Approved Policies/Reimbursement Policy: Difference between revisions
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(Updated to reflect new purchase policy from august 2025 meeting.) |
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= Reimbursement Policy = | |||
'''Adopted as Standard Policy:''' August 2025 Meeting | |||
---- | |||
== | == Expense Type Summary == | ||
{| class="wikitable sortable" | |||
! 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. | |||
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.