Talk:Archives/Reimbursements Policy

Reimbursement

It needs to be stipulated in this policy that funds to cover the expenses in question must exist before reimbursement can take place.--Doc James 16:45, 17 April 2012 (EDT)

I guess that is summed up in "authorized". --Doc James 16:46, 17 April 2012 (EDT)

Exactly! The role of funding should be covered by the general budget. Directors could be pre-authorixed up to a fixed limit for small expenses in the carrying out of their regular duties. In approving the budget for a project there is an implied authority for the project director to spend, and to determine the best way of making the payments. I think more can be added to the policy when it becoomes necessary. Eclecticology 02:34, 18 April 2012 (EDT)

We might want to look at this more in details. If a member choose to use a personally owned vehicle for Wiki Canada's purposes while it would have been cheaper to use a commercial means of transportation (i.e bus), shouldn't we only reimburse the equivalent of the cheapest, while still allowing the member to use his own vehicle if he so choose ? Also, the policy doesn't include anything about meals, if those are covered, we might want to look at a fixed rate for that. Amqui 08:16, 20 April 2012 (EDT)

Thanks for commenting.

1. A lot depends on the circumstances for using a car. Assuming Benoit gets the projector he wants, will it always be practical for him to lug this with him on a city bus, and perhaps carry that and his laptop for a couple blocks to the site of the event? For out-of-town events, the bus schedules may be such that one must be at a place the night before the event because no early morning busses are available. In that case taking a bus would require paying for a hotel room that would not be needed by someone who took his car.
2. I agree about the meals. A per diem can make things a lot easier, and we don't need to consider whether it's OK for someone to have a glass of wine with dinner. Right now I'm just happy to get anything passed, but nothing prevents us from adding a meals clause at a future meeting when we have a rough idea of what we want. Introducing it at this meeting would just give eveerybody something else to argue about. Eclecticology 13:26, 20 April 2012 (EDT)

1. For the second part of your answer that's why I said the most economical means of transportation, obviously a personal car is more economical if its use avoid having to spend a night on the economy (hotel, meals, etc.). I agree that a car might be necessary and using the bus or another commercial means might not be feasible, so we should include a line like "Wiki Canada will reimburse the equivalent of the most economical means of transportation, unless the need of using a specific type of transportation is justified". So like that we don't force anybody to not use his own car, but we don't use the organization's budget just because somebody doesn't want to use a commercial means of transportation.
2. Exactly, a per diem for meals would alleviate a lot of issues.

Amqui 17:35, 20 April 2012 (EDT)

I have added a public transportation clause. For the meals, I'd like to hear suggestions from others about what they consider proper amounts. It should then be easy to add this at a future meeting. Eclecticology 23:08, 20 April 2012 (EDT)