Added temporary expense reimbursement process.

@sytses I made this simple addition that should take care of this particular issue until Wilson and I are able to get the Expensify process up. Once it is finished, I will have it up very quickly.

How does it work for BV employees and contractors?

/cc @ernstvn

@sytses - you got to this faster than me! I was just going to go back in and make that change. I forgot that the process for BV is the same on the employee end but different on my end.

/ cc @ernstvn

Added 1 commit:

• e83e45e1 - Corrected reimbursement information

@slykahn You mentioned US team members and BV team members. I think we have four kinds of company team members:

1. Inc employees
2. BV employees
3. Inc contractors
4. BV contractors

@sytses I understood from previous conversations that you don't prefer the term employees. Perhaps I am not understanding when to use what term?

Before I do more, let me know if this works.

US based employees will be reimbursed via the next payroll. Inc contractors as well as BV employees and contractors will be reimbursed via a wire transfer.

@slykahn I want to use the term employees when we mean employees. I want to use team to refer to the whole company (we are one team, not a US and a non-US team). You say US team members will be reimbursed via their next payroll. I consider Robert a US team member, but he can't be paid by payroll.

You new formulation works for me. I prefer to change 'US based employees' to 'Inc employees'.

@wilsonlau: 1: is it correct that we expect Expensify to be able to be rolled out no later than next week for all GitLab Inc employees, and 2: then no later than a week after that for all GitLab BV employees? 3: forgot to ask you yesterday: will expensify also be accessible for contractors?

@slykahn: how many people / expenses are piled up right now? Wondering if we are better off asking people to wait until the full system is in place.

I have reimbursed everyone for every expense that has been submitted to date.

@ernstvn 1:Yes, we can most likely make a formal announcement some time next week. We are waiting for Haydn to receive his deposit from the test report. Will let you know as soon as I hear from Haydn. 2: Problem with setting up the BV bank account. As feared, Expensify currently does not support international bank accounts. We will have to initiate payment directly with Rabobank vs automatic debit. If all is ok with the payment process we can roll out immediately. 3: Contractor access has not been determined. Do we want them to use Expensify or do we want them to submit expenses with their invoices?

@slykahn and @sytses: After talking with Wilson, I would suggest that contractors should not be submitting reports through Expensify, but rather through their invoices along with their hours. This is

1. easier for whoever does accounting since they then do not have to look once in expensify and once on the invoice per contractor, and
2. easier for contractors who work relatively few hours for GitLab, since they will be not need to be trained on how to use expensify, etc.
3. slightly cheaper, since the fee for Expensify is about $9/pp/mth. [Very minor reason, but worth pointing out].

If you agree, then we will make this the official policy for contractors, and make it clear in the handbook.

/cc @wilsonlau

@ernstvn That makes sense. How do we deal with contractors that have a company creditcard (Richard)? Should we reconsider giving Richard a card while he is a contractor? (would make sense to me to reconsider)

At this point, I don't think any contractors have credit cards. I have never allowed contractors access to company credit cards - only employees.

@slykahn Makes sense, so no CC for Richard then.

Status changed to closed