This page contains GitLab's Corporate Credit Card guidelines and procedures. If there are any questions, please reach out to #corp-creditcard-holders Slack channel or email email@example.com.
@accounts-payable) for approval.
|Permissable Items||Non-Permissable Items|
|Team Building Activities/Offsite costs are permitted, but an individual purchase cannot exceed $2,500 USD. Any individual purchase for over $2,500 USD must be paid by Virtual Card. Examples of permissible costs under $2,500 USD include fees related for registration, dinners, deposits, and room rentals.||Software subscriptions (i.e. Amazon, Dropbox, Adobe etc) of any kind are not permitted. For individual subscriptions, please follow the process regarding Individual Use Software. For group subscriptions, please submit a Purchase Requisition in Coupa.|
|Event costs are permitted, but an individual purchase cannot exceed $2,500 USD. Any individual purchase for over $2,500 USD must be paid by Virtual Card. Examples of permissible costs under $2,500 USD includes fees related for registration, conferences, room rentals, deposits, and event supplies (with the exception of Prizes and Gifts given at events). Please see Non-permitted Items.||Computer equipment and hardware are not permitted. These purchases must go through the normal employee expense reimbursement process. This includes equipment for new hires and replacements. See Expenses Handbook page regarding "Office Equipment and Supplies" and "Laptops, insurance and repairs".|
|Covid test kits and related testing services are permitted, but an individual purchase cannot exceed $2,500 USD. Any individual purchase for over $2,500 USD must be purchased by Virtual Card.||Team member Gifts that are not for a Significant Life Event (i.e Anniversaries, promotions, birthdays, electronic cards, wellness, thank you's). These purchases must go through the normal employee expense reimbursement process. See Gift Handbook page for reference.|
|Gifts for Significant Life Events - Gifts can be purchased for significant life events up to $125 USD. Managers are able to send Gifts and Flowers on behalf of their team members in acknowledgment of significant life events such as the birth of a little one; well wishes ahead of surgery, or the loss of a loved one. Managers can facilitate the ordering of Flowers or Gifts for delivery. Gift cards for Team members are not allowed for these gifts at this time. See Gift Handbook page for reference. Note that these Expenses are tracked by department, thus whoever submits these expenses must be in the same department as the team member the gift pertains to.||Hotels & Transportation & Related Travel Expenses are not permitted for individual team members. Examples of individual related travel items not permitted include all meals, in flight purchases, wifi costs, and global entry/passport charges. These should be expensed as per employee reimbursement process.|
|Airfare and related baggage costs for an individual team member should be purchased through TripActions.|
|Meals relating to customer/partner dinners are not permitted. These must be expensed via the Employee reimbursement process.|
|Meals relating to a department team event (lunches, happy hours) are not permitted. These will follow the quarterly budget under Team Building for the related department. Thus the managers of these teams should be submitting these expenses via the Employee reimbursement process.|
|All purchases relating to Training/Tuition/Conferences and Membership fees for individual team members. These purchases must follow the Growth and Development Benefit process, and be expensed via Employee reimbursement process.|
|Other Membership fees (outside of G&D) for individual team members must be expensed via the Employee reimbursement process.|
|Marketing Events - Prizes and Gifts for external customers: All purchases related to Event Prizes and Gifts are not permitted and must be done on Virtual Cards. If gift cards would like to be purchased, it must have approval from Finance prior to purchase as well.|
|Gift Card Purchases to Non-GitLab employees will need to notify their manager and employers per IRS rules, as well as obtaining approval from the PAO of Finance or the VP Corporate Controller approval before purchasing. These must be purchased by Virtual Card.|
|Co-working Space for individual team members is not permitted and must run through the normal expense reimbursement process. It is only permitted if the space is used for an event.|
|Internal Team Member event prizes/contests/awards should follow the quarterly budget under Team Building for the related department. Thus the managers of these teams should be submitting these expenses via the Employee Reimbursement process. As gift cards are taxable for all employees, they are excluded from this benefit.|
|Monthly recurring charges for vendors under $2,500 USD for an individual charge, is not permitted and needs to be purchased by Virtual Card.|
|Personal expenses as listed in the Expense Policy must be run through the employee reimbursement process for proper management approvals.|
Please reach out to #corp-creditcard-holders or email firstname.lastname@example.org.