Resolution:Travel expense reimbursements
Travel expense reimbursement
Members of the board of Wikimedia Foundation may be reimbursed their costs up to an amount of
- 3000 dollars per quarter for the chair
- 1000 dollars per quarter for the other board members
Officers or other individuals may also be reimbursed of their expenses in three cases
- on board members pre-authorized amount (part of a member budget may be allocated to another person, upon the board member's decision, within the limit of the board member's own allowance)
- with previous agreement by the board of trustees for per person within a certain budget
- with the previous agreement by the board of trustees for a certain budget, and agreement on the traveller per the CEO or an officer (for example, WSIS reimbursements)
- with previous agreement by the president within his or her discretionary budget set by the board of trustees
- I thought this case was covered by the previous point... but maybe it is not, depending on what discretionary budget is. If discretionary budget is (for example) overall travel budget set for WSIS, with travellers chosen by the president, it is covered by previous point. If discretionary budget is that 10% authorization minus or plus for approved budget, then it is indeed a different point. Can you clarify discretionary budget ?
- I was just trying to clarify the language. The idea here is just that it will probably make sense for me to have the authorization for some amount of travel budget which I could use to send particular people to particular places from time to time as needed. With WSIS, this was a particular event, authorized by the board. I am thinking more of a one-time thing, especially in cases where a decision needs to be made quickly. The overall amount of this budget would of course be set by the board, and should be reasonably small. The idea is just to avoid having to have a board meeting for something as small as reimbursing Soufron (for example) for a trip to Frankfurt (for example) to meet with the German lawyers. --Jimbo Wales 16:10, 14 December 2005 (UTC)
- I thought this case was covered by the previous point... but maybe it is not, depending on what discretionary budget is. If discretionary budget is (for example) overall travel budget set for WSIS, with travellers chosen by the president, it is covered by previous point. If discretionary budget is that 10% authorization minus or plus for approved budget, then it is indeed a different point. Can you clarify discretionary budget ?
Expenses must be only related to travel to go to meetings related to Wikimedia Foundation activity. Expenses must be justified by receipts, plane tickets etc... Requests for reimbursement must be done within 3 months to the financial officer.
In case a board member spends above the allowance, he or she must inform the financial officer or the treasurer of the additional costs, and must balance his or her following quarter travel costs so that a semester is within is allowance, or get approval by the board of trustees for a change in his or her allowance.
Proposed by Anthere - 14 december 2005 Slightly modified by Jimbo - 14 December 2005
State : discussion. Will be proposed to next board meeting
Votes
- Jimmy Wales:
- Tim Shell:
- Michaël Davis:
- Angela Beesley:
- Florence Devouard: