We introduce some changes to the entry form in Spendesk to make it easier for you to assign invoices to the right cost centers and expense categories. Please find additional information below:
Cost Center:
In general all invoices and expenses should be submitted to your own cost center.
You are an engineer, so most of you invoices should be submitted to the cost center “Engineering”.
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!!
There are a few exceptions from this rule:
When you submit your monthly invoice as a contractor - please use the cost center “DEPARTMENT - EXTERNAL CONTRACTOR” and the expense category “External Contractor”
All other invoices should be filled under the “DEPARTMENT” cost center and the respective expense category.
All expenses in regards to our Company Events - such as the January retreat or the summer party - should be booked under the cost center “People” and the expense category ”Travel company events”.
Same applies for all costs in regards to our Mgmt. Offsites. Please use the cost center “HR” and the expense category ”Events & Offsites”.
Travel expenses occuring during trade shows or similiar marketing events should be booked under the cost center “Marketing” and the expense category “Marketing Events”.
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 |