Cost Center:
In general all invoices and expenses should be submitted to your department cost center.
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!!
There are a few exceptions from this rule:
When you submit your monthly invoice as a contractor - please use the
cost center “Your Department - External Contractor - xxx1”,
expense category “External Contractor - 205”
All other invoices should be filled under the “Your Department” cost center and the respective expense category.
All expenses in regards to our Company 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 occuring during trade shows or similiar marketing events should be booked under
cost center “Marketing - 5200”
expense category “Marketing Events - 525”.
Expense Category:
Please see the list of all expense categories - please be aware that not all categories are available for all cost centers.
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. Offsites. This includes also spendings related to company wide online events, such as the christmas party. |
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 |