Welcome to the Expenses page! You should be able to find answers to most of your questions here. If you can't find what you are looking for, then:
GitLab utitilizes Expensify as our team member expense reimbursement tool. All team members will have access to Expensify within 2 days from their hire date. If you didn't receive an email from Expensify for your access, please contact email@example.com. Expense reports are to be submitted at least once a month. Additional information on getting started with Expensify and creating/submitting expense reports can be found here.
The procedure by which reimbursable expenses are processed varies and is dependent on contributor legal status (e.g. independent contractor, employee) and subsidiary assignment. Check with Payroll if you are unsure about either of these.
For general information and guidelines regarding the company expense policy, check out the section of our team handbook on Spending Company Money. Managers and Accounts Payable team will review the expenses for compliance with the company travel policy. The CEO will review selected escalations at least annually.
Team members should also consider the terms and conditions of their respective contractor agreements when submitting invoices to the company.
Team members in a US policy will be automatically reimbursed through Expensify after their report is "final approved" within 7 business days by Payroll team. For all other team members, please see the reimbursement process below based on your location or employment status.
The company will reimburse for the following items if you need it for work or use it mainly for business, and local law allows us to pay for it without incurring payroll taxes. Please keep in mind that while the amounts below are guidelines and not strict limits, any purchase (other than a laptop) that will cost GitLab $1000 USD per item (or over) will require approval from your Manager and Accounting.
The below averages are what GitLab usually reimburses. If you prefer to spend more on a given item, that's OK considering the average price. You may attach the receipt during expensing which shows the full purchase price. You are also welcome to expense the
GitLab Average Price in USD portion. For example, if you purchase a high-end Steelcase ergonomic chair, you are welcome to expense the average price per the table below and cover the rest with personal funds. We are encouraging our members to use their best judgment when spending the company's money.
Team members should not use a Corporate Card to purchase office equipment for their personal workspace. All office equipment purchases for a team member's personal workspace should be made on a personal credit card and expensed.
For Laptop Purchases/Refreshes, please refer to IT Ops Laptop policy and procedure.
Take inspiration from our all-remote page covering key considerations for a comfortable, ergonomic workspace. You can also consult the
#remote channels in Slack for recommendations from other GitLab team members.
It is uncommon for you to need all of the items listed below. Read GitLab's guide to a productive home office or remote workspace, and use your best judgement and buy them as you need them. If you wonder if something is common, feel free to ask IT Ops (and in turn, IT Ops should update the list).
|Item||Average Price in USD||Importance||Why|
|Height-adjustable desk||$300 - $500||10/10||We use our desks everyday and need them to be ergonomic and adjustable to our size and needs, whether that is sitting or standing.|
|Ergonomic chair||$200||10/10||We use our desk chairs hours at a time, and need them to be healthy, supportive, and comfortable.|
|Headphones (wired or wireless, with mic ability)||$100||10/10||We use our headphones everyday during our meetings, to connect with our fellow team members. We need our headphones to be comfortable, functional, and great quality.|
|External monitor||$380||10/10||Finding a monitor that is large, comfortable to use with sharpness is extremely important for our eyes and health.|
|Keyboard||$250||10/10||Find a keyboard that works for you and is comfortable for your workflow and hand size.|
|Mouse or Trackpad||$80 or $145||10/10||Find a mouse/trackpad that works for you and is comfortable for your workflow.|
|Laptop stand||$90||10/10||Your eyes and head must look at the same angle as you work and so your laptop must be elevated if you are working with an external monitor.|
|Webcam||$80||9/10||If you would like a much better image quality than from the camera in your laptop, a webcam can make video conversation better. For those who interface routinely with clients, leads, and external parties, you may also consider a pricier mirrorless or DSLR camera as a webcam.|
|Dedicated microphone||$130||6/10||For those who routinely interface with clients, leads, media, and external parties — or create regular content for GitLab channels — you may also consider a dedicated microphone to capture your voice with added richness and detail.|
|Portable 15" external monitor||$200||9/10||You have the freedom to work from any location, and having a portable monitor allows that your workflow does not suffer from being constrained to a single small laptop screen.|
|USB-C Adapter||$80||9/10||Most MacBooks only have 1 free USB-C port, so an adapter with additional ports is a necessity.|
|HDMI/monitor cable||$15||9/10||Find a quality cable so that the connection between your laptop and monitor is healthy and secure.|
|Yubikey||$50||8/10||Per our Security Practices, purchasing Yubikey is not mandatory, but is considered as an extra layer of authentication for better security.|
|Monitor Privacy Filter||$80||8/10||Important if you work in public places and need to be certain your work cannot be seen.|
|WiFi Router with guest functionality||$80||7/10||If your existing router does not allow for isolating your work notebook from your personal devices in your home network, consider buying a router that does.|
|Laptop bag or backpack||$60||7/10||Carry your laptop and external monitor safely with this travel bag. We recommended you get a bag (or backpack) with straps so the device stays on you when you need your hands free.|
|Earpods||$30||7/10||If you use your headphones at home but would like lighter headphones to use while on the go, these earpods are the way to go.|
|Ethernet connector||$20||6/10||This is if you choose to connect to your internet directly versus by Wi-Fi.|
Also feel free to check your local Freecycle group or similar second-hand/free markets when looking for equipment, especially furniture such as desks and chairs. GitLab will reimburse the cost of any transport and delivery services you need to procure the item(s) provided the total cost does not exceed the average spend for the item based on the table above.
Look at our equipment examples page to see some of the items that other GitLab team members have purchased, and please consider adding to the list if there's something you'd like to share.
If working from home is not practical you may submit for reimbursement for the cost of a co-working space. This can include non-traditional spaces that require a recurring (full-time monthly) membership as long as you average at least ~4 working days per month at the space. If flexible membership options exist in the form of daily passes or hourly packages, then these can be expensed as well, as long as the prorated cost per month does not exceed that of a recurring membership subscription. For instance, if both the monthly subscription and a hypothetical 10-day pass is $200 USD, then you can only expense one such pass each month.
Any agreement must be between the team member and the co-working space (i.e. GitLab will not sign or appear on the agreement). All expenses must be submitted through the normal travel and expense reimbursement policy. The Company will not be responsible for any expense that relates to office space subsequent to the termination of service between GitLab and the team member.
GitLab team members are allotted $500 USD per fiscal year to spend on one or multiple training courses. Reimbursement past the $500 USD total allotment requires manager approval, please follow the Tuition Reimbursement process in this case.
GitLab grants $100 USD per GitLab team member for a holiday in December We encourage GitLab team members to self organize holiday parties with those close by, but meeting up with GitLab team members is not a requirement as it is understood that timing and location of holiday parties will play a factor in ability to attend.
For those who do not meet up with GitLab team members, you may expense up to $100 USD in December or January for a holiday celebration of your choosing.
If a group of team members, Department or Division so choose, they are welcome to donate a portion of their per person holiday budget to the charity of their choosing.
For additional Company Travel related questions, please refer to our Travel Handbook regarding booking travel through TripActions.
When reducing spend, we'll not take the easy route of (temporarily) reducing discretionary spending. Discretionary spending includes expenses like travel, conferences, gifts, bonuses, merit pay increases and Contributes. By reducing in these areas we put ourselves at risk of increasing voluntary turnover among the people we need most. Discretionary spending is always subject to questioning, we are frugal and all spending needs to contribute to our goals. But we should not make cuts in reaction to the need to reduce spend; that would create a mediocre company with mediocre team members. Instead, we should do the hard work of identifying positions and costs that are not contributing to our goals. Even if this causes a bit more disruption in the short term, it will help us ensure we stay a great place to work for the people who are here.
Purchase the liability insurance that is excess of the standard inclusion of State minimum coverage in the rental agreement at the rental agency. GitLab’s insurance policy provides liability insurance for rental cars while conducting company business, but it may be excess over any underlying liability coverage through the driver or credit card company used to purchase the rental.
Purchase the liability offered at the rental counter if there are foreign employees renting autos in the US or Canada. While workers' compensation would protect an injured US employee, other passengers may have the right to sue. To ensure that GitLab has protection when a foreign employee invites another person into the car we recommend the purchase of this insurance when offered at the rental counter.
Do Not purchase the Collision Damage Waiver offered at the rental counter. GitLab purchases coverage for damage to rented vehicles. If travel to Mexico is required, purchase the liability insurance for Mexico offered at the rental counter. You should verify that the rental agreement clearly states that the vehicle may be driven into Mexico and liability coverage will apply.
Purchase the liability insurance offered at the rental counter when traveling outside the US and Canada. Automobile Bodily Injury and Property Damage Liability insurance are required by law in almost every country. Please verify this coverage is included with the rental agreement.
Purchase the Collision Damage Waiver or Physical Damage Coverage offered by the rental agency when traveling outside the US and Canada.
In the event of an accident resulting in damage to the rental car, the foreign rental agency will charge the credit card used to make the reservation with an estimated amount of repair costs if insurance is not purchased. If this happens, GitLab does not purchase Foreign Corporate Hired Auto Physical Damage Coverage to reimburse for damages.
No problem, and consider adding it to this list if others can benefit as well.
Team members who are employed through SafeGuard must submit their expense for reimbursement through Expensify. All expense reports must be submitted and approved by manager by the 8th of each month to include in the current month payment.
Team members in France, Italy, and Spain must submit their expenses through:
Poland, Russia, Ukraine & Romania:
These instructions apply if a team member is unable to purchase required items, for whatever reason.
Examples of things we have not reimbursed:
In accordance with Reimbursable Expense guidelines, independent contractors should note which expenses are Contribute related on their invoices, prior to submitting to the company.
Return to the main finance page.