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EXPENSES.md

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Expenses

Any pre-approved, reasonable expense tied to your work at Holdex can be reimbursed. Approval must be obtained before incurring the expense.

How to request pre-approval

  1. Open an issue in your private HR repository (holdex/hr-member-*) with the title: Expense: [brief description]
  2. Include in the issue body:
    • What the expense is and why it is needed
    • Estimated amount (USD)
    • Link to the service or product
  3. Add it as a sub-issue of your dedicated payout issue.
  4. Assign your manager to the issue.
  5. Wait for written approval in the issue thread before proceeding.

After the expense is incurred

Once approved and paid:

  1. Attach the receipt as a comment on the same issue.
  2. The expense will be included in your next monthly payout.
  3. Your manager will confirm reimbursement by commenting on the issue.

What qualifies

Examples of reimbursable expenses: software subscriptions, infrastructure costs, travel, conference fees, lodging — when directly tied to your work at Holdex and pre-approved by your manager.

Expenses incurred without prior written approval will not be reimbursed.