Reimbursements policy

[Morey Straus]

I will put forward the following statement for inclusion in our policy manual:

REIMBURSEMENTS

Any requests for reimbursement must be submitted within 120 days from the date that the expenditure was made, as documented on the receipt or invoice. 

[Eric Lund]

Would a photo of the mailing label showing the cost along with the address I mailed to suffice as documentation?

Eric

Sent from my iPhone

On Nov 26, 2023, at 8:37 AM, Morey Straus <mo...@stra.us> wrote:



I will put forward the following statement for inclusion in our policy manual:

REIMBURSEMENTS

Any requests for reimbursement must be submitted within 120 days from the date that the expenditure was made, as documented on the receipt or invoice. 

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[Morey Straus]

IMO, yes, it would.

[Morey Straus]

Revision:

REIMBURSEMENTS

 All reimbursements must be authorized prior to execution. Authorizations must be executed within 120 days unless explicitly stated otherwise in the authorizing motion approved by the board.

Any requests for reimbursement must be submitted within 120 days from the date that the expenditure was made, as documented on the receipt or invoice. 

[Susan Hogarth]

I like the revised version because it addresses the main point as I see it - the idea that someone is deciding to take on a responsibility or expense for the caucus because they want to see it happen but then decides that they ought to be reimbursed. This isn't how spending decisions should get made, and it's a recipe for (at best) resentment and anger.

ENTIRELY ASIDE from that - the specific case that prompted us to think about this and put down something in writing (which is a good thing) is one that I feel deserves a hearing and compensation because this policy wasn't clear - and in fact we've had other instances of retroactive requests for reimbursements when it wasn't entirely clear if the funds were intended as a donation or not. The last thing I want to do is to dishonor those who continue to work and to give out of their own pockets.

But as someone who has sometimes adopted this practice of saying "I'll just fund it myself!" rather than trying to 'sell' a project internally, I think that may be setting a bad example and we should be very reluctant to jump in without buy-in from our fellow members.

Susan Hogarth

919-906-2106