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
  • 3000 dollars per quarter for the chair
  • 1000 dollars per quarter for the other board members
• Officers (which include CEO) may be reimbursed
  • 0 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)
  • xxx dollars per quarter

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.

Proposed by Anthere - 14 december 2005 Slightly modified by Jimbo - 14 December 2005

State : discussion. Will be proposed to next board meeting

Votes

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