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

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 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.

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.

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

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