Corporate Credit Cards

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2. Finance
3. Accounts Payable
4. Corporate Credit Cards

On this page

• Corporate Card Policy Statement
• Getting Started
• Guidelines for Card Use
• Permissible and Non-Permissible Items for Corporate Cards
• Expensify Reports and Coding
• Card Holder Responsibility
• Any Questions?

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 ap@gitlab.com.

Corporate Card Policy Statement

• AMEX Corporate cards are wholly and exclusively used for the benefit of the business department expenses only.
• Any expense for personal business use must be expensed via Expensify as per normal Expenses guidelines.
• The AMEX corporate credit card is issued to team members so they can acquire goods and services without having to process the transaction through the traditional purchasing procedure, such as using purchase requisitions or purchase orders.
• The introduction of this mode of payment is not to override the procedures set forth in the Company’s Procurement Policy, but to provide an alternative method of purchase for necessary goods and services.
• Corporate Card Holders are expected to accomplish business goals while spending company funds in the most cost-effective manner.

Getting Started

1. Team members should review Corporate Card Policy and understand the key concept of the policy prior to requesting a corporate card.
2. To request a new Corporate Credit Card, please create a Finance issue (tagging @accounts-payable) for approval.
3. Once the Finance issue is approved, your card will be ordered and mailed to you. You will need to follow the instructions sent with the card to activate it.
4. Once activated, please reach to #corp-creditcard-holders to let AP know your card is activated. AP will then set the card up in Expensify.
5. As soon as you start charging the card, the charges will appear in Expensify as a new report under your name. You will be able to code and attach receipts to each purchase.

Guidelines for Card Use

• Corporate Credit Cards should not be used to bypass the Procurement process.
• Purchases on your card should not exceed $2,500 for each transaction.
• If your purchase will be over $2,500, you will need to enter a Purchase Requisition in Coupa. AP prefers to pay vendors by ACH whenever possible. For reference to get started with Coupa for a vendor who can be paid by normal invoicing and payment methods, see Coupa End Users Guide.
• However, if your purchase will be over $2,500 and needs to be paid by credit card, please follow the instructions to enter a Purchase Requisition into Coupa to be paid by Coupa Virtual Card.
• All credit card reports must be submitted to their manager. Then the manager is to review/approve and then submit to Misty Brown (on behalf of the AP team to process the report).
• Any reports not submitted for one month will be subject to management review and cards could be taken away for non-compliance.
• Any reports with continuous violations to our policy will be subject to management review and could be taken away for non-compliance.

Permissible and Non-Permissible Items for Corporate Cards

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.

Expensify Reports and Coding

• Make sure you choose Gitlab-Amex policy when submitting your Corporate Credit Card report in Expensify.
• You must “Submit” your report in order to close it out each month. If a report remains “Open”, the Corporate Credit Card charges will keep being added to that report and will not generate a new report for the following month.
• Do not commingle any personal reimburseable expenses into your Corporate Credit Card reports. These reports are tied directly to the Corporate Credit Card statement, so they must remain separate.
• Receipts should be attached for all purchases in Expensify. The receipts must be fully legible and indicate the description of goods or services, total purchase amount and taxes.
• If applicable, add expense tags under "Classifications" to the related purchase. Common expense tag examples include company contributes, marketing campaigns and professional service engagements.
• Ensure to select the respective Department code for proper expense allocation.
• If the purchase should be charged to another entity besides Gitlab Inc, you must specify the entity in the expense report line item.

Card Holder Responsibility

• Card Holders are responsible for providing all supporting documents.
• All transactions made through the corporate credit card shall be filed via Expensify by the Card holder with proper coding and should be submitted to their manager twice a month, by the 15th and by the last day of the month. Managers are to approve and then forward to the AP Team for final approval by the 1st of the following month.
• Card Holders must follow Gitlab’s Code of Business Conduct and Ethics as the Corporate Credit Cards are considered GitLab property. Please refer to GitLab's Code of Business Conduct & Ethics.
• To cancel a card or to report a card that is lost/stolen, please reach out to #corp-creditcard-holders Slack channel or email ap@gitlab.com.
• Failure to follow the guidelines will result in your card being pulled.

Any Questions?

Please reach out to #corp-creditcard-holders or email ap@gitlab.com.