What benefits and plans are available to me?

US teammates: You can use this Rippling tool to review your insurance plan options as PDFs. You can also reference these PDFs below:

Non-US teammates:

  • Not applicable.

Q. When can I enroll in insurance?

US teammates:

  • You have 30 days from your start date to enroll in insurance coverage through Rippling.

Non-US teammates:

  • Not applicable.

Q. How do I waive insurance?

US teammates:

  • You can waive your insurance coverage through Rippling. Insurance coverage is automatically waived for any teammate who doesn’t select insurance during their first 30 days.

Non-US teammates:

  • Not applicable.

Q. When will my benefits become active?

US teammates:

  • Your insurance benefits will become active on the first day of the month following your start date if you start between the 1st and 24th. If you start between the 25th and 31st, however, your insurance benefits will not be active the first day of the following month, but rather the first day of the month after that. (For example, if your start date is on May 24th, your benefits will begin June 1st. However, if you start May 25th, your benefits will not be available until July 1st.)

Non-US teammates:

  • Not applicable.

When will I receive my insurance member IDs?

  • You will receive your insurance member IDs at your personal email and in Rippling after you enroll in insurance. You should have access to your insurance member IDs within 1 month of your insurance eligibility date.
    • If you have not received your insurance member IDs, please post in the #people-ops Slack channel.

Non-US teammates:

  • Not applicable.

Q. Where can I view my benefits?

US teammates:

  • You can view your benefits in Rippling.

Non-US teammates:

  • Not applicable.

Q. Where and when do I receive my Rippling invitation?

US teammates:

  • You will receive a Rippling invite at your personal email by your first week. You will use Rippling to find your pay stubs and tax forms, set up your payment information and employment eligibility (I-9), and select your health insurance plans.

Q. How do I make changes to my insurance in the case of a qualifying life event (QLE)?

US teammates:

  • A Qualifying Life Event (QLE) is a change in your situation, such as getting married or having a baby, that can make you eligible to enroll in health insurance outside of Sourcegraph’s annual Open Enrollment period.
  • If you have experienced a Qualifying Life Event (QLE) and need to update your insurance, you will initiate this process via Rippling.
    • Note: the People Ops team cannot make updates to benefits on behalf of teammates outside of new hire and open enrollment periods.

Non-US teammates:

  • Not applicable.

Q. What do I do if I have a gap in insurance coverage? (US teammates)

US teammates:

  • If you are joining or leaving Sourcegraph and want to avoid having a gap in coverage, you can explore COBRA options.
    • If you have dental and vision insurance at the time you leave Sourcegraph, you will continue receiving those same benefits through COBRA. Benefits through COBRA will expire at the end of the month that you leave Sourcegraph.

Non-US teammates:

  • Not applicable.

Immigration support

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 follow these steps:
    • Go to https://app.truework.com/letter
    • Enter “Sourcegraph” for Employer Name
    • Enter your Sourcegraph email address for Work Email
    • Enter 8 letter verification code that was sent to your Sourcegraph email address
    • Click “Download” under Visa Sponsorship Letter
    • Your letter is downloaded and ready!

Q. Can Sourcegraph sponsor my immigration?

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

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.

Moving

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

US teammates:

  • You will update your home address and work 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.

Payroll

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 Veem. To be paid, you will have to submit an invoice to Finance. Please see instructions on how to do so here.
    • Note: if Veem is not supported by your country we have other payment methods, like a direct monthly wire. If this is the case, please reach out to Inés Roitman at ines@sourcegraph.com.

Retirement

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.

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.

Swag

Q. When will I receive my onboarding swag?

  • You will receive a link to order your onboarding swag at your personal email from Cecily Black at cecily@sourcegraph.com. 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?