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

[Ruth Frasur]

It does.  So, I'm assuming that this email from the Conservancy was sent
out to all their projects and is not referring to the Evergreen Project.

On Tue, Jun 9, 2015 at 12:31 PM, Kathy Lussier <klussier at masslnc.org> wrote:

>  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>
> 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/
>> _______________________________________________
>> eg-oversight-board mailing list
>> eg-oversight-board at list.evergreen-ils.org
>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>
>
>
>
>  --
> Ruth Frasur
>
>
>
>
> _______________________________________________
> eg-oversight-board mailing listeg-oversight-board at list.evergreen-ils.orghttp://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>
>
> --
> Kathy Lussier
> Project Coordinator
> Massachusetts Library Network Cooperative(508) 343-0128klussier at masslnc.org
> Twitter: http://www.twitter.com/kmlussier
>
>
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>


-- 
Ruth Frasur
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