[Eg-oversight-board] Fwd: *LAST* chance for reimbursement requests before 2015-03-01

Ruth Frasur rfrasur at gmail.com
Tue Jun 9 12:11:44 EDT 2015


What is the general procedure for this?  Are reimbursement claims generally
submitted to the treasurer?  Are they discussed during EOB meetings?  What
are some examples of this from the past?

On Tue, Jun 9, 2015 at 11:51 AM, Chris Sharp <csharp at georgialibraries.org>
wrote:

> FYI, in case this is relevant to anyone on our end...
>
> ----- Forwarded Message -----
> > From: "Bradley M. Kuhn" <accounting at sfconservancy.org>
> > To: project-reps at sfconservancy.org
> > Cc: member-discuss at sfconservancy.org
> > Sent: Tuesday, June 9, 2015 11:38:58 AM
> > Subject: *LAST* chance for reimbursement requests before 2015-03-01
> >
> > Conservancy Project Leadership Committees,
> >
> > I must point out to all of you that 90 days from 2015-03-01 was about 10
> > days ago, on Saturday 30 May 2015.  Per the travel policy, that means
> > that we need Board of Directors approval for any expenses or travel
> > reimbursement requests that you submit for travel/expenses that occurred
> > before 2015-03-01.
> >
> > Meanwhile, if you or your project volunteers have such expenses, it's
> > imperative that such expenses be submitted to
> > <accounting at sfconservancy.org> by Friday 12 June 2015.  They will still
> > need Board approval if travel/expenses occurred before 2015-03-01;
> > however, for any expense reports received after the 2015-06-12 deadline,
> > I will recommend that the Board of Directors *not* approve those
> > expenses.
> >
> > The reason is that we're about to close out Conservancy's FY 2014 (which
> > ended on 2015-02-28) and we will not be able to modify the books for
> > dates before 2015-03-01 after we close them.
> >
> >
> > Generally speaking, there were a few serious problems with delayed
> > reimbursement requests in FY 2014.  The 90 day rule is an essential part
> > of our accounting process, and generally speaking, we may need to become
> > more strict about refusing to pay late reimbursement requests if
> > travelers continue to consistently wait more than 90 days to submit
> > reimbursement requests.
> >
> > BTW, if you have a reimbursement request submitted between 2015-05-25
> > and today, it's still being processed at this time, and thank you for
> > all who submitted them recently.
> > --
> > Bradley M. Kuhn
> > President & Distinguished Technologist of Software Freedom Conservancy
> >  |------> & also, de-facto Bookkeeper since we can't afford to hire one.
> > Pls donate so we can increase staff:
> https://sfconservancy.org/supporter/
> >
>
> --
> Chris Sharp
> PINES System Administrator
> Georgia Public Library Service
> 1800 Century Place, Suite 150
> Atlanta, Georgia 30345
> (404) 235-7147
> csharp at georgialibraries.org
> http://pines.georgialibraries.org/
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>



-- 
Ruth Frasur
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