At Camunda, we recognize the importance of physical activity for our employees' well-being, especially since many of us spend long hours working behind a laptop screen. We strongly encourage and support our team members in engaging in various forms of movement throughout the day.

Moving our bodies is a natural and highly effective way to reduce anxiety and stress. Regular physical activity helps relieve tension, boost both physical and mental energy levels, and enhance overall well-being through the release of endorphins, the body's natural feel-good chemicals. Any form of movement that gets you active is beneficial, whether it's taking a walk, going for a swim, participating in a group fitness class, or engaging in any other activity that you enjoy.

We believe that by prioritizing and promoting physical activity, we can foster a healthier, happier, and more productive workforce. As part of our commitment to employee well-being, we encourage you to find ways to incorporate movement into your daily routine and take advantage of any resources or initiatives provided by Camunda to support your physical fitness goals.

Note on reimbursements for 2023 - The People Ops team will collect receipts from w/c 8th of January for submission & payout in February's payroll run. Communications on submission will come w/c 8th January. 

Terms

Sport Events

As well as our fitness offer, which Camundi can take advantage of in their day-to-day life, we also offer financial support for anyone wanting to take part in larger externally organized sporting events. 

Learn more on the Sport Event page.

FAQ's 

1. My gym/leisure club does not provide receipts / invoices, what else can I submit?
   1. If possible, please submit a snip from your bank statement with the value of the purchase and the name of the vendor, if payment is made monthly please include monthly amounts as well as your 
2. What sorts of things can I reimburse?
   1. Gym Membership
   2. Sports classes/training 
   3. Club membership (e.g., crossfit, running club etc)
   4. Fitness app that includes classes (e.g., Peloton membership, FitBit, Apple Fitness +)
3. What sorts of things can I NOT reimburse?
   1. Gym or sports equipment (e.g., bikes, treadmills, heart rate monitors, sports apparel)
   2. Memberships for your spouse or family; this is for Camundi only
4. I am purchasing a membership in Dec 2024, but will only start it in 2025. From which years budget does this come?
   1. Reimbursements are based on when they are realised/incurred.
   2. This means that if you purchase a new membership in Dec of 24, this will be associated with your 2024 fitness entitlement. 
   3. i.e., expenses with a date in X calendar year, can be claimed in January of X+1. 
   4. Suggestion:
      1. Work with the provider to align costs to the associated calendar year, i.e., if you want to use your 2025 budget, have the expense dated in 2025. 

Process for People Ops, how to collect submissions each January:

1. Make a copy of the previous years google form. 
   1. Review content and amend as needed eg dates, employers, departments etc. 
      1. Create a new folder for uploads 
      2. Click on the responses tab and link to sheets.
      3. When set up correctly you will have 3 files, the google form, the google sheets with responses & a google folder to hold the uploaded PDFs. (See 2023 examples at point B.) 
      4. Note, this all needs to be setup on a personal drive and shared with the relevant stakeholders. Shared drives do not support form submissions. 
   2. 2023 Documents - https://drive.google.com/drive/folders/1Jpc_3yaTDmZW5_eduiXpAsMBYAt2vKnT 
      1. 2023 Fitness Reimbursement
      2. 2023 Fitness Reimbursement (Responses)
      3. 2023 Fitness Reimbursement (File responses)
2. Create a new comms using last years template, see below.  
   1. Fitness Reimbursement Comms
3. Send to Total Reward / People Ops for audit / testing.
   1. Ensure responses save. 
4. Create a timeline for the comms & actions, see 2024's as an example below. 
   1. First week back from Holidays
      1. Update the confluence page to provide Camundi with an FYI on when to expect to hear more about submissions. 
   2. 8th Jan
      1. Put google form together & ask y'all to test it out!
   3. 9th Jan
      1. Update Confluence page with Links
      2. Add detailed instructions to confluence page on what / how to run this cycle.
      3. FYI to Doris & Stehpanie that comms will be sent to Camundi this week & action will be needed on their side for February Payroll.
   4. 10th Jan
      1. Launch Comms to all Camundi.
   5. 17th Jan
      1. Follow up reminder comms
   6. 24th Jan
      1. Submissions closed EOD comms
   7. 25th Jan
      1. Audit Files
         1. Files need to be audit to ensure: 
            1. Amount submitted matches receipt amount. 
            2. GMBH Camundi are not also members of USC. 
            3. Camundi are only reimburses for the amounts that are provided in submitted documentation 
            4. documentation is in the name of the Camundi (dependent on scale of submissions, reach out to enquire after further documentation).
            5. payments fall within the prior calendar year 
            6. amounts are pro-rated by month based on tenure
         2. People Ops/ Total rewards to four-eye the audit
   8. 30th Jan
      
      1. Share file with Payroll by EOD.
      2. Payroll to review and submit to payroll partners by associated cut off date. 
   9. Early Feb
      1. prepare a mail merge in word/excel/outlook on the outcome of the submission to make sure the Camundi is aware. 3 columns are required, amount (including currency), Email and Notes, detailing if the value was pro-rated, or in some cases why it may have been declined.  

         1. Dear Camundi,

            Thank you for submitting your fitness expenses for reimbursement! 🥳 It is heartening to see how you are prioritising your physical health.

            Your submission has been reviewed, and you will be reimbursed «Amount» during the February payroll run. If you are a member of our US entity please note that you will see this added to the second payroll run for the Month.

            Additional notes, if any, related to the outcome of your submission can be found below:

            «Notes»

            
            

            All the best,

            People Operations

   10. February Payroll, Camundi will be reimbursed subject to local taxes. 
       1. For US employees this will be in the second paycheck for February