Navan Purchasing Card

1. POLICY

The purpose of this Navan Purchasing Card policy is to facilitate purchases necessary for the company operations and expedite the process in an efficient manner.
The introduction of this mode of payment is not to override the procedures set forth in the GitLab’s Procurement Policy, but to provide an alternative method of purchase for lower cost necessary goods and services.
This policy intends to ensure that Navan Purchasing Cards are used for appropriate business purposes and that adequate controls are installed for regular use.

This policy applies to:

Ad hoc Vendors & less than $5,000 USD annually.
In case of transactions where the vendor only accepts credit card payments.

Please note that the policy restricts the use of the card:

To bypass the GitLab Procurement process.
For any charges above 5,000 USD annually; as they must submit through Zip for procurement processing.
For any items already noted as not permissible per the Expense policy (ie. software).
For the additional items noted as “non-permissible” and should be personally expensed that are listed below in section 4.

To ensure good financial management and sound corporate governance, cards are only provided to team members under their name, and with the request/approval of the Direct Manager, and VP Accounting Operation’s final approval. These approvals are documented in an issue for tracking purposes. Purchasing cards or card numbers are not to be shared among other GitLab team members.

2. General Guidelines

All card charges require a receipt, with exception of US team members in which receipts are required for anything over $50. Receipts must be uploaded into Navan within 30 days of the transaction date.
If a card holder is missing a receipt, a Missing Receipt Affidavit will need to be completed and attached to the expense. Note: Missing Receipt Affidavit should be attached as a PDF.
Ensure to use the appropriate Expense type for proper allocation. If the expense type is not on the list, you may use the “Other” category and add any supporting details in the description field.
If applicable, add expense tags under “Classifications” to the related purchase. Common expense tag examples include company wide events, marketing campaigns and professional service engagements.
Non-Permissible items will be flagged upon charge. Please ensure to use the card for permissible items only.
Purchases on your card should not exceed $5,000 USD for each transaction annually.
If your purchase will be over $5,000 USD, you will need to enter a Purchase Requisition in Zip.
If a charge is made in error, please reach out to the Expense admin team by raising a HelpLab ticket. We ask to avoid making charges in error at all cost.

3. Permissible Items

Team Building Activities/Off Site/Event costs

Examples of permissible costs under $5,000 USD include fees related to the registration of team building and off site event activities, dinners, deposits for team building activities, and room rentals.
Team meals of up to 20 people which should not exceed $100 per person

Gifts for Significant Life Events

Gifts can be purchased for significant life events up to $125 USD.
Managers are able to send gifts and flowers on behalf of their team members in acknowledgment of significant life events such as well wishes ahead of surgery, or the loss of a loved one. Baby gifts are not reimbursable as GitLab already sends them a gift.
Managers can facilitate the ordering of flowers or gifts for delivery.
Executive Business Assistants are permitted to purchase gifts for team member significant life events on behalf of their managers. An email or Slack pre-approval from their manager must be attached to the expense to be reimbursed.
Gift cards for team members are not allowed for these gifts.
Please reference the Gift Handbook Page.
Note that these Expenses are tracked by department, thus whoever submits these expenses must be in the same department as the team member receiving the gift.

Shipping & Postage Fees

Shipping for items related to events, prizes, gifts for significant life events.
Details for SWAG shipping can be found in the merchandise workflow.

4. Non- Permissible Items

Any purchase over $5,000 USD (or equivalent local currency) are not permissible. Items listed below are not permissible for Cards usage and must be expensed personally by the team member through the normal reimbursement or procurement process:

Airfare for an individual team member must be purchased through Navan.
This includes in flight purchases, seat upgrades, wifi, baggage costs and meals.
All personal expenses will follow the normal expense policy

Are not permitted for individual team members.
Examples of individual related travel items not permitted include all meals, wifi costs, and global entry/passport charges, car rental, mileage & transportation fees (Uber,Lyft, etc) for personal use.
These should be expensed as per employee reimbursement process.

Co-working Space

For individual team members is not permitted and must run through the normal expense reimbursement process.
It is only permitted if the space is used for an event.

Computer equipment and hardware

Are not permitted and must be submitted through the normal employee expense reimbursement process.
This includes equipment for new hires and replacements.
See Global Travel and Expense Policy Handbook page regarding “Office Equipment and Supplies” and “Laptops, insurance and repairs”.

Conferences Training/Tuition and Membership fees for individual team members

These purchases must follow the Growth and Development Benefit process.
All Costs should be expensed via the Employee reimbursement process.

Gift Card Purchases

All Gift Card requests must be submitted via Zip requesting a Virtual Card.

Internal Team Member event prizes/contests/awards

Should follow the quarterly budget under Team Building for the related department.
As gift cards are taxable for all employees, they are excluded from this benefit.

Marketing Events - Prizes and Gifts for external customers

All purchases related to Event Prizes and Gifts are not permitted. A Virtual Card request must be submitted through Zip and must comply with GitLab’s Gift and Contributions Policy.

Meals relating to customer/partner dinners

These must be expensed via the Employee reimbursement process or a Virtual Card requested via Zip.

Monthly recurring charges for vendors under $5,000 USD for an individual charge

Is not permitted and must be requested via Zip.

Personal expenses as listed in the Expense Policy

Must be submitted via the employee reimbursement process for proper management approvals.
This includes, mobile phone, internet, home office equipment, Office Supplies, etc.

Other Professional dues, Subscription and Membership fees (outside of G&D)

Related to individual team members must be expensed via the employee reimbursement process.

Software subscriptions

Of any kind are not permitted (i.e. Amazon, Dropbox, Adobe etc)
For individual subscriptions, please submit a Purchase Request via Zip.

Team member Gifts that are not for a Significant Life Event

(i.e Anniversaries, promotions, birthdays, electronic cards, wellness, thank you’s).
Please reference the Gift Handbook Page.

Prizes

All prize purchases must be submitted via Zip to request a Virtual Card.
For Swag related prizes please see the merchandise workflow page.

5. Out of Policy Transactions

Expenses flagged as “Out of Policy” in Navan may mean that the expense requires additional review due to requiring certain attachments (ie an approved issue) and approvals. Upon review, if more clarification is needed for a certain expense, the AP team will contact the team member via Navan to ask for justification of the transaction before approving or rejecting the expense.
If the claim is over the advised guidance, an approval will be required from the VP Accounting Operations.
Where the team member has already received approval from the manager, that approval should be attached as a receipt on the claim transaction.
If an expense is out of policy, the cardholder will be requested to process a reversal or dispute. The cardholder can also be requested to mark the expense as Personal if found to be so a repayment can be processed. This will then be reviewed by the Expense team Admin and could need further approval from VP Accounting Operations.
If any charges/expenses are rejected, the cardholder is responsible to reimburse GitLab.

6. Manager Expectations

Managers are expected to review their team’s expenses in their entirety every month, and must flag any concerns immediately to the Accounts Payable team.
Managers will be required to sign off on a quarterly issue acknowledging they have reviewed their team’s expenses
Managers will be held accountable for any unreported abuse of their team members.
Managers must be aware of the policy guidance and advise the team members as such when requests for purchase are made.
AP will flag Managers if further information is required for their direct reports.
Please see the Manager Policy for more details.

7. Exceptions to the Policy

Any exceptions to the policy must be approved via issue or email by the VP Accounting Operations or CFO.
Card members can be granted a higher limit than the allotted monthly $10K USD (or local currency) limit with an approved issue.

8. PROCEDURES

Navan Purchasing Cards are limited to team members in certain positions that require a card for the purchase of low value goods and services. These cards are not for company wide use. Cards must be requested via an issue and approved by the Finance leadership team.

8.1 Card Holder Responsibility

Cardholders are responsible for all supporting documents.
Receipts for all purchases by the card holder must be fully legible and indicate the description of goods or services, total purchase amount, and taxes.
All transactions made through Navan Purchasing Card must have a receipt attached and coded with the appropriate expense type, classification and description.
The Cardholder must complete and submit all transactions on or before the last day of the current month.
If a team member is missing a receipt, a Missing Receipt Affidavit must be completed and attached to the expense when submitted. When attaching the receipt affidavit, the team member should attach the document as a PDF.

8.2 Payment

Navan will send invoices for these transactions (included with the normal expense transactions) on the 15th of each month for each entity.
Navan is set up as direct debit through GitLab’s bank accounts and will be debiting the amount on the 25th of each month.
Monthly main account statements will be provided through the Navan portal.
The GL team will perform a full reconciliation of the statement ensuring to tie all transactions from Navan to Netsuite.
The Expense reconciliation will be uploaded into Floqast for final approval by the General Ledger team.

8.3 Credit Card Misuse

An authorized user must follow GitLab’s Code of Business Conduct and Ethics as these cards are considered GitLab Property.
Any Cardholder with continuous violations to this policy will be subject to management review that may result in card cancellation and disciplinary action up to and including termination.
A cardholder must detail any disputed transaction on the ticket opened in HelpLab, with a copy to the issuing bank to resolve any disputes. The cardholder must ensure that a refund, if processed, should be in favor of GitLab.
Cardholders may not share the Purchasing Card or card number with any other team member for any reason. Cardholders are responsible for all transactions made on the card issued in their name.

8.4 Card Lost or Stolen

It is the cardholder’s responsibility to always safeguard the Navan Purchasing card and card account number and/or security number.
Cards that are lost or stolen must be reported immediately by the cardholder to the AP Analyst who will take appropriate steps to cancel it.
At the earliest opportunity, a written notification must also be given to the expense Admin team by opening a HelpLab Ticket and Card administrator so that the cancellation of the card may be confirmed and a reconciliation of the card account from the date the card was lost or stolen may be performed.

8.5 Cancellation of Card

Navan Purchasing Cards will be automatically deactivated by the system once the cardholder leaves GitLab (as it is integrated with Workday).
They can also be canceled by manager’s direct request, in which the Accounts Payable team will manually perform this action.

Last modified February 9, 2026: Remove trailing spaces (d8a6afc1)

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