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

[Samson Goddy]

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 The information that Walter relied on to write the above is out of date.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>
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> Sugar-devel at lists.sugarlabs.org
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>
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