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Hi Ruth,<br>
<br>
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. <br>
<br>
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.<br>
<br>
I hope this helps.<br>
<br>
Kathy<br>
<br>
<div class="moz-cite-prefix">On 06/09/2015 12:11 PM, Ruth Frasur
wrote:<br>
</div>
<blockquote
cite="mid:CAHcQPvcsWWi0zhd6B1ykServdCUdBBNLPbWkcAO0FFTJmu38LQ@mail.gmail.com"
type="cite">
<div dir="ltr">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?</div>
<div class="gmail_extra"><br>
<div class="gmail_quote">On Tue, Jun 9, 2015 at 11:51 AM, Chris
Sharp <span dir="ltr"><<a moz-do-not-send="true"
href="mailto:csharp@georgialibraries.org" target="_blank">csharp@georgialibraries.org</a>></span>
wrote:<br>
<blockquote class="gmail_quote" style="margin:0 0 0
.8ex;border-left:1px #ccc solid;padding-left:1ex">FYI, in
case this is relevant to anyone on our end...<br>
<div>
<div class="h5"><br>
----- Forwarded Message -----<br>
> From: "Bradley M. Kuhn" <<a
moz-do-not-send="true"
href="mailto:accounting@sfconservancy.org">accounting@sfconservancy.org</a>><br>
> To: <a moz-do-not-send="true"
href="mailto:project-reps@sfconservancy.org">project-reps@sfconservancy.org</a><br>
> Cc: <a moz-do-not-send="true"
href="mailto:member-discuss@sfconservancy.org">member-discuss@sfconservancy.org</a><br>
> Sent: Tuesday, June 9, 2015 11:38:58 AM<br>
> Subject: *LAST* chance for reimbursement requests
before 2015-03-01<br>
><br>
> Conservancy Project Leadership Committees,<br>
><br>
> I must point out to all of you that 90 days from
2015-03-01 was about 10<br>
> days ago, on Saturday 30 May 2015. Per the travel
policy, that means<br>
> that we need Board of Directors approval for any
expenses or travel<br>
> reimbursement requests that you submit for
travel/expenses that occurred<br>
> before 2015-03-01.<br>
><br>
> Meanwhile, if you or your project volunteers have
such expenses, it's<br>
> imperative that such expenses be submitted to<br>
> <<a moz-do-not-send="true"
href="mailto:accounting@sfconservancy.org">accounting@sfconservancy.org</a>>
by Friday 12 June 2015. They will still<br>
> need Board approval if travel/expenses occurred
before 2015-03-01;<br>
> however, for any expense reports received after the
2015-06-12 deadline,<br>
> I will recommend that the Board of Directors *not*
approve those<br>
> expenses.<br>
><br>
> The reason is that we're about to close out
Conservancy's FY 2014 (which<br>
> ended on 2015-02-28) and we will not be able to
modify the books for<br>
> dates before 2015-03-01 after we close them.<br>
><br>
><br>
> Generally speaking, there were a few serious
problems with delayed<br>
> reimbursement requests in FY 2014. The 90 day rule
is an essential part<br>
> of our accounting process, and generally speaking,
we may need to become<br>
> more strict about refusing to pay late
reimbursement requests if<br>
> travelers continue to consistently wait more than
90 days to submit<br>
> reimbursement requests.<br>
><br>
> BTW, if you have a reimbursement request submitted
between 2015-05-25<br>
> and today, it's still being processed at this time,
and thank you for<br>
> all who submitted them recently.<br>
> --<br>
> Bradley M. Kuhn<br>
> President & Distinguished Technologist of
Software Freedom Conservancy<br>
> |------> & also, de-facto Bookkeeper since
we can't afford to hire one.<br>
> Pls donate so we can increase staff: <a
moz-do-not-send="true"
href="https://sfconservancy.org/supporter/"
target="_blank">https://sfconservancy.org/supporter/</a><br>
><br>
<br>
</div>
</div>
--<br>
Chris Sharp<br>
PINES System Administrator<br>
Georgia Public Library Service<br>
1800 Century Place, Suite 150<br>
Atlanta, Georgia 30345<br>
<a moz-do-not-send="true" href="tel:%28404%29%20235-7147"
value="+14042357147">(404) 235-7147</a><br>
<a moz-do-not-send="true"
href="mailto:csharp@georgialibraries.org">csharp@georgialibraries.org</a><br>
<a moz-do-not-send="true"
href="http://pines.georgialibraries.org/" target="_blank">http://pines.georgialibraries.org/</a><br>
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</blockquote>
</div>
<br>
<br clear="all">
<div><br>
</div>
-- <br>
<div class="gmail_signature">Ruth Frasur<br>
<br>
<br>
</div>
</div>
<br>
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</pre>
</blockquote>
<br>
<pre class="moz-signature" cols="72">--
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
<a class="moz-txt-link-abbreviated" href="mailto:klussier@masslnc.org">klussier@masslnc.org</a>
Twitter: <a class="moz-txt-link-freetext" href="http://www.twitter.com/kmlussier">http://www.twitter.com/kmlussier</a></pre>
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