Consultants and Vendors

  1. Consultant Engagement and Hiring Approval Process: Budgeted vs. Unbudgeted Consultant Work

    1. If the work is already included in the approved annual budget, the budget owner (typically the function lead) may proceed without additional managerial approval.
    2. If the work is not accounted for in the annual budget (or over budget), the budget owner must obtain written email approval from the President & CEO before contracting with the consultant/vendor/etc.

    Procurement: In certain circumstances, your manager may recommend that you utilize an RFP and speak with multiple consultants or vendors before selecting one. The size, scope, and purpose will determine this.

  2. Team members should work with the consultant to draft a Scope of Work

    1. Generally, if the Foundation is paying for the work, we will use our GTLF-contract template as standard practice.
      1. The review process may take longer if you don't use the GTLF template.
    2. Team members should request a copy of the consultant’s W9 (US organizations and individuals) or W8 (international individuals and entities) (which must be signed and dated within the last 12 months).
      1. US organizations and individuals ****can fill out and submit their signed W9 using this secure link.
      2. International consultants must submit:
        1. W-8BEN (individuals, signed and dated within the last 12 months)
        2. W-BEN-E (entities, signed and dated within the last 12 months)

  3. Team members must email the Operations Coordinator (and copy the Chief Operating Officer). It must include:

    1. Link to the scope of work template
    2. Copy of the W9 or W8
    3. Email confirming the work is already approved and included in the annual budget
      1. A copy of the email approval from the President & CEO is required if the work is not in the approved budget or over the budgeted amount.

  4. The Operations Coordinator (OC) and Chief Operating Officer (COO) will review the contract within 5-10 business days.

  5. After COO approves the contract, it will be sent via DocuSign for signatures by the OC. The President & CEO will receive and sign the contract first, followed by the consultant.

  6. Once all parties have signed the contract, the consultant, COO, OC, and team member will receive an executed copy via DocuSign.

  7. Storage and tracking

    1. The OC will save a copy of the executed contract and W9/W8 in the appropriate Google Drive folders. Contracts saved here, organized by fiscal year; W9 and W8 forms saved here
    2. The OC will log the contract in Airtable and track the contract’s lifecycle via Airtable.
    3. After the contract is saved in Drive and logged in Airtable, the OC will email copies to the Finance Team (via Airtable automation), who will then contact the consultant and prepare for invoice payments.

After Execution

Amendments

ROI Advisory Service Agreements

  1. Once a new client is confirmed, the GTLF team member should draft an ROI Advisory Service Scope of Work and email it to the Chief Operating Officer and Operations Coordinator.
  2. The COO and OC will review the scope and will draft the ROI Advisory Service Agreement within 5-10 business days.
  3. Once complete, the OC will send the agreement via DocuSign for signatures. The President & CEO will receive and sign the contract first, followed by the client.
  4. Once all parties have signed, the client, COO, OC, and team member will receive an executed copy via DocuSign.
  5. Storage and tracking
    1. The OC will save a copy of the executed agreement here, organized by fiscal year.
    2. The OC will log the agreement in Airtable and track the agreement’s lifecycle via Airtable.
    3. After the agreement is saved in Drive and logged in Airtable, the OC will notify the CFO via email and include a link to the executed contract.

Invoicing

Amendments

Direct Grant Funding

Partner organizations who grant directly to GitLab Foundation (funds are given directly to GTLF)