Approved Policies/Reimbursement Policy: Difference between revisions

From Protospace Wiki
Jump to navigation Jump to search
(Updated to reflect new purchase policy from august 2025 meeting.)
 
Line 1: Line 1:
==Policy==
= Reimbursement Policy =
''As discussed previously on the Administration list''


#Protospace will automatically reimburse any members for pre-approved and routine expenses incurred by the member on behalf of Protospace.
'''Adopted as Standard Policy:''' August 2025 Meeting
#Protospace will reimburse members for other expenses on the authority of the directors or approval of the membership.
#Reimbursements will not be paid out to a member while funds are owed to Protospace by the member.


Motion 16K-3: Protospace adopt the policy outlined above<br />
----
Moved by: Mike Morrow<br />
Seconded by: Alan<br />
Result: Passed


==Procedure==
== Expense Type Summary ==
''As updated at the November 2017 meeting, and discussed on the Administration list''


#Submit your request for reimbursement electronically to "payme@protospace.ca.".
{| class="wikitable sortable"
#Your request should include:
! Type !! Approval Method !! Forum Post Required !! Approval Timeframe !! Typical Examples
#*What you bought / What is it? (What)
|-
#*Why it was bought / What is it for? (Why)
| '''Type 1''' || Automatic approval (no discussion) || No || Immediate || Regular consumables, office supplies, vending machine items, emergency repairs < $500
#*Your name, especially, if you use an alias or non-obvious email / Who are you? (Who)
|-
#*''If it is specifically pre-approved (motion or policy), please note that''
| '''Type 2''' || Forum review; auto-approved if ≤1 unresolved objection || Yes (72 hrs) || 3 days || Preventative repairs ≤ $500; other expenses ≤ $250
#*A receipt, statement or similar documentation. If there is no documentation, please describe why. (How much)
|-
#*How you want to be repaid:
| '''Type 3''' || Introduced before meeting; conditional approval if ≤1 unresolved objection || Yes (48 hrs before meeting) || At next meeting || Preventative repairs < $1000; other expenses < $500
#**paypal,
|-
#**interac (email transfer)
| '''Type 4''' || Discussed and voted on at meeting || Yes (48 hrs before meeting) || At meeting || Any expense not covered by Types 1–3
#**"on account" (against current/future memberships or courses)
|}
#**Cash (for small amounts, subject to availability, on Tuesday nights)
#**Cheque
#Large amounts or unexplained items may require time for the directors to discuss or bring to a meeting. Routine items, expected items, and items already approved by motion will just be paid.
#If you owe money to Protospace (behind on dues, unpaid course, et cetera), you will not be paid until your negative balance is cleared.


'' It is your responsibility to include the details. Do not expect to be "chased down" if things are missing. ''
----


== May 2025 and onward ==
== Overview ==
The following policy was approved at the May 2025 monthly meeting to be trialed for 3 months, to the August 2025 meeting, and was voted to become our standard policy at the August 2025 meeting:
Protospace reimburses members for expenses incurred on behalf of the organization, following the four-tier approval structure above.


Expenses are broken down into 4 types:
This policy replaces all prior reimbursement procedures and motions related to expenses.


Type 1 Expenses require no discussion and will be reimbursed automatically include:
----


# Regular shop and cleaning consumables, office supplies, vending machine items.
== Objections ==
# Emergency repairs to existing equipment, costing less than $500.
* Objections must include the phrase '''“I object.”''' 
* If the issue is resolved, the objecting member should clearly state that it’s resolved or remove the “I object” from their post.


Type 2 Expenses require a forum post, at least 72 hours for comments/objections. It is considered approved if there is no more than one unresolved objection. If more than one unresolved objections, the expense will be discussed and voted on at the next meeting.
----


# Preventative repairs/maintenance to existing equipment up to $500
== Additional Notes ==
# Anything else up to $250.
* This policy does '''not''' affect Directors’ discretionary purchases during the trial period. 
* '''Consumables''' do not include “sharps,” except for the table saw, jointer, and planer (and possibly sewing machine needles). 
* Automatic approval for Type 2 expenses applies only to '''purchases and repairs''', not to policy changes.


Type 3 Expenses require a forum post at least 48 hours before a scheduled monthly meeting for comments/objections. Expenses with no more than one unresolved objection can be considered approved if no further objections are raised at the meeting when introducing the expense. New objections raised at the meeting would require discussion and vote on the topic.
----


# Preventative repairs/maintenance to existing equipment under $1000
== Reimbursement Submission ==
# Anything else under $500
To receive reimbursement, members must submit their request electronically to '''payme@protospace.ca''' including:
* What was purchased and why 
* Your name (especially if you use an alias or non-obvious email) 
* Whether it was pre-approved under this policy 
* A receipt or other documentation (or an explanation if unavailable) 
* Your preferred repayment method:
** PayPal 
** Interac (email transfer) 
** On account (against membership or course fees) 
** Cash (for small amounts, subject to availability) 
** Cheque 


Type 4 Expenses require a forum post at least 48 hours before a scheduled monthly meeting. Discussion length prior to a vote to approve should be guided by the value of the expense.
If you owe money to Protospace (e.g. unpaid dues or course fees), reimbursement will be withheld until your balance is cleared.
 
# Anything that doesn’t fit the first three Expense Types.
 
Objections to any purchase pitch shall include the words “I object” and if the objection is resolved, it should be clearly stated, or the “I object” removed from the objecting post.
 
The above does not have any effect on “Directors discretionary purchases” for the trial period.
 
Consumables do not include “sharps”, except for the table saw, jointer and planer. (Maybe also sewing machine needles?)
 
The auto approval of a type 2 expense is for purchases and repairs only, not changes to our policies.

Latest revision as of 18:06, 21 October 2025

Reimbursement Policy

Adopted as Standard Policy: August 2025 Meeting

Expense Type Summary

Type Approval Method Forum Post Required Approval Timeframe Typical Examples
Type 1 Automatic approval (no discussion) No Immediate Regular consumables, office supplies, vending machine items, emergency repairs < $500
Type 2 Forum review; auto-approved if ≤1 unresolved objection Yes (72 hrs) 3 days Preventative repairs ≤ $500; other expenses ≤ $250
Type 3 Introduced before meeting; conditional approval if ≤1 unresolved objection Yes (48 hrs before meeting) At next meeting Preventative repairs < $1000; other expenses < $500
Type 4 Discussed and voted on at meeting Yes (48 hrs before meeting) At meeting Any expense not covered by Types 1–3

Overview

Protospace reimburses members for expenses incurred on behalf of the organization, following the four-tier approval structure above.

This policy replaces all prior reimbursement procedures and motions related to expenses.

Objections

  • Objections must include the phrase “I object.”
  • If the issue is resolved, the objecting member should clearly state that it’s resolved or remove the “I object” from their post.

Additional Notes

  • This policy does not affect Directors’ discretionary purchases during the trial period.
  • Consumables do not include “sharps,” except for the table saw, jointer, and planer (and possibly sewing machine needles).
  • Automatic approval for Type 2 expenses applies only to purchases and repairs, not to policy changes.

Reimbursement Submission

To receive reimbursement, members must submit their request electronically to payme@protospace.ca including:

  • What was purchased and why
  • Your name (especially if you use an alias or non-obvious email)
  • Whether it was pre-approved under this policy
  • A receipt or other documentation (or an explanation if unavailable)
  • Your preferred repayment method:
    • PayPal
    • Interac (email transfer)
    • On account (against membership or course fees)
    • Cash (for small amounts, subject to availability)
    • Cheque

If you owe money to Protospace (e.g. unpaid dues or course fees), reimbursement will be withheld until your balance is cleared.

Retrieved from "https://wiki.protospace.ca/index.php?title=Approved_Policies/Reimbursement_Policy&oldid=7692"