Introduction

You can rent a desk or a private space in a co-working space and get a reimbursement from Camundaworkspace. This policy walks you through the details.

This policy only relates to workspaces provided by co-working spaces in your permanent residential areasuppliers and short-term contracts (up to one month). It does not apply in case you want to work from a different city temporarily.

Camunda currently has an office hub in Berlin with 25 desks. It is also possible to book a co-working location in Berlin.

to long-term contracts, renting personal offices, or apartments.

This policy applies to individual workspace rentals. If workspace is needed for team meetings, off-site events, or similar, please follow Camunda's Purchasing Process.

Content

IT Security

Camunda's IT Security Policies also apply to work at any co-working spacein any workspace. Please adhere to them whenever visiting and working at a co-working spaceworkspace.

Contracting

This is a non-approval policy to encourage the spirit of Camunda employees making to make reasonable decisions autonomously rather than just following rules.As guidance for a monthly rate we can recommend around €/$/£ 350,00 - 500,00 on average, with a month-to-month contract. Monthly rental fees of €/$/£700 or above - for example in some metropolitan areas - need to be approved by Nastasja Johnston prior to contracting. Send your quote to nastasja.johnston@camunda.com for final approval.

Camunda supports the costs for pay-as-you-go working (by hour or day) (e.g. WeWork on Demand) or monthly passes. 

Generally, individual spaces aren’t required for our day-to-day jobs, however, depending on the role, we may have a specific requirement for a meeting room or a phone booth (to conduct a client meeting or a sensitive call). These can be booked on an ad-hoc basis and reimbursed.

Guidance:

• If you work from a workspace for a few hours or a full day up to 10 times a month, it is better to book “pay-as-you-go”. Otherwise, it will be better to contract a monthly pass. Be mindful of costs and select the best solution for you.
• Pay attention to the Terms & Conditions, the mandatory duration of the contract, and implications in case you need to cancel it. We recommend monthly contracts and no long-term contracts.
• Ensure to stick to the expense limits listed in our Global Expense Policy.

We do not have central co-working contracts in place which means that you can pick your preferred co-working spaceworkspace. 

• You are fully in charge of researching, contracting, and cancelling your favourite co-working spacecanceling your favorite workspace.
• The contract has to be in your name.
• The general PO process does not apply in this case.

Allowed situations

• Camundi are able to have two active contracts in parallel if one is in their residential area and the other is in a different city or country for a very short period of time (up to 5 days). This will cover the possibility of working from a different location while travelingCamunda does not issue Spendesk credit cards for the rental of co-working spaces.

Reimbursements

For guidance regarding the expenses and/or handling reimbursements, please follow our Global Expense Policyand its requirements for your Camunda entity.You can reimburse the rental costs by handing in your receipt via Spendesk, Expensify or remote.com portal. 

Please hand in your receipts on a monthly basis. 

Add an expense description and select the expense category co-working Space.

You will be reimbursed within one month.

If you need payment assistance, maybe due to high initial outlay costs, please contact #ask-finance.

For any questions about billing please contact expenses@camunda.com.

Review

We will review this policy every 6 months and update it as required. We will announce any updates to all Camundi.

Suggestions

There are many workspaces distributed across the globe. Unfortunately, not all options are available in all cities but here are a few suggestions from Camundi.

WeWork

They have spaces in more than 700 locations in approximately 120 cities.

These buildings offer a range of different solutions from single desks to big meeting rooms. They have “pay-as-you-go” and monthly passes. 

More information here

Regus

Similar to WeWork

More information here.

Spaces

Approximately 500 locations across the globe. Different passes.

More information here.

Croissant

Funny name! Many locations also.

More information here.

David LLoyd Clubs

You can combine wellness and a place to work in this club. The membership allows the use of any club in Europe.

For an employee that uses the gym and a workspace, it could be cheaper to sign up with David Lloyd instead of one provider for each service. Please double-check it for your location.

More information here

TOG

Locations in UK and Germany. More information here

Workspaces in Berlin

This sheet (internal access only) with a list of workspaces was pulled together for Berlin specifically but anyone can get ideas from it.