PhilWiki Community/Board Meetings/2023/Proposed Resolution on Expense Policy

Board Meetings

Proposed Resolution on Expense Policy

2023 Resolutions→

This proposal is regarded as inactive. It has not been voted on by the Board and is therefore not a resolution of the PhilWiki Community.

I. General Guidelines. This Expense Policy outlines the guidelines on reimbursement of expenses made by members on official capacity, the expense procedure, and expense etiquette. This policy applies to all Regular Members that spend money on administrative and organizational activities.

1. Reimbursement. All expenses must be reimbursed provided that such expense was made with prior approval of the Treasurer and President in the absence of an appropriation.
2. Proof of expense. All expenses must be made in the name of Philippine Wikimedia Community, Inc. (“the Organization”).
3. Record of expenses. All expenses must be recorded by the Treasurer which record must be made available to any Regular Member during office hours.
4. Funds for approved projects or purchases. Funds for approved projects or purchases must be made available, not later than seven (7) days prior to the start of the implementation of the project or to the purchase. Such cash advances must follow disbursement procedures and must also be reported and returned if left unused by the requesting party within thirty (30) days.
5. Petty cash. The Treasurer must maintain a petty cash of no more than ₱20,000.00, which must regularly be reported thirty (30) days from the end of every month.
6. Approving officers. The Treasurer and the President or Board Chair shall be the primary approving officers of all expenses in the absence of an appropriation.
7. Non-compliance to the policy. The Organization assumes no obligation for expenses that are not in compliance with this policy. Compliance with this policy shall be primarily determined by the Treasurer and President, or the Board.

II. Travel Expenses

1. Personal expenses. No fund shall be used for personal expenses.
2. Official duties and organizational activities. Expenses shall be limited only to the performance of official duties, and project related events and activities held in the Philippines.
3. Approved itinerary. A prior approval of itinerary must be secured by the travelling party.
4. Accommodation and transportation. A standard hotel accommodation, and mass transportation system must be chosen at all times.
5. International travel. An economy class international flight ticket must be chosen at all times. Should the travelling party avail another itinerary or upgraded accommodation, the difference must shouldered by the travelling party, including tax surcharges.
6. Meals. Meal allowance for the entire day, unless prior approval has been obtained or meal was not provided in the event or function, is ₱1,000.00 for local travel and ₱1,500.00 for international travel.
7. Fraud. Any deliberate misrepresentation, abuse or fraudulent reporting of any expense shall be grounds for expulsion from the Organization, not withstanding any legal action that the organization may take to recover any misused, missing or stolen funds.

III. Expense Reporting

1. Reporting of expense. All expenses must be reported to the Treasurer within thirty (30) days.
2. Documentation. An itemized expense report must include the purchasing date, particulars, purchase document and amount. Attached to the expense report are the original or digital copy of the receipt/s and documentation of the activity including narrative report, images, videos and external links.
3. Receipts. The integrity of receipts must be preserved until it is submitted to the Treasurer.
4. Submission. Submission of reports may either be in person or through other available methods as may be permitted by the Treasurer.