index.html.md 7.3 KB
Newer Older
1
---
2
layout: handbook-page-toc
Seth Berger's avatar
Seth Berger committed
3
title: Finance
4 5
---

6 7 8
## Welcome to the GitLab Finance Handbook
{: .no_toc}

9
The GitLab Finance Department includes multiple Teams: Accounting, Financial Planning & Analysis, Legal, Tax and Business Operations Programs.
10

11 12
# On this page
{:.no_toc .hidden-md .hidden-lg}
Art Nasser's avatar
Art Nasser committed
13 14

- TOC
15
{:toc .toc-list-icons .hidden-md .hidden-lg}
16

Seth Berger's avatar
Seth Berger committed
17 18 19
## <i aria-hidden="true" class="fab fa-gitlab fa-fw icon-color font-awesome"></i>Quick Links

[Finance Issues](https://gitlab.com/gitlab-com/finance/issues)
20 21 22

- Please use confidential issues for topics that should only be visible to team members at GitLab.

Seth Berger's avatar
Seth Berger committed
23
[Contract and Payment Approval Process](/handbook/finance/procure-to-pay)
24

Seth Berger's avatar
Seth Berger committed
25
[Operating Metrics](/handbook/finance/operating-metrics/)
26

Seth Berger's avatar
Seth Berger committed
27
[Sales Comp Plan](/handbook/finance/sales-comp-plan/)
28

Seth Berger's avatar
Seth Berger committed
29
[Signature Authorization Matrix](/handbook/finance/authorization-matrix)
30

Seth Berger's avatar
Seth Berger committed
31
[Stock Options](/handbook/stock-options/)
Art Nasser's avatar
Art Nasser committed
32

Seth Berger's avatar
Seth Berger committed
33
[Travel and Expense Guidelines](/handbook/finance/accounting/#travel-and-expense-guidelines)
34

35
## Forms
36

Seth Berger's avatar
Seth Berger committed
37
[Link to W9 Doc](https://drive.google.com/a/gitlab.com/file/d/1rYXpKfCTKES1iLif8gjQ_ApwXqA611ic/view?usp=sharing)
38

Seth Berger's avatar
Seth Berger committed
39
[Link to form CA-590](https://drive.google.com/a/gitlab.com/file/d/0BzE3Rq8kSQ6Tcmp3a19xcFBZOWs/view?usp=sharing)
40

41
## Correspondence
42 43

- Please use the `#finance` chat channel in Slack for questions that don't seem appropriate for the issue tracker or internal email correspondence.
44
- **Accounts Payable**- inquiries which relate to vendor and merchant invoices should be sent to our Accounts Payable mailbox - ap@gitlab.com and invoices that require payment processing should be sent to gitlab@supplierinvoices.com, electronic copies of all invoices should be sent to this address as soon as they are billed.
Paul Machle's avatar
Paul Machle committed
45
- **Accounts Receivable**- customer billing inquiries should be sent to our Accounts Receivable mailbox – ar@gitlab.com
46
- **Payroll**- inquiries which relate to contractor invoices should be sent to our Payroll mailbox - nonuspayroll@gitlab.com.
47

Seth Berger's avatar
Seth Berger committed
48
- - -
Ernst van Nierop's avatar
Ernst van Nierop committed
49

50
<div class="alert alert-purple center"><h3 class="purple"><strong>We <i class="fas fa-heart orange font-awesome" aria-hidden="true"></i> Finance</strong></h3></div>
Paul Machle's avatar
Paul Machle committed
51

Seth Berger's avatar
Seth Berger committed
52
## <i aria-hidden="true" class="fas fa-book fa-fw icon-color font-awesome"></i>Finance Handbooks
53
{: #finance-handbooks}
Paul Machle's avatar
Paul Machle committed
54

55
- [Accounting](/handbook/finance/accounting/)
56
- [Business Operations](/handbook/business-ops/)
57
- [Financial Planning & Analysis](/handbook/finance/financial-planning-and-analysis/)
58
- [Investor Relations](/handbook/finance/investor-relations/)
59
- [Tax](/handbook/tax/)
Paul Machle's avatar
Paul Machle committed
60

Seth Berger's avatar
Seth Berger committed
61
- - -
Paul Machle's avatar
Paul Machle committed
62

63
## General Topics
64

65 66
### Legal and Financial Information

67
For commonly requested company information, please visit our [wiki page](https://gitlab.com/gitlab-com/finance/wikis/company-information).
Richard Pidgeon's avatar
Richard Pidgeon committed
68

Paul Machle's avatar
Paul Machle committed
69
### Company Accounts
Seth Berger's avatar
Seth Berger committed
70

Paul Machle's avatar
Paul Machle committed
71 72 73 74 75 76 77 78 79
<a name="company-accounts"></a>

Login information for the following accounts can be found in the Secretarial vault
on 1Password:

- FedEx
- Amazon
- IND (Immigratie en Naturalisatie Dienst, in the Netherlands) company number

80
If you need this information but cannot find it in your shared vaults, check with the People Operations Specialists to get access.
81

82
### Fiscal Year
Seth Berger's avatar
Seth Berger committed
83

84 85
<a name="fiscal-year"></a>

Seth Berger's avatar
Seth Berger committed
86 87
A fiscal year is a one-year period that corporations use for accounting and budgeting.
GitLab's Fiscal Year runs from February 1 to January 31.
88

Seth Berger's avatar
Seth Berger committed
89 90 91 92 93 94 95
- Q1: February 1 through April 30
- Q2: May 1 through July 31
- Q3: August 1 through October 31
- Q4: November 1 through January 31

| Fiscal Year | Calendar Year |
| ----------- | ------------- |
96 97 98 99
| FY22-Q1 | 2021-02-01 to 2021-04-30 |
| FY22-Q2 | 2021-05-01 to 2021-07-31 |
| FY22-Q3 | 2021-08-01 to 2021-10-31 |
| FY22-Q4 | 2021-11-01 to 2022-01-31 |
100

101
Refer to our [writing style guidelines](/handbook/communication/#writing-style-guidelines) for proper use of date formats.
Paul Machle's avatar
Paul Machle committed
102

103
## Invoice template and where to send
Seth Berger's avatar
Seth Berger committed
104

105 106
<a name="invoices"></a>

Seth Berger's avatar
Seth Berger committed
107 108 109 110
Vendor invoices are to be sent to gitlab@supplierinvoices.com and payroll@gitlab.com for contractors. An [invoice](https://docs.google.com/spreadsheets/d/1sRA2uCpFblOleyVIslqM4YwbW27GkU5DTgwMLhgR_Iw/edit?usp=sharing)
template can be found in Google Docs by the name of "Invoice Template".

Non-US contractors not from Hungary, Italy, Japan, New Zealand, Nigeria, South Africa, Switzerland, and Ukraine will get pay their monthly wages and expenses through iiPay. Here is the process:
111

Seth Berger's avatar
Seth Berger committed
112 113 114 115 116 117
- enter bank information in BambooHR under Bank Information tab. Note - new contractor should enter their bank information within 3 business days from their start date.
- enter VAT number if it is available
- submit monthly salary/bonus/commission invoice in BambooHR under Contractor Invoice tab (select the currency based on contract agreement) by the 8th of each month
- submit expenses through Expensify by the 8th of each month
- the scheduled payment date is the 22nd of each month
- iiPay will send out remittance advice along with the scheduled payment via your gitlab email address
Lan Khanh Tran Nguyen's avatar
Lan Khanh Tran Nguyen committed
118

119
Non-US contractors from Italy, Nigeria, South Africa, Switzerland, and Ukraine will need to send their monthly invoice for salary/bonus/commission and any [expenses](/handbook/spending-company-money/) by the 15th to payroll@gitlab.com.
120

121 122 123
In many cases, VAT will not be payable on transactions between GitLab BV and EU-based
vendors/contractors, thanks to "Shifted VAT". To make use of this shifted VAT:

Seth Berger's avatar
Seth Berger committed
124
- The vendor/contractor writes the phrase "VAT shifted to recipient according to
125
article 44 and 196 of the European VAT Directive" on the invoice along with the
126
VAT-number of GitLab IT BV (NL860316828B01).
Seth Berger's avatar
Seth Berger committed
127 128
- On the vendor's VAT return the revenue from GitLab BV goes to the rubric "Revenue within the EU". It goes without saying that vendors are responsible for their own correct and timely filings.
- GitLab BV files the VAT on the VAT return, and is generally able to deduct this VAT all as part of the same return.
129

130
### Timesheets for Hourly Employees
131 132 133 134 135 136

1. People Ops and Finance will share a private Google Sheet with you where you will log your hours for each day in the “hours” column.
1. There is a dropdown in the “pay type” column, with the default being Regular. There are also options for Overtime, Vacation, Sick, and Bereavement. Choose the appropriate pay type for your time.
1. If you work overtime or more hours than agreed upon in your contract, please obtain approval from your manager and forward to Finance before payroll cutoff.
1. Your timesheet is due one day prior to the submit payroll date, which is outlined for the calendar year on your timesheet.

137 138
### How spend is allocated to departments

139
Budgets are aligned to departments, and budgets follow the owner who requested the spend. When determining who should request the spend, consider the owner of the outcome.
140

141
For example, work to enable a sales partner that will not be incorporated into the product would go to Sales. Work that will be part of the product and supported by engineering, should be charged to the Engineering budget.
Kelly Murdock's avatar
Kelly Murdock committed
142 143 144 145 146

### Finance Business Partner Alignment

| Function | Name |
| -------- | ---- |
147 148
| Customer Support | Ellen Boyd (interim) and Christine Machado |
| R & D | Ellen Boyd (interim) and Christine Machado |
149 150
| Sales | [Sales Finance](/handbook/finance/financial-planning-and-analysis/Sales-Finance/) |
| Professional Services | [Sales Finance](/handbook/finance/financial-planning-and-analysis/Sales-Finance/) |
151 152
| Marketing | Cristal McClure and Christine Machado |
| G & A | Ellen Boyd and Christine Machado |