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In general all invoices and expenses should be submitted to your department cost center.
This includes team-only events (example: AI Research team meeting in Vienna, Product team meeting in Milan, Engineering team meeting in Istanbul, etc).
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Please note that in 2023 you also book Learning & Development and Benefits expenses (such as Home Office Stipend) under your department cost center and no longer under HR/People!! |
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All other invoices should be filled under the “Your Department” cost center and the respective expense category.This includes team-only events (example: Product team meeting in Milan, Engineering team meeting in Istanbul, etc). |
All expenses in regards to our company-wide events - such as offsites should be under the
cost center “People - 6300”,
expense category ”Travel & Expense - 634”,
Sub Cost Center “Events & Offsites - 6310”
Same applies for all costs in regards to our Mgmt. Offsites
Travel expenses occurring during trade shows or similar marketing events should be booked under
cost center “Marketing - 5200”
expense category “Marketing Events - 525”.
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Expense category | Definition | ||
|---|---|---|---|
Accounting, Payroll, Tax | All costs associated with payroll and external accounting service fees (eg. Ecovis, Nardella) | ||
Audit | All costs associated with audits, including financial audits and technical audits (SOC2, ISO) | ||
Benefits | This includes costs for “Learning & Development”, “Home Office Stipend” and “Social Budget” for team events | ||
Branding & Website | Cost relating to maintaing our website | ||
Carbon Offsetting | Cost for reduction or removal of emissions of carbon dioxide or other greenhouse gases | ||
Cloud | Costs for AWS, GCP and Azure | ||
Consulting & Special Projects | Includes consulting services for new topics and special projects | ||
Customer Invitations | Use this category for any spendings related to customer invitations | ||
Demand Gen & Ads | This includes costs for Digital and Non-Digital activites that drive demand | ||
Employer Branding | Internal and external employer branding activities, including welcome package and swag | ||
Events & Offsites | Costs related to Company Events and Mgmt. Offsitescompany-wide events/offsites and Management offsites. This includes also spendings related to company wide online events, such as the christmas partyChristmas party.
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External Contractor | This should be only used for monthly invoices | ||
Freelancer | Reserved for marketing and includes freelancers like photographers, video,….. | ||
Hardware | Laptops purchased for employees | ||
Insurances | Company related insurances - travel insurances should be booked under “Travel & Expenses” | ||
IT Service | Costs from HXS | ||
Learning & Development | This includes the indiviudal training budget and other learning & development activiites | ||
Legal Consulting | External legal counsels | ||
Marketing Events | Costs associated with Marketing Events - incl. travel | ||
Memberships (inkl. Gartner) | Companymemberships - NOT for individual memberships which are most of the time Learning & Development | ||
Other | Used when there is no other category | ||
Patent | Costs for patents | ||
Penetration Testing | Engineering only - what a surprise costs for Pen Test | ||
Phone | Phone expenses according to our policy and company phones | ||
Podcast | Costs associated with the podcast production | ||
PR | Expenses for PR activities | ||
Recruiting | Costs for external agencies, headhunters and other sourcing (LI) tools and channels (eg. Honeypot) | ||
Rent & Lease | Costs for meeting rooms, coworking spaces…. | ||
Tools & Subscriptions | All costs for tools and subscriptions (not memberships) | ||
Travel & Expense | All expenses during travel, including transportation, meals, hotel…. | ||
Travel Company Events | All travel expenses occuring due to company events |
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