Resolution:Travel expense reimbursements

Travel expense reimbursement

All travel expenses must be approved prior to any expenses by the board, except for the following cases, which are pre-approved because taken into account in the budget

• Members of the board of Wikimedia Foundation may be reimbursed their costs up to an amount of
  • xxx dollars per quarter for the chair
  • yyy dollars per quarter for the other board members
• Officers (which include CEO) may be reimbursed
  • zzz dollars per quarter
• The CEO is authorised to use up a certain amount approved by the board, for anyone (but himself), for any travelling expenses, especially in cases where a decision needs to be made quickly (this might be refered to as CEO discretionary budget for travel)
  • ttt dollars per quarter

The exact amounts will be by default set each beginning of year, and may be modified if considered necessary by a new board resoution.

Anyone (board members, officers or other individuals) may also be reimbursed of their expenses in three cases

• using board members pre-authorized amount (part of a board member budget may be allocated to another person, upon the board member's decision, within the limit of the board member's own allowance)
• with previous agreement by the board of trustees for per person within a certain budget
• with the previous agreement by the board of trustees for a certain budget, and agreement on the traveller per the CEO or an officer (for example, WSIS reimbursements)

Expenses must be only related to travel to go to meetings related to Wikimedia Foundation activity. Expenses must be justified by receipts, plane tickets etc... Requests for reimbursement must be done within 3 months to the financial officer. If not justified, the expenses must be reimbursed to the Foundation.

In case a board member spends above the allowance, he or she must inform the financial officer or the treasurer of the additional costs, and must balance his or her following quarter travel costs so that a semester is within is allowance, or get approval by the board of trustees for a change in his or her allowance.

Related resolution

• WMF Resolution 20051204: Travel expenses

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Proposed by Anthere - 14 december 2005 Slightly modified by Jimbo - 14 December 2005
Modified on 22nd of december, to remove exact amounts, which will be decided in a separate resolution

State : discussion. Will be proposed to next board meeting

Votes

• Jimmy Wales:
• Tim Shell:
• Michaël Davis:
• Angela Beesley:
• Florence Devouard:

Comments

Exact amounts should be part of the budget, not part of a policy. Angela 02:31, 16 December 2005 (UTC)

quite possibly, unless it is decided for a long time. I am not even sure I put the right amounts actually, as I could not find track of where and when we decided that....the problem is that currently, the budget is setting up a global envelop, not one per person or per role proper. So, unless the amounts are clarified per person and per role in the budget, they should be here. Or ? Where ? Anthere

I agree with Angela, but otherwise like the proposal. --Daniel Mayer 17:31, 23 December 2005 (UTC)

Proposal modified as such. Amounts were removed and will now be part of a board resolution, which may be updated if necessary before each quartely budget. Anthere 18:03, 23 December 2005 (UTC)