[IAEP] [SLOBS] [Motion]Re: [Sugar-devel] [SLOB] approval needed for Bender's GCI travel expenses

[Claudia Urrea]

+1

On Sat, Jul 7, 2018 at 5:21 PM, Samson Goddy <samsongoddy at gmail.com> wrote:

> +1 from me
>
> On Sat, Jul 7, 2018, 3:54 PM Adam Holt <holt at laptop.org> wrote:
>
>> +1
>>
>> On Sat, Jul 7, 2018 at 9:16 AM, Lionel Laské <lionel.laske at gmail.com>
>> wrote:
>>
>>> +1
>>>
>>>         Lionel
>>>
>>> 2018-07-07 14:56 GMT+02:00 Ignacio Rodríguez <ignacio at sugarlabs.org>:
>>>
>>>> I'll second it
>>>>
>>>> El sáb., 7 de jul. de 2018 08:47, Samson Goddy <samsongoddy at gmail.com>
>>>> escribió:
>>>>
>>>>> Dear SLOBs,
>>>>>
>>>>> Motion: To approve Walter's $614.03 reimbursement request. I would
>>>>> like if this motion will be seconded. So we can process to voting.
>>>>>
>>>>>
>>>>> Regards
>>>>> Samson
>>>>>
>>>>> On Sat, Jul 7, 2018, 3:55 AM Walter Bender <walter.bender at gmail.com>
>>>>> wrote:
>>>>>
>>>>>> Fellow oversight board members,
>>>>>>
>>>>>> I would appreciate if someone would propose a motion as per Bradley's
>>>>>> email below so that I can get reimbursed for my travel to the Google Mentor
>>>>>> Summit.
>>>>>>
>>>>>> thx.
>>>>>>
>>>>>> -walter
>>>>>>
>>>>>> ---------- Forwarded message ---------
>>>>>> From: Bradley M. Kuhn via RT <accounts-payable at tix.sfconservancy.org>
>>>>>> Date: Fri, Jul 6, 2018 at 8:04 PM
>>>>>> Subject: [sfconservancy.org #898] SLOBS approval needed for Bender's
>>>>>> GCI travel expenses.
>>>>>> To: <walter.bender at gmail.com>
>>>>>>
>>>>>>
>>>>>> Walter Bender via RT wrote on Sunday,  1 July:
>>>>>> > As you know, Google sponsors one mentor from each participating org to
>>>>>> > attend the summit and the costs of the trip are passed through to Google.
>>>>>> ...
>>>>>> > Please contact me if you have any further questions.
>>>>>>
>>>>>> This assessment is actually no longer accurate, and as such, we need
>>>>>> approval from SLOBs to proceed with the travel reimbursement, just like we
>>>>>> do with any other.  Adam, could you as Representative communicate that SLOBs
>>>>>> approved $614.03 for Walter's travel.
>>>>>>
>>>>>> Reasons we need such approval are below:
>>>>>>
>>>>>> The information that Walter relied on to write the above is out of date.  A
>>>>>> few years ago, Google changed the nature of the way payments are made for
>>>>>> GCI and GSoC.  While, informally, Google requests that a certain part of the
>>>>>> payments be used for travel expenses for the GCI and GSoC Mentor Summits
>>>>>> (respectively) there is no longer a formal requirement, agreement, nor
>>>>>> arrangement that requires Conservancy (and its Sugar Labs project) to use
>>>>>> these funds for that purpose.  Sugar Labs could use the funds for any
>>>>>> purpose that fits within the project and Conservancy's charitable mission.
>>>>>> Thus, under the FSA with Conservancy, it's up to Sugar Labs to recommend
>>>>>> that how we spend the funds.
>>>>>>
>>>>>> As you decide on whether you'd like to pay the funds for this purpose, note
>>>>>> that Bender's expenses are substantially less than the amount given as a
>>>>>> donation for GCI.  Sugar received $7,380.00 total for its participation in
>>>>>> GCI 2017
>>>>>>
>>>>>> Finally, please avoid the phrase "pass through" with regard to funds at
>>>>>> Conservancy.  Regardless of any specific donation situation, Conservancy
>>>>>> *does not* do any activity as a "pass through" fiscal sponsor.  That phrase
>>>>>> has specific meaning in USA-non-profit circles and that's never what we're
>>>>>> doing here, no matter what.
>>>>>>
>>>>>>
>>>>>>
>>>>>> Meanwhile, Walter, there's a receipt missing:
>>>>>>
>>>>>> > $25 Baggage fee*
>>>>>>
>>>>>> > * My restricted fare on United did not allow me any luggage beyond a
>>>>>> > personal bag for my laptop. I managed on the way out, but could not
>>>>>> > manage on the way back, hence I had to check a bag.
>>>>>>
>>>>>> This is within policy, but it does require a receipt when proposed as a
>>>>>> stand-alone expense.  It looks like you didn't attach the receipt.  (I
>>>>>> noticed you attached the same file twice, so I suspect that there is another
>>>>>> file of receipts we haven't gotten yet).
>>>>>>
>>>>>> AFIAK, all major airline give a receipt for checked luggage at the time they
>>>>>> collect payment.  If you lost that, in my experience, you can get the
>>>>>> receipt from the airline's website from your account after the fact.
>>>>>>
>>>>>> Please send along the $25 receipt.  Everything else seems well documented.
>>>>>>
>>>>>> Note in future you don't need to include receipts for M&IE; please take a
>>>>>> look at the travel policy section regarding that:
>>>>>>   https://sfconservancy.org/projects/policies/conservancy-travel-policy.html
>>>>>>
>>>>>>
>>>>>>
>>>>>> --
>>>>>> Walter Bender
>>>>>> Sugar Labs
>>>>>> http://www.sugarlabs.org
>>>>>> <http://www.sugarlabs.org>
>>>>>> _______________________________________________
>>>>>>
>>>>> Sugar-devel mailing list
>>>>>> Sugar-devel at lists.sugarlabs.org
>>>>>> http://lists.sugarlabs.org/listinfo/sugar-devel
>>>>>>
>>>>> _______________________________________________
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>>>>
>>>>
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>>>>
>>>>
>>>
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