Draft: Expense policy change process

Why is this change being made?

As GitLab grows, we make revisions to our expense policy. These changes, when not communicated proactively and with advance notice, create confusion and may result in unexpected out-of-pocket expense for team members, as well as inefficiency when an expense is rejected and requires additional cycles to resolve.

This merge request proposes a new process for expense policy changes that builds in lead time from a change being accepted to it going into effect, as well as a notification workflow that ensures team members are made aware of changes proactively and with sufficient time to adjust their purchasing accordingly.

Author Checklist

• Provided a concise title for the MR
• Added a description to this MR explaining the reasons for the proposed change, per say-why-not-just-what
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• If the changes affect team members, or warrant an announcement in another way, please consider posting an update in #whats-happening-at-gitlab linking to this MR.
  • If this is a change that directly impacts the majority of global team members, it should be a candidate for #company-fyi. Please work with internal communications and check the handbook for examples.

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