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

[Kathy Lussier]

Hi Ruth,

With the Evergreen project, reimbursements have mostly been required 
during the conference-planning process. The Board generally approves the 
budget that comes from the conference planning team, and the Conservancy 
contact (Chris Sharp, this year) is responsible for sending this 
approved budget along to the Conservancy along with a link to the 
minutes that shows that a vote was taken. It is then the responsibility 
of the conference planning team to submit reimbursements in a timely 
manner. The Board generally doesn't get involved in those details. When 
approving the budget, it's usually a good idea for the Board to let the 
conference planning team to know when a budget revision is necessary. In 
previous years, we've requested budget revisions if expenditures look 
like they will be 10% higher than originally budgeted (or projected 
income 10% lower.) If a conference planning team member submits an 
expenditure that does not fit within the budget, the Conservancy will 
raise questions and make sure a revised budget is approved before 
approving the expense.

Now that we have the Outreach program going with an approved budget, the 
process is similar. The Board approved the budget for the ALA exhibit, 
and the Board-appointed members for the Outreach Committee are handling 
the expenditures/reimbursement for those exhibits. When possible, I try 
to work with the Conservancy so that they can pay the costs directly, 
but it's not always possible.

I hope this helps.

Kathy

On 06/09/2015 12:11 PM, Ruth Frasur wrote:
> 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 <mailto: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
>     <mailto:accounting at sfconservancy.org>>
>     > To: project-reps at sfconservancy.org
>     <mailto:project-reps at sfconservancy.org>
>     > Cc: member-discuss at sfconservancy.org
>     <mailto: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
>     <mailto: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 <tel:%28404%29%20235-7147>
>     csharp at georgialibraries.org <mailto:csharp at georgialibraries.org>
>     http://pines.georgialibraries.org/
>     _______________________________________________
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>     eg-oversight-board at list.evergreen-ils.org
>     <mailto:eg-oversight-board at list.evergreen-ils.org>
>     http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>
>
>
>
> -- 
> Ruth Frasur
>
>
>
>
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-- 
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
klussier at masslnc.org
Twitter: http://www.twitter.com/kmlussier

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