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We have a process to identify qualified regular full time new hires and Brianna will invite all new hires to register and book travel directly on their start date. No action is necessary from hiring managers other than to let them know about the event (please do not forward any links). Please work closely with your recruiting manager as they are aware of all deadlines.
All regular full time new hires must have a start date of January 6, 2020 or earlier and in workday by December 13, 2019. Final invites were extended on December 16, 2019. Contractors/vendors required executive approval and those who are hired after the approval period will not be invited, please see process/timeline [https://docs.google.com/document/d/1lbxsJwkorleL6tchh5tL_yCeFZmHz7Qm5Lumm7u7-JA/edit?ts=5d6950bd here]. If you have any questions, please email bmark@mozilla.com.
=====Volunteer Contributors=====
=='''Travel to Berlin'''==
Bookings to Berlin are done. The Egencia instructions were emailed to '''anyone approved to attend'''. New hires have individual deadlines based upon hire/start date. Approved contractors, vendors, seasonal, status employees were notified with an email from bmark@mozilla.com with specific instructions.
Specific instructions were about how to book, as we have a new process for anyone based outside the US, Canada & Central/South America. APAC employees will '''NOT''' be booking your All Hands travel in country based site, and will be using Egencia Americas. European employees '''WILL''' be booking in your country based site to allow access to trains and low cost airlines.
*Volunteers will be handled separate from this process.
*We work closely with Recruiting to ensure new hires are invited after their start date. No need to let us know about these.
*If you would like to invite someone who is a business partner, facilitator or some other category that isn't an employee or volunteer (not a personal guest/family), email bmark@mozilla.com.*Change fees and changes in airfare will be covered by Mozilla for business reasons only. Please email bmark@mozilla.com ahead of calling Egencia to make the change. If the change is specific for all hands, payment can be made centrally. If a change is due to a team specific need, you will need to provide payment over the phone and submit for reimbursement with manager approval. Any changes for personal reasons must be paid by the employee directly to Egencia over the phone (see next point)
*If you'd like to change your itinerary for personal reasons, please call Egencia directly (numbers above( and be prepared to provide payment for the change fee and any change in airfare over the phone.
Our standard travel guidelines apply (pre-populated in Egencia) when booking with a few additional budget constraints. Anything booked outside of them will require approval. Most people will arrive on Monday, January 27 and leave on Saturday, February 1. Here are some exceptions:
# If you plan to spend some extra '''personal time in Berlin/Europe''' or nearby (choosing to arrive before Monday, Jan 27 or depart after Saturday, Feb 1), you'll need to create a itinerary in Egencia for standard dates/locations within the Egencia Portal and compare to the custom dates/locations you'd like. Pricing for the standard dates should be ''Round Trip only''. Pricing for custom dates/locations should be for ''Round trip or Multi city trips only''. Please share the difference via email to bmark@mozilla.com and receive approval ahead of submission in Egencia. You can ''sway up to +$100 over'' and Mozilla will cover it. Otherwise you'll need to come with an alternate itinerary that fits within the pricing (like a round trip in and out of TXL w/ longer dates, and you personally book & cover the rest). Please note that one way trips are only approved on a case by case basis. Do not book one ways without prior approval. ''We '''do not''' have the ability for employees to reimburse Mozilla for any overage.'' This scenario also applies for routing through different airports to/from Berlin Tegel than your home airport (ex. a layover in London for a few days, or flying out of something other than TXL).
# If you are attending the '''Sunday/Monday CI event''' (by invite), you can arrive on Sunday, January 26.
# If you would like to arrive early to '''recover from jetlag''', you will need manager approval for any additional costs associated with the extension. There is '''no unilateral''' "All Hands" approval based upon timezone to arrive early. For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center). This policy does not apply to volunteer contributors, any jetlag recovery costs must be self funded.
# If you are celebrating the '''Lunar New Year''', [https://wiki.mozilla.org/All_Hands/Berlin2020#Lunar_New_Year see here].
# If you live in a country where '''work travel is prohibited on weekends''', you may travel on Friday, Jan 24 and Monday, Feb 3, if you’d prefer (not required). For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center). You must have approval from our benefits team in writing (and send to bmark@mozilla.com) '''prior''' to booking any travel. Approvals and expenses will not be applied retroactively. # If you live in a country where '''work travel is prohibited on Sunday''', you may travel on Saturday, Jan 25, if you’d prefer (not required). For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center). You must have approval from our benefits team in writing (and send to bmark@mozilla.com) '''prior''' to booking any travel. Approvals and expenses will not be applied retroactively.
# If you'd like to make changes to extend your stay on either side after booking, you will be responsible for all change fees and change in airfare.
'''Via Egencia:'''
We do not recommend booking family through Egencia. If you'd like details about how to do it, please email bmark@mozilla.com
'''Notes:'''
====Air Travel Fine Print====
*Change fees will be covered by Mozilla for '''business reasons only'''. If you need a change and have manager approval, email bmark@mozilla.com '''prior to requesting the change with Egencia'''. Once you have approval, call Egencia to make the change at 1-877-255-1090 (note this will not be possible without prior approval so be sure to get that by way of an email from your manager to Brianna Mark). If you are changing for personal reasons, the change in airfare, change fee and Egencia fee is your responsibility.
*Mozilla will '''not''' reimburse for Business/First class upgrades, tickets or seat reservations.
*Mozilla will reimburse for one checked bag each way.
=='''Hotels'''==
Your hotel assignments/confirmations have been emailed coming from bmark@mozilla.com, not the hotel directly. Please make sure to read and check for accuracy.
In each email, you will find:
