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Spending Company Money

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In keeping with our values of results, freedom, efficiency, frugality, and boring solutions, we expect GitLabbers to take responsibility to determine what they need to purchase or expense in order to do their jobs effectively. We don't want you to have to wait with getting the items that you need to get your job done. You most likely know better than anyone else what the items are that you need to be successful in your job. The guidelines below describe what people in our team commonly expense. Some of the items below have the average amount that folks typically spend on them as a helpful guide. If you need to spend more to get the right tool for you to work productively, please do so. If you are uncertain about how much reasonable to spend on a more expensive item, please don't hesitate to reach out and ask for help.

  1. Spend company money like it is your own money. No, really.
  2. You don't have to ask permission before making purchases in the interest of the company. When in doubt, do inform your manager before the purchase, or as soon as possible after the purchase.
  3. It is uncommon for you to need all of the items listed below. Use your best judgement and buy them as you need them. If you wonder if something is common, feel free to ask People Ops (and in turn, People Ops should update the list).
  4. It is generally easiest and fastest for you to make any purchases for office supplies yourself and expense them. However, People Ops will typically always order your laptop through our supplier, with a few exceptions. If you are unable to pay for any supplies yourself, please reach out to People Ops.
  5. You may privately use GitLab property, a MacBook for example, to check your private e-mails or watch a movie as long as it does not violate the law, harm GitLab, or interfere with Intellectual Property.
  6. If you make a purchase that will cost GitLab $1000 USD (or over), this is classed as company property, you will be required to return the item(s) if you leave the company.
  7. Employees: file your expense report in the same month that you made the purchase in. Please combine multiple expenses on one report if possible. Contractors: include receipts with your invoices.
  8. Any non-company expenses paid with a company credit card will have to be reported to your manager as soon as possible and refunded in full within 14 days.
  9. Items. The company will pay 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. Items paid for by the company are property of the company and need to be reported with serial numbers etc. to People Ops by adding it to this form: GitLab laptop information for proper asset tracking. Since these items are company property, you do not need to buy insurance for them unless it is company policy to do so (for example, at the moment we do not purchase Apple Care), but you do need to report any loss or damage to PeopleOps as soon as it occurs. Links in the list below are to sample items, other options can be considered. It's also recommended to consult the #questions channel in slack on the latest recommendations other GitLabbers have been purchasing:
    • Laptop:
      • For all new GitLabbers, to request a new MacBook please use this form. For existing team members to replace a current macbook see point 12 on this page.
      • We do not allow the purchase of any Windows machines. Windows makes it harder to work with git and ruby from the command line, and Windows has too many security risks associated with it.
      • We strongly encourage Macs, but for Developers and Production Engineers only we do allow Linux. Note that 1Password does not yet have a native client for Linux, but there is a browser extension. Max price: the price of the equivalent Mac laptop
      • For Linux laptops, we recommend purchasing a Dell computer pre-loaded with Ubuntu Linux. The reasons for using Dell for a Linux laptop are as follows:
        • There are several manufacturers of laptop systems that offer Linux, but Dell is the only major manufacturer that has done so for years, and it has already worked out shipping issues for all of the countries where GitLab employees live.
        • As we move forward with Zero Trust networking solutions, we need to have a stable and unified platform for deployment of software components in the GitLab environment. Standardization on a single platform for Linux simplifies this.
        • Ubuntu 18.04 LTS is the preferred platform due to both stability and an extremely fast patch cycle - important for security patches.
        • There are opportunities for corporate discounts in the future if we can concentrate purchases from a single vendor.
        • To date, all of Dell's security issues have involved their use of Windows, not their hardware.
      • Many team members can use their company issued laptop until it breaks. If your productivity is suffering, you can request a new laptop. The typical expected timeframe for this is about three years, but it can depend on your usage and specific laptop.
    • USB-C Adapter for New Macbooks (average price range $80 USD)
    • Laptop carrying bag (average price range $60 USD)
    • External monitor (average price range $380 USD)
    • HDMI cable (make sure you get the proper cable for your laptop) (average price range $15 USD)
    • Portable 15" external monitor (average price range $200 USD)
    • Monitor Privacy Filter (average price range $80 USD)
    • Webcam (average price range $50 USD)
    • Ethernet connector (average price range $20 USD)
    • Earpods are strongly recommended instead of using laptop speakers and microphones since these can cause an echo. (average price $30 USD)
    • Headphones (average price $60 USD)
    • Keyboard and mouse set (average price $120 USD)
    • Height-adjustable desk (average price $500 USD)
    • Ergonomic chair (average price $200 USD)
    • Laptop stand (average price $90 USD)
    • Work-related books
    • Yubikey
    • USB hub
    • We have central license management for you to request licenses for JetBrains' products like RubyMine / GoLand
    • Little Snitch is an excellent personal firewall solution for MacOS. Recommended to monitor application network communications.
    • Not sure what to buy? Look at our equipment examples page to see some of the items that other GitLabbers have purchased, and please consider adding to the list if there's something you'd like to share.
  10. Expenses. The company will reimburse for the following expenses if you need it for work or use it mainly for business, and local law allows us to pay for it without incurring taxes:
    • Mileage is reimbursed according to local law: US rate per mile, or rate per km in the Netherlands. Add a screenshot of a map to the expense in Expensify indicating the mileage.
    • Internet connection subscription.
      • For employees in the Netherlands: fill in and sign the Regeling Internet Thuis form and send it to People Ops. People Ops will then send it to the payroll provider in the Netherlands via email.
    • VPN service subscription. Using a VPN is recommended when you are regularly working on public WiFis or hot spots.
    • Mobile subscription, we commonly pay for that if you call a lot as a salesperson or executive, or if your position requires participation in an oncall rotation. If your device cost is part of your monthly subscription cost, please do not include the device cost from the expense reimbursement.
    • Telephone land line (uncommon, except for positions that require a lot of phone calls)
    • Skype calling credit, we can autofill your account (uncommon, since we mostly use Google Hangouts, Appear.in, Zoom, and WebEx)
    • Google Hangouts calling credit
    • Office space
      • If working from home is not practical for a day, a month, a year, forever, please feel free to rent out a co-working space at the expense of the company. This can include non-traditional spaces that require a membership as long as you average ~4 working days per month at the space. 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.
    • Work-related online courses
    • The company will pay for all courses related to learning how to code (for example Learning Rails on Codecademy), and you may also allocate work time to take courses that interest you. If you are new to development, we encourage you to learn Git through GitLab, and feel free to ask any questions in the #git-help Slack channel.
    • Work-related conferences, including travel, lodging, and meals. If total costs exceed $500, reimbursement requires prior approval from your manager.
      • We encourage people to be speakers in conferences. More information for people interested in speaking can be found on our Corporate Marketing page.
      • We suggest to the attendees bring and share a post or document about the news and interesting items that can bring value to our environment.
    • Year-end Holiday Party Budget: 50 USD per GitLabber for a holiday in December. We encourage GitLabbers to self organize holiday parties with those close by.
    • For travel to other team members please see our visiting grant.
    • Business travel upgrades per round-trip (i.e. not per each leg of the flight):
      • Up to the first EUR 300 for an upgrade to Business Class on flights longer than 8 hours.
      • Upgrade to Economy Plus if you’re taller than 1.95m / 6’5”.
      • Up to the first EUR 100 for an upgrade to Economy Plus (no height restriction) on flights longer than 8 hours.
    • GitLab does not cover expenses for Significant others or family members for travel or immigration. This includes travel and visas for GitLab events.
    • Something else? No problem, and consider adding it to this list if others can benefit as well.
  11. Expense Reimbursement
    • If you are a contractor, please submit an invoice (a template can be found here) with receipts attached to payroll@gitlab.com.
    • If you are a contractor and incurred in an expense charged in a currency different from the one you use to submit your invoices, use the conversion rates specified in the global compensation section of the handbook. If the expense currency doesn’t exist in that list, refer to the conversion rates in oanda. Make sure to set the expense date in the currency converter form.
    • If you are an employee, GitLab uses Expensify to facilitate the reimbursement of your expenses. As part of onboarding you will receive an invitation by email to join GitLab's account. Please set up your account by following the instructions in the invitation.
      • Please make an effort to combine expense reports within a short span of time as it will save the company money in excessive Expensify fees.
    • If you are new to Expensify and would like a brief review, please see Getting Started
    • For step by step instructions on creating, submitting, and closing a report please see Create, Submit, Close
    • After an expense report is approved, the approved expense amount will be deposited into your account after a few days.
    • If you are an employee with a company credit card, your company credit card charges will automatically be fed to a new Expensify report each month. Please attach receipts for these expenses (per the Expense Policy, see below) within 5 business days after the end of the month. These amounts will not be reimbursed to you but Expensify provides a platform for documenting your charges correctly.
    • Expense Policy
  12. Repairs to company issued equipment:
    • If you need to replace a battery or something small that does not affect the productivity or speed of the device, please go ahead and get that small item replaced and expensed.
    • Please get approval from your Manager if your equipment appears to be damaged, defective, or in need of repair. Business Operations can advise on next steps to ensure you have the proper equipment to work.
    • With GitLab being in 55 countries and growing, please share your experiences in getting your laptops repaired at an authorized dealer in this issue
    • For loaner laptops: Do not hesitate when expensing a loaner laptop while your primary laptop is being repaired. Use your best judgment identifying a local vendor and share your experiences in this issue