Approval Matrices

Item Board CEO
**Grants and Program Investments*** $1M and above Approves $0 up to to $999,999
Compensation Approves CEO Approves for team members
Operating Expenses** Treasurer approves $50k and above CEO & CFO dual approve all invoices
Investment Policy Approves -
Loans Approves -
Opening/Closing bank accounts*** - CEO approves
President & CEO expenses Treasurer approves quarterly CFO Reviews

*The annual amount of approvals must not exceed the foundation’s approved annual budget plus any unexpended funds from prior years that are rolled over

**Team members submit invoices for payment

***Must be FDIC insured

Grant and Program Approval Process

  1. GitLab Foundation team members will evaluate potential grantees before making recommendations to the board.
  2. The President and CEO must approve each grant before presenting it to the Board of Directors.
  3. One week before each board meeting, the foundation will share a slate of grants for board review (under $999,999 and approval (above $999,999)
    1. In certain circumstances, the Foundation may email the Board to approve grants.

Payment Approval Process

  1. Team members are responsible for submitting invoices and payment requests within their respective areas of responsibility.
  2. The contract account reviews all invoices upon submittal.
  3. All invoices are entered into the billing system and are reviewed and approved by the President & CEO, and CFO.
  4. The CFO pays all approved invoices on behalf of the Foundation
  5. As an additional control, the CFO emails the Treasurer for approval of payments over $50,000 on a quarterly basis. Note that this approval is after the fact.

Internal

Item Team member Dir of Ops CFO CEO
**Contracts*** Team Leader reviews & submits Dir or Ops approves CEO signs contracts
Equipment Team Leader reviews & submits Dir of Ops approves & signs
Hiring Positions are approved annually in the Annual Operation Budget. Hiring managers select candidates. Dir of Ops signs all offer letters
Software and Subscriptions Dir of Ops manages all software agreements Dir of Ops approves and signs
**Travel** Managers approve direct reports CFO approves CEO CFO approves CEO CEO approves direct report
Operating Expenses Managers approve direct reports. CFO approves Leadership Team CFO approves Leadership Team CEO approves CFO

*The GitLab Foundation President & CEO and Director of Operations are authorized signatories, allowed to approve, execute, acknowledge, and deliver in the name and on behalf of the Foundation. This includes physical and electronic signatures and acknowledgments of specified terms and conditions.

The CFO is authorized to manage financial matters and transactions on behalf of the Foundation.

No person may sign any document on behalf of the Foundation unless they are an authorized signatory.