Difference between revisions of "Procedures"
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| + | What follows is one community member's proposal for travel procedures. | ||
| + | |||
===Internal Procedures=== | ===Internal Procedures=== | ||
==Internal Procedure #01: "Request for Travel Policy exemptions"== | ==Internal Procedure #01: "Request for Travel Policy exemptions"== | ||
| + | Before asking for a travel advance, please consider the following questions: | ||
| + | * 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? | ||
| + | * 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 cash for local travel and/or per diem expenses? | ||
| + | |||
| + | Anyone traveling on behalf of Sugar Labs may request a travel advance by sending a written request to the oversight board <slobs AT lists.sugarlabs.org>. Be sure to include the reason for your request, the amount requested, the anticipated dates of travel, and answers to the questions above. | ||
| + | |||
| + | The oversight board will discuss the request and may ask for clarification. The criteria for approval include: | ||
| + | * relevance to Sugar Labs | ||
| + | * availability of funds | ||
| + | |||
| + | It may take the board ''up to one week'' to reach its decision, so please make your request as far in advance as possible. | ||
| + | |||
| + | 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 Treasurer or Executive Director will communicate the decision on behalf of the applicant. | ||
| + | |||
| + | <!-- | ||
| + | <strike> | ||
>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. | ||
| + | </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**. | ||
| + | --> | ||
| + | <!-- | ||
| − | = | + | |
| − | + | ===Travel Procedures=== | |
| + | |||
| + | Please read [https://sfconservancy.org/projects/policies/conservancy-travel-policy.html Software Freedom Conservancy Travel Policy]. | ||
| + | |||
| + | 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 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. | ||
| + | |||
| + | ==="Request for Travel Policy exemptions"=== | ||
| + | |||
| + | >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 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. | ||
| + | --> | ||
Latest revision as of 13:49, 23 January 2022
What follows is one community member's proposal for travel procedures.
Internal Procedures
Internal Procedure #01: "Request for Travel Policy exemptions"
Before asking for a travel advance, please consider the following questions:
- 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?
- Do the travel plans comply with the Sugar Labs travel policy?
- Do you need to have a ticket purchased on your behalf? If so, please refer to [1].
- Do you need cash for local travel and/or per diem expenses?
Anyone traveling on behalf of Sugar Labs may request a travel advance by sending a written request to the oversight board <slobs AT lists.sugarlabs.org>. Be sure to include the reason for your request, the amount requested, the anticipated dates of travel, and answers to the questions above.
The oversight board will discuss the request and may ask for clarification. The criteria for approval include:
- relevance to Sugar Labs
- availability of funds
It may take the board up to one week to reach its decision, so please make your request as far in advance as possible.
The deliberations of the board will either published on a public email list or in a 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 Treasurer or Executive Director will communicate the decision on behalf of the applicant.