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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-==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, and/or what it was for (What)
+|-
-#*What its for or why it was bought (Why)
+| '''Type 1''' || Automatic approval (no discussion) || No || Immediate || Regular consumables, office supplies, vending machine items, emergency repairs < $500
-#*Who you are, if you use an alias or non-obvious email (Who)
+|-
-#*If it is specifically pre-approved (motion or policy), just 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.
+== 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.