Procedures - Revision history

MrBIOS: Remove references to our affiliation with SFC, as we're now a stand-alone non-profit corporation

2022-01-23T18:49:39Z

Remove references to our affiliation with SFC, as we're now a stand-alone non-profit corporation

← Older revision		Revision as of 14:49, 23 January 2022
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	* Is the travel on behalf of Sugar Labs?		* Is the travel on behalf of Sugar Labs?
	* Has the trip been approved by the Sugar Labs oversight board or some designated representative of the board?		* Has the trip been approved by the Sugar Labs oversight board or some designated representative of the board?
	* Do the travel plans comply with the ~~SFC~~ [https://github.com/conservancy/policies/blob/master/Travel/conservancy-travel-policy.md travel policy]?		* Do the travel plans comply with the Sugar Labs [https://github.com/conservancy/policies/blob/master/Travel/conservancy-travel-policy.md travel policy]?
	* Do you need to have a ticket purchased on your behalf? If so, please refer to [https://github.com/conservancy/policies/blob/master/Travel/info-needed-to-book-a-flight-for-someone.txt].		* Do you need to have a ticket purchased on your behalf? If so, please refer to [https://github.com/conservancy/policies/blob/master/Travel/info-needed-to-book-a-flight-for-someone.txt].
	* Do you need cash for local travel and/or per diem expenses?		* Do you need cash for local travel and/or per diem expenses?
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	The deliberations of the board will either published on a [https://lists.sugarlabs.org public email list] or in a [https://meeting.sugarlabs.org/sugar-meeting/meetings meeting log]. The decision itself will be documented on [[Oversight_Board/Decisions]].		The deliberations of the board will either published on a [https://lists.sugarlabs.org public email list] or in a [https://meeting.sugarlabs.org/sugar-meeting/meetings meeting log]. The decision itself will be documented on [[Oversight_Board/Decisions]].

	If the travel advance is approved (by at least four board members) then our ~~liaison with the SFC~~ will communicate the decision on behalf of the applicant. Note that approval by the SL oversight board does not guarantee that the SFC will approve the travel advance. (Past experience suggests that they are more likely to approve the prepurchase of a ticket than a cash advance.) The time-frame for the SFC varies widely and is outside of our control, so again, it is recommended that you make your request well in advance.		If the travel advance is approved (by at least four board members) then our Treasurer or Executive Director will communicate the decision on behalf of the applicant.

	<!--		<!--

Walter at 23:28, 16 January 2018

2018-01-16T23:28:18Z

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 What follows is one community member's proposal for travel procedures.
 ===Travel Procedures===
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 >Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent "Travel Policy exemption request" and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.

Walter at 21:02, 16 January 2018

2018-01-16T21:02:50Z

← Older revision		Revision as of 17:02, 16 January 2018
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			What follows is one community member's proposal for travel procedures.

	===Travel Procedures===		===Travel Procedures===

Laura Vargas: /* "Request for Travel Policy exemptions" */

2017-09-22T18:36:47Z

"Request for Travel Policy exemptions"

← Older revision		Revision as of 14:36, 22 September 2017
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	==="Request for Travel Policy exemptions"===		==="Request for Travel Policy exemptions"===

	>Action 1: Any Sugar Labs member/contributor can request a ~~Cash advance -~~ Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for ~~the request~~, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of ~~the Cash advance -~~ Travel Policy exemption.		>Action 1: Any Sugar Labs member/contributor can request a "Travel Policy exemption" by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for exemption, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her exemption request and must make sure to ask with enough anticipation of the need of any Travel Policy exemption.

	>Action 2: Sugar Labs Oversight Board members manage project funds, and according to available balance on Sugar Labs Accounts at the date of the request, they must try to reach consensus in the form of majority of votes to approve or disapprove the request. Once the request gets approved or disapproved the decision shall be documented on [[Oversight Board/Decisions]].		>Action 2: Sugar Labs Oversight Board members manage project funds, and according to available balance on Sugar Labs Accounts at the date of the request, they must try to reach consensus in the form of majority of votes to approve or disapprove the request. Once the request gets approved or disapproved the decision shall be documented on [[Oversight Board/Decisions]].

	>Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent ~~Cash Advance -~~ Travel Policy exemption request and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.		>Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent "Travel Policy exemption request" and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.

Laura Vargas: /* Travel Procedures */

2017-09-22T18:34:37Z

Travel Procedures

← Older revision		Revision as of 14:34, 22 September 2017
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	Please read [https://sfconservancy.org/projects/policies/conservancy-travel-policy.html Software Freedom Conservancy Travel Policy].		Please read [https://sfconservancy.org/projects/policies/conservancy-travel-policy.html Software Freedom Conservancy Travel Policy].

	Travelers traveling on behalf of ~~a Project~~ must seek approvals and submit expense reports to SLOBs.		Travelers traveling on behalf of Sugar Labs must seek approvals and submit expense reports to SLOBs.

	SLOBs are to review those expense reports and pass them along to Conservancy’s accounting office for final approval and reimbursement.		SLOBs are to review those expense reports and pass them along to Conservancy’s accounting office for final approval and reimbursement.

Laura Vargas: ediiton

2017-09-22T18:34:06Z

ediiton

← Older revision		Revision as of 14:34, 22 September 2017
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	Persons working on behalf of Sugar Labs seeking an exception to this Policy must petition SLOBs to obtain written approval from Conservancy authorizing the exception.		Persons working on behalf of Sugar Labs seeking an exception to this Policy must petition SLOBs to obtain written approval from Conservancy authorizing the exception.

	=="Request for Travel Policy exemptions" ==		==="Request for Travel Policy exemptions"===

	>Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.		>Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.
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	>Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent Cash Advance - Travel Policy exemption request and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.		>Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent Cash Advance - Travel Policy exemption request and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.



	~~=References=~~
	Currently, Sugar Labs Travel Policy is subject to Software Freedom Conservancy Travel Policy. [https://github.com/conservancy/policies/blob/master/Travel/conservancy-travel-policy.txt#L220 Software Freedom Conservancy Travel Policy] requires Projects Leadership Committees to define a procedure for Requests for Travel Policy exemptions.

Laura Vargas: /* Travel Procedures */

2017-09-22T18:32:43Z

Travel Procedures

← Older revision		Revision as of 14:32, 22 September 2017
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	===Travel Procedures===		===Travel Procedures===

	Please read [https://sfconservancy.org/projects/policies/conservancy-travel-policy.html Software Conservancy Travel Policy.		Please read [https://sfconservancy.org/projects/policies/conservancy-travel-policy.html Software Freedom Conservancy Travel Policy].

	Travelers traveling on behalf of a Project must seek approvals and submit expense reports to SLOBs. SLOBs are to review those expense reports and pass them along to Conservancy’s accounting office for final approval and reimbursement.		Travelers traveling on behalf of a Project must seek approvals and submit expense reports to SLOBs.

			SLOBs are to review those expense reports and pass them along to Conservancy’s accounting office for final approval and reimbursement.

	SLOBs are responsible for creating procedures for requesting exceptions to Conservancy Travel Policy, and submitting to Conservancy reimbursement requests associated with their respective Projects.		SLOBs are responsible for creating procedures for requesting exceptions to Conservancy Travel Policy, and submitting to Conservancy reimbursement requests associated with their respective Projects.

	Persons working on behalf of Sugar Labs seeking an exception to this Policy must petition SLOBs to obtain written approval from Conservancy authorizing the exception. ~~As follows:~~		Persons working on behalf of Sugar Labs seeking an exception to this Policy must petition SLOBs to obtain written approval from Conservancy authorizing the exception.

	~~>Action 1:~~

	==~~Internal Procedure #01:~~ "Request for Travel Policy exemptions"==		=="Request for Travel Policy exemptions" ==

	>Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.		>Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.

Laura Vargas: Added New SFC Travel Policy references

2017-09-22T18:28:55Z

Added New SFC Travel Policy references

← Older revision		Revision as of 14:28, 22 September 2017
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	===~~Internal~~ Procedures===		===Travel Procedures===

			Please read [https://sfconservancy.org/projects/policies/conservancy-travel-policy.html Software Conservancy Travel Policy.

			Travelers traveling on behalf of a Project must seek approvals and submit expense reports to SLOBs. SLOBs are to review those expense reports and pass them along to Conservancy’s accounting office for final approval and reimbursement.

			SLOBs are responsible for creating procedures for requesting exceptions to Conservancy Travel Policy, and submitting to Conservancy reimbursement requests associated with their respective Projects.

			Persons working on behalf of Sugar Labs seeking an exception to this Policy must petition SLOBs to obtain written approval from Conservancy authorizing the exception. As follows:

			>Action 1:

	==Internal Procedure #01: "Request for Travel Policy exemptions"==		==Internal Procedure #01: "Request for Travel Policy exemptions"==

FGrose: use intrawiki formatting to enable 'What links here' wiki feature.

2017-09-14T15:24:16Z

use intrawiki formatting to enable 'What links here' wiki feature.

← Older revision		Revision as of 11:24, 14 September 2017
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	>Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.		>Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.

	>Action 2: Sugar Labs Oversight Board members manage project funds, and according to available balance on Sugar Labs Accounts at the date of the request, they must try to reach consensus in the form of majority of votes to approve or disapprove the request. Once the request gets approved or disapproved the decision shall be documented on ~~https://wiki.sugarlabs.org/go/Oversight_Board~~/Decisions.		>Action 2: Sugar Labs Oversight Board members manage project funds, and according to available balance on Sugar Labs Accounts at the date of the request, they must try to reach consensus in the form of majority of votes to approve or disapprove the request. Once the request gets approved or disapproved the decision shall be documented on [[Oversight Board/Decisions]].

	>Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent Cash Advance - Travel Policy exemption request and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.		>Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent Cash Advance - Travel Policy exemption request and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.

Laura Vargas: Undo procedure's modifications require to detail on each Action point

2017-09-07T19:30:58Z

Undo procedure's modifications require to detail on each Action point

@@ Line 3: / Line 3: @@
 ==Internal Procedure #01: "Request for Travel Policy exemptions"==
 >Action 1: Any Sugar Labs member/contributor can request a Cash advance - Travel Policy exemption by sending a formal request to slobs AT lists.sugarlabs.org detailing the reason for the request, the amount of the request, the date needed and any other relevant information. Requesting party understands SFC has the final approval for his/her request and must make sure to ask with enough anticipation of the need of the Cash advance - Travel Policy exemption.
@@ Line 28: / Line 8: @@
 >Action 3: In case of an approved decision, Sugar Labs representative or his/her delegate (e.g. Sugar Labs Financial Manager) will communicate to SFC the decision and make in Sugar Labs behalf the correspondent Cash Advance - Travel Policy exemption request and follow up the result with the Conservancy sharing the results with the Sugar Labs Oversight Board and the requesting party.
-</strike>
 =References=
 Currently, Sugar Labs Travel Policy is subject to Software Freedom Conservancy Travel Policy. [https://github.com/conservancy/policies/blob/master/Travel/conservancy-travel-policy.txt#L220 Software Freedom Conservancy Travel Policy] requires Projects Leadership Committees to define a **procedure for Requests for Travel Policy exemptions**.