Expense Reimbursement Policy

Status: Under Review

ARTICLE I - PURPOSE AND SCOPE

1. Purpose. The purpose of this Expense Reimbursement Policy ("Policy") is to describe the procedures used by Wikimedia District of Columbia (the "Corporation") to provide reimbursement for expenses incurred in the course of conducting Corporation business.

2. Scope. This Policy applies to any and all expenses incurred by individuals or organizations other than the Corporation in the course of conducting official Corporation business.

ARTICLE II - GENERAL PROVISIONS

1. Definitions. As used in this Policy, the following terms have the indicated meaning:

(a) "Prohibited Activity" shall refer to any activity not permitted to be carried on by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code; or not permitted to be carried on by a corporation, contributions to which are deductible under Sections 170(c)(2), 2055(a)(2) and 2522(a)(2) of the Internal Revenue Code.

(b) "Prohibited Expense" shall refer to any expense incurred in the course of carrying out a Prohibited Activity.

(c) "Self-Dealing Expense" shall refer to any expense claimed on the basis of a transaction in which the person claiming such expense has a financial interest, as defined in the Conflict of Interest Policy.

(d) "Charitable Purpose" shall refer to the purpose of Wikimedia District of Columbia, as defined in Article II of the Bylaws.

ARTICLE III - EXPENSE CLAIMS

1. Submission of Claims. All claims for reimbursement of expenses shall be submitted to the President.

2. Deadline for Claims. Any claim for reimbursement of an expense must be submitted no later than thirty (30) calendar days following the date on which the associated expense was incurred. In the event that reimbursement for multiple expenses is requested in one submission, the deadline shall be calculated based on the earliest of the included expenses.

3. Form of Claim. An expense claim shall consist of a completed Expense Claim Form, together with such supporting documentation as necessary to verify the claimed expenses.

4. Method of Submission. Expense claims shall be submitted in writing. The President may, at his or her discretion, accept an electronic copy of of an expense claim in lieu of a physical copy, in which case such electronic copy shall be considered equivalent to the corresponding physical copy.

5. Supporting Documentation. Expense claims shall be accompanied by receipts for any individual expense exceeding the sum of five dollars ($5). Should a receipt not be available, the claim shall be accompanied by a full explanation of the expense and an explanation as to why the receipt is unavailable.

6. Form of Receipts. All receipts must include the name of the vendor, the location, the date, and the dollar amount. The following forms of receipts are considered acceptable:

(a) Original receipt completed by the vendor;

(b) Claimant's copy of credit card slip; or

(c) Claimant's credit card billing statement.

7. Incomplete Claims. Any expense claim that is incorrect, incomplete, or lacks acceptable supporting documentation shall be returned to the person submitting such claim.

ARTICLE IV - APPROVAL OF CLAIMS

1. Approval Required. All expense claims shall be subject to approval by Wikimedia District of Columbia prior to reimbursement. No claimed expense shall be reimbursed unless and until such approval is granted.

2. Authority to Approve Claims. The Board of Directors, or any person or committee authorized by the Board of Directors to make expenditures under the Fiscal Control Policy, shall have authority to approve expense claims. In the event of a claim by the President, the Treasurer shall have the authority to approve the claim.

3. No Self-Approval. No person shall approve for reimbursement an expense incurred or claimed by that same person, notwithstanding any authority to approve expenses which said person may otherwise hold.

4. Rationale for Approving Expenses. When determining whether to approve a claim, the person or persons responsible for approving it shall consider whether the expense described by the claim is consistent with the Charitable Purpose and is reasonable.

5. Unallowed Expenses. No Prohibited Expense or Self-Dealing Expense shall be approved for reimbursement.

6. Approved Claims. If a claim for reimbursement is approved, reimbursement shall be issued within thirty (30) calendar days, consistent with the Fiscal Control Policy.

7. Disapproved Claims. If a claim for reimbursement is not approved, the President shall return the claim to the person submitting it, together with an explanation for why approval was not granted, within thirty (30) calendar days.