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.

📋 Terms

Camunda IncCamunda Services GmbH, Camunda Ltd, Camunda PTE Ltd, Remote.com

Camunda Inc employees are entitled to a yearly fitness salary reimbursement. This add-on can be up to $600 and receipts/membership contracts need to be submitted using the provided google form shared in #company-whats-happening each January. For any questions, please reach out to people-operations@camunda.com. 

How does it work:

  1. The employee signs up to a gym, sports club, sports classes, sports competition of their choice.
  2. In January of every year People Operations will collect receipts for the employees' sports memberships of the previous year.
  3. Payroll adds up to $600 to the employee's yearly salary, depending on the value of the membership.
  4. The add on will occur yearly in February for the previous year.


Camunda full-time employees with Camunda Services GmbH, Camunda Ltd, Camunda PTE Ltd, and remote.com are entitled to a yearly fitness salary reimbursement. This add-on can be up to the equivalent of €500/£500 and receipts/membership contracts need to be submitted using the provided google form shared in #company-whats-happening each January. For any questions, please reach out to people-operations@camunda.com. 

How does it work:

  1. The employee signs up to a gym, sports club, sports classes, sports competition of their choice.
  2. In January of every year People Operations will collect receipts for the employees' sports memberships of the previous year.
  3. Payroll adds up to the equivalent of €500/£500 to the employee's yearly salary, depending on the value of the membership.
  4. The add on will occur yearly in February for the previous year.


⚽️ 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 

The program provides an annual fitness reimbursement that's paid out each February for the previous year's fitness-related expenses. Employees first sign up for their chosen fitness activity, and then submit receipts to Total Rewards in January for reimbursement. The reimbursement is added to your salary payment in February and taxed at the same marginal rate as your salary.

For Camunda Inc employees, the maximum is $600 USD. For Camunda Ltd, Camunda PTE Ltd, and Remote.com employees, the maximum is €500/£500, depending on your location

You'll be reimbursed for your actual costs up to the maximum amount. For example, if you spend $495 (or €395/£395), that's the amount you'll receive. The remaining balance cannot be used for other purposes.

You'll need to pay the difference yourself. The reimbursement benefit is capped at the maximum amount for all employees ($600 for Inc, €500/£500 for others).

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 contract/proof of membership. 

  1. You have complete freedom to choose any gym, sports club, or fitness facility that works best for you
  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 +)
  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

If you have a shared family plan we would review your receipts/membership contract and divide the monthly/annual cost by the number of members to get the cost for an individual. 

The benefit will be pro-rated based on your start date for any partial year of employment with Camunda.

  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. 
  1. No, this benefit is only available to active Camundi
  2. You must be actively employed by Camunda at the time of reimbursement in January of each year for the prior year's reimbursements.


🔄 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.  
      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. 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 (internal planning doc) to all Camundi.
    5. 15th Jan
      1. Follow up reminder comms
    6. 20th Jan
      1. Submissions closed EOD comms
    7. 21st Jan
      1. Audit Files
        1. Files need to be audit to ensure: 
          1. Amount submitted matches receipt amount. 
          2. Camundi are only reimbursed for the amounts that are provided in submitted documentation 
          3. Documentation is in the name of the Camundi (dependent on scale of submissions, reach out to enquire after further documentation).
          4. payments fall within the prior calendar year 
          5. amounts are pro-rated by month based on tenure
        2. People Ops/ Total rewards /Payroll to four-eye the audit
    8. 23rd Jan
      1. Share file with Payroll by EOD.
      2. Payroll + Total Rewards to audit
      3. Payroll to review and submit to payroll partners by associated cut off date. 
    9. Early Feb
      1. prepare a build zap to share 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



 




DRIWesley Hattingh 

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