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Authorization Matrix

For instruction on how to get approval to purchase goods or services see our Procure to Pay Process. For instruction on how to get Sales contracts countersigned, please our order processing - obtaining signatures process

The table below designates team members that are authorized to sign legal documents, with the exception of NDAs covering a physical visit of another organization. When working with legal agreements with vendors, consultants, and so forth, bear in mind the signature authorization matrix. If you need to obtain approval for a vendor contract, please create a confidential issue in the finance issue tracker using our Contract Approval Workflow.

For all other documents that need to be signed, filled out, sent, or retrieved electronically, please do your best to fill out the form using the handbook and wiki then e-mail it to legal@ with the following information:

  1. Names and email addresses of those who need to sign the document.
  2. Any contractual information that needs to be included in the document.
  3. Deadline (or preferred timeline) by which you need the document prepared (i.e. staged in HelloSign for relevant signatures)
  4. Include a link to the relevant issue in the body of the hellosign email message.
  5. If the vendor insists on sending the document via electronic issue please provide them a link to include in the request.
  6. Names and email addresses of those who need to be cc-ed on the signed document.

The process that Legal will follow is:

  1. Review the document and prepare as requested.
  2. Have the requestor check the prepared document, AND obtain approval from the CFO or CEO (such approval may be explicit in the email thread that was sent to legal@, in which case a second approval is not needed unless there have been significant edits to the document).
  3. Requestor shall stage the document for signing in HelloSign and cc (at minimum) legal@.
  4. Once signed: a. For customer contracts, the Requestor needs to attach the document to the applicable Contracts Object in Salesforce, and fill out all applicable fields in the Contracts Object. b. For vendor agreements, Requestor will file the document in ContractWorks.

Authorization Matrix

(All Functional Approvals require approval from previous tiers in hierarchy - Example: A CEO approval must also be approved by the exec team member prior to the CEO)

Changes or amendments to the authorization matrix is approved by the CEO and CFO. If authority to the CEO is changed then board approval is required.

Functional approval
Financial approval
Team Member
Manager
Director
Sr Director/VP
Exec Team
CEO
Board
PAO or VP, FP&A
CFO
Director of Legal/CLO
Operating Expenses, Vendor Contracts and Capital Asset Additions
Up to $10K
Approves
Approves/Signs
>$10K up to $25K
Approves
Approves/Signs
>$25K up to $50K
Approves
Approves/Signs
>$50K up to $100K
Approves
Approves/Signs
$100K to $250K
Approves
Approves/Signs(8)
$250K+
Approves
Approves(1)
Approves/Signs(8)
Legal Contracts
Standard Terms
Signs
Signs
Signs/Approves
Changes to Standard Terms and Vendor Contracts
Approves
Signs
Signs/Approves
Non standard terms > $0.5M annual revenue
Approves
Signs
Signs/Approves
NDA - GitLab Template
Signs
Signs
Signs/Approves
NDA - Third Party
Signs
Signs/Approves
Bad debt write off
Up to $10K
Approves
Approves
$10K to $100K
Approves
Approves
$100K plus
Approves
Advised
Approves
Compensation/Hiring - non-executive
Initial hiring Budgeted
Approves
Initial hiring Non-Budgeted
Approves
Approves
Use of Search Firm
Approves
Increases (Budgeted)
Approves
Approves
Increases (Not Budgeted)
Approves
Approves
Bonuses
Approves
Approves
Commission scales
Approves
Approves
Approves
Options
Recommends
Approves
Executive Compensation - All
Approves(3)
Benefit changes
Approves
Approves
Employee Travel & Entertainment
Non Billable Expenses
Up to $5K
Approves
Approves
>$5K
Approves
Approves
>$50K
Approves
Approves
Transfer of funds among GitLab entities
Up to $500K
Approves
Over $500K
Approves(5)
Approves
Board
Letters of Credit
Approves
Guarantees
Approves
Debt/Loan Financings
Approves
Loan Renewals
Approves
Investment Policy
Approves
Equity Financings
Approves
Opening Closing Bank Accounts
Approves
Establish, liquidate, or change the legal status of an entity
Approves
Acquire an entity
Approves
Decisions to file a lawsuit or accept an injunction or consent decree (other than collection of receivables in due course)
Approves
Decision to withdraw from/settle a lawsuit > $50,000
Approves
Hiring or terminating corporate counsel
Approves
Amendment to subsidiary charter or by-laws
Approves
Change to equity structure and option plans
Approves

Notes/Comments:

Banking Controls

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