People Operations

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Welcome to the People Operations handbook! You should be able to find answers to most of your questions here. You can also check out pages related to People Operations in the next section below. If you can't find what you're looking for please do the following:

On this page

Role of People Operations

In general, the People Operations team and processes are here as a service to the rest of the team; helping make your life easier so that you can focus on your work and contributions to GitLab. On that note, please don't hesitate to reach out with questions! In the case of a conflict between the company and a team member, People Operations works "on behalf of" the company.

Team Directory

GitLab uses Slack profiles as an internal team directory, where team members can add their personal contact details, such as email, phone numbers, or addresses. This is your one-stop directory for phone numbers and addresses (in case you want to send your team mate an awesome card!). Feel free to add your information to your Slack profile (this is completely opt-in!) by clicking on "GitLab" at the top left corner of Slack, "Profile & Account", then "Add Profile" (for the first time making changes) or "Edit Profile" (if your account is already set up) to make any changes!

Birthday Swag

BambooHR should send an email to People Ops the day before and the day of a team member's birthday. Celebrate by sending the team member an email (template below) and post on the #general channel on Slack so all team members can help them celebrate.

Birthday Email Template: "Happy Birthday! Please use this link [insert link] to redeem your birthday swag! You will need to login or create an account with the swag store to receive your free birthday socks! The username will be your GitLab email. Once you are are in the store you should see your options to order GitLab birthday socks. Please let People Ops know if you have any questions."

The link for the swag store birthday campaign is located in the People Ops vault in 1Password.

Monitor the swag store open orders to place orders that team members have entered for birthday swag.

Letter of Employment and Reference Request Policy

If you need a letter from GitLab verifying your employment/contractor status, please send the request to People Ops citing what information is needed. We will provide most recent title, dates of employment, and salary information. We will also verify, but not provide National Identification Numbers. People Ops will send you the letter once it is completed. In addition, if the request comes from a third party, People Ops will always verify that the information is appropriate to share. If you are a US Employee you can follow these instructions for an automated verification through TriNet.

GitLabbers are not authorized by the company to speak on its behalf to complete reference requests for GitLabbers no longer working for GitLab. If a team member would like to give a personal reference based on their experience with the former team member, it must be preceded by a statement that the reference is not speaking on behalf of the company. To reinforce this fact, personal references should never be on company letterhead and telephone references should never be on company time. You do not need permission from GitLab to give a personal reference. Remember to always be truthful in reference check and try not to give a majority negative reference; instead refuse to provide one. Negative references can result in legal action in some jurisdictions.

If an ex team member acted in a malicious way against GitLab we'll do a company wide announcement on the team call not to provide a reference.

Office addresses

Regular compensation

  1. Employees of our Dutch entity (GitLab B.V.) will get their salary wired on the 25th of every month, and can see their pay slip in their personal portal on HR Savvy's system towards the end of the month.
  2. Employees of our Dutch entity who are based in Belgium will get their salary wired around the last day of each month and will receive their pay slip in their personal portal on Boekfisk's system
  3. Employees of our Dutch entity based in India that are employed through GitLab's co-employer Lyra will get their salary wired around the last day of the month. Lyra will send pay slips electronically but will be switching to a HR portal very soon so that pay slips and tax declaration forms can be accessed directly.
  4. Employees of our US entity (GitLab Inc.) have payroll processed semi-monthly through TriNet, and they can access their pay slips through the TriNet portal.
  5. Employees of our UK entity (GitLab Ltd) will get their salary wired on the last day of every month, and can see their pay slip via their personal portal on Vistra's system towards the end of the month.
  6. Contractors to GitLab should send their invoices for services rendered to ap@gitlab.com.
    • The first invoice should be prorated. You can do this by taking the total working days from your start date divided by total work days in the month multiplied by your monthly rate.
    • For 'fixed fee' contracts, it is OK to send the invoice before the time period that it covers is over. For example, an invoice covering the period of March 1-31 can be sent on March 25.
    • All invoices are internally reviewed, approved, and then payment is processed. This is usually a fast process, but be aware that it can incur delays around vacations. In principal, payments go out once per week on Fridays.
    • An invoice template can be found as a Google sheet named "Invoice Template" (also listed on the finance page )
  7. To process any changes, see the directions on the system processes page.

NPS Surveys

NPS stands for "Net Promoter Score". GitLab has two forms of NPS surveys: eNPS for all employees (where "e" stands for "Employee"), and an onboarding NPS. These surveys gauge employee satisfaction and how likely employees are to recommend GitLab to others as a place to work.

People Ops will send out an eNPS survey twice yearly to all employees.

The onboarding NPS survey is a 60-day survey for new hires. To help People Ops understand your experience and improve the onboarding process, please complete the onboarding survey after you have been working for GitLab for at least 2 months. People Ops will send reminders to team members to complete the survey.

Policies

Background checks

We will obtain employment and criminal background checks for team members based on specific project, client, and/or department assignments. Team members in Support Engineer and Solutions Architect positions, People Ops, Finance, Sales (client-dependent), and the Executive team have been selected to go through this process. Other positions/departments may be added in the future based on business requirements.

We have contracted with Checkr to perform these background checks, which will cover criminal history for the last 7 years and employment history for the last 5 years and/or the three most recent employers. GitLab may use the returned background check information to make decisions regarding employment; therefore, the employment of those in the affected positions is contingent upon a successful completion of the background check. Due to the remote nature of our company, offenses involving driving or motor vehicles are not considered actionable violations.

Incoming candidates will receive an email to fill out the background check application following an offer. The application process includes signing a disclosure and a consent form which explains the rights of an individual undergoing a background examination. The application process is designed to take less than fifteen minutes to complete.

All team members in the affected positions will be required to complete the background check process, regardless of location. Applicants outside of the US or non-citizens will be required to provide a passport number and national ID number as part of their criminal background check. At this time, Checkr does not support non-US employment verification, so People Ops will be reaching out to collect the appropriate information.

To prepare for the employment application process, please gather each previous employer's name and address, your position title held, employment start and end dates, manager’s name and title, their phone number, and email address. Details for a Human Resources contact can be entered instead of a manager's contact details. If you have been self-employed, you must provide backup documentation to act as proof of employment. This documentation can be in the form of tax returns (e.g. W2s), paystubs, LLC documentation, official company registrations, etc.

Applicants may be required to submit a form of picture ID to process their background check. For security purposes, documentation via email will not be accepted; applicants should check their email for the secure link that Checkr will automatically send in order to upload their document.

Background checks will act as an additional mechanism of transparency and will help to build trust with our clients. We will continue to develop this draft policy to ensure we apply a fair and consistent process which is as respectful to the privacy of our team members as possible while remaining compliant.

Initiating a Background Check

US Candidates Only

  1. Log in to the Checkr platform and select Candidates.
  2. Click on Invite Candidates and select Employee Pro Last 3 from the dropdown list.
  3. Enter the candidates personal email address and click Send Invitations.

International Candidates

  1. Repeat the first step from the list above but select International Criminal Search.
  2. A member of the People Operations team will need to reach out to the candidate to gather previous employer details for employment verification from the candidate directly.

Sick time - taking and reporting

In keeping with our values of freedom, efficiency, transparency, kindness, and boring solutions, we have crafted the following protocol around sick leave for all GitLabbers.

All GitLabbers

Details for specific groups of GitLabbers

Hiring Significant Other or Family Members

GitLab is committed to a policy of employment and advancement based on qualifications and merit and does not discriminate in favor of or in opposition to the employment of significant others or relatives. Due to the potential for perceived or actual conflicts, such as favoritism or personal conflicts from outside the work environment, which can be carried into the daily working relationship, GitLab will hire or consider other employment actions concerning significant others and/or relatives of persons currently employed or contracted only if: a) candidates for employment will not be working directly for or supervising a significant other or relative, and b) candidates for employment will not occupy a position in the same line of authority in which employees can initiate or participate in decisions involving a direct benefit to the significant other or relative. Such decisions include hiring, retention, transfer, promotion, wages, and leave requests.

This policy applies to all current employees and candidates for employment.

Gift Policy

People Operations will send flowers for a birth, death, or significant event of a team member. This policy applies to an immediate relationship to the GitLab team member. Management can send a request to People Operations in order to ensure that a gift is sent in the amount of 75-125 USD.

Relocation

If your permanent address is changing, notify People Operations of the new address within the pay cycle of the move. The best way to do this is by logging in to BambooHR and changing your address under the Personal tab. This triggers a message to the BambooHR admin to review the change and "accept" it.

If you are going to spend six months or more in one location this will be considered as a relocation and your compensation will be evaluated based on the new metro region.

Transfer Employee to Different Location in TriNet

  1. Go to HR Passport homepage.
  2. Click Find.
  3. Select find person by Name.
  4. Type the name, click search.
  5. From the choices, select the name.
  6. On the left side of the screen, select Employment Data.
  7. Select Employee Transfer.
  8. Change location and fill in necessary information.
  9. Select Update.

Tuition Reimbursement

GitLab supports team members who wish to continue their education and growth within their professional career. If you are a full-time GitLabber and have been employed for more than three months, you are eligible to participate in this program. To be eligible for reimbursement, courses must be a requirement of a degree or certification program and delivered through a credentialed college or university.

GitLabbers are eligible for a maximum calendar year (January 1st - December 31st) reimbursement equivalent to 4,000 USD. Courses eligible for reimbursment include for credit classes resulting in a grade (not pass/fail), courses providing continuing education credits, and/or courses taken as part of a certification program. You must earn a passing grade equivalent to a “B” or obtain a successful completion certification to submit for reimbursement. The progam will cover only the tuition and enrollment related fees. Additional fees related to parking, books, supplies, technology, or administrative charges are not covered as part of the program. Tuition will be validated by receipt of payment. A description of the course(s) and degree or certification program along with a final grade report or satistfactory certificate of completion are required to receive reimbursement.

Tuition Reimbursement Process

To receive tuition reimbursement, GitLabbers should follow the following process:

  1. GitLabber first discusses their interest in professional development with their manager.
  2. If the manager agrees that the degree or certification program is aligned with the business and growth opportunities within GitLab, a minimum of three weeks prior to the course start date, the GitLabber fills out a Tuition Reimbursement Agreement and forwards it to People Ops to stage for the proper signatures (GitLabber, Manager, People Operations) in HelloSign.
  3. The People Ops Specialist will confirm there are no additional tax implications for reimbursement in the team member's country.
  4. People Ops will file the application and signed agreement in BambooHR.
  5. Once the course is completed, an official grade report or successful certification of completion must be submitted to People Operations.
  6. After grades are verified, People Operations will ensure the reimbursement is processed through the applicable payroll by the second pay cycle after submission.

Tax Implications for Tuition Reimbursement by Country

In some countries, tuition reimbursement may be considered as taxable income. Please reach out to your tax professional for clarification.

Administrative details of benefits for US-based employees

401k

  1. You are eligible to participate in GitLab’s 401k as of the 1st of the month after your hire date.
  2. You will receive a notification on your homepage in TriNet Passport once eligible, if you follow the prompts it will take you to the Transamerica website https://www.ta-retirement.com/ or skip logging in to TriNet Passport and go directly to https://www.ta-retirement.com/ after the 1st of the month after your hire date.
  3. Once on the home page of https://www.ta-retirement.com/ go to "First Time User Register Here".
  4. You will be prompted for the following information
    1. Full Name
    2. Social Security Number
    3. Date of Birth
    4. Zip Code
  5. Once inside the portal you may elect your annual/pay-period contributions, and Investments.

Using BambooHR

We use BambooHR to keep all team member information in one place. All team members (all contract types) are in BambooHR. We don't have one contact person but can call BambooHR if we want any changes made in the platform. The contact info lives in the Secretarial Vault in 1Password.

Some changes or additions we make to BambooHR require action from our team members. Before calling the whole team to action, prepare a communication to the team that is approved by the Sr. Director of People Operations.

Team Members have employee access to their profile in BambooHR and should update any data that is out-dated or incorrect. If there is a field that cannot be updated, please reach out the the People Operations Specialist with the change.

Using RingCentral

Our company and office phone lines are handled via RingCentral. The login credentials are in the Secretarial vault on 1Password. To add a number to the call handling & forwarding rules:

Mental Health Awareness

  1. At GitLab we strive to create a Stigma-Free Workplace. In accordance with the National Mental Health Association and the National Council for Behavioral Health we would like to:
    • Educate employees about the signs and symptoms of mental health disorders.
    • Encourage employees to talk about stress, workload, family commitments, and other issues.
    • Communicate that mental illnesses are real, common, and treatable.
    • Discourage stigmatizing language, including hurtful labels such as “crazy,” “loony” or “nuts.”
    • Help employees transition back to work after they take leave.
    • Consult with your employee assistance program.
  2. What are we doing to get there?
    • Per an open issue, People Operations will be developing training for managers on this topic.
    • GitLab would also like to encourage GitLabbers to take their time off to properly take care of themselves. We encourage the team to go to yoga, take a long lunch, or anything else in their day to day life that assists in their mental and emotional well-being.
    • In addition to our current EAP programs available for employees, we encourage GitLabbers to take a look at (Working Through It)(http://www.workplacestrategiesformentalhealth.com/wti/Home.aspx) for insight into reclaiming well-being at work, off work, and return to work.
    • We believe that our values and culture lends itself to being able to discuss mental health open and honestly without being stigmatized, but let's work together to make it even more inclusive.
    • For example, Finding the right words:
      • "How can we help you do your job?"
      • "You’re not your usual self."
      • "Do you want to talk about it?"
      • "It's always OK to ask for help."
      • "It’s hard for me to understand exactly what you’re going through, but I can see that it’s distressing for you."

Any questions or concerns? Please feel free to speak with anyone in People Ops!

Paperwork people may need to obtain mortgage in the Netherlands

When your employment contract is for a fixed period of time (e.g. 12 months) you'll need a "werkgeversverklaring". This document describes your salary and states that your employer expects to continue to employ you after the contract expires (assuming the performance of the employee doesn't degrade). This document has to be filled in by hand, preferably using blue ink, and must be signed and stamped. If there is no stamp (as is the case for GitLab) an extra letter (also signed) must be supplied that states the employer has no stamp. While the language of these documents doesn't matter, the use of Dutch is preferred.

Employees also have to provide a copy of a payslip that clearly states not only their monthly salary but also their annual salary. These numbers must match the numbers on the "werkgeversverklaring" down to the decimals. Mortgage providers may also require you to provide information about your financial status, usually in the form of a report/screenshot of your total financial status (including any savings you have). The requirements for this seem to vary a bit between mortgage providers.