Code of discipline for directors

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===Approve costs===
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'''===Business Online Banking Account==='''
====Approval tree====
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Payment requests have to be approved by:
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*Under 1,000 ZAR: BOARD MEMBER. Administrative support by (deputy) TREASURER<sup>1</sup>
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*Under 10,000 ZAR: REQUESTER + other BOARD MEMBER + (deputy) TREASURER
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*10,000 ZAR or more: BOARD approval
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Important: approval has to be found ''before'' commiting to the costs. So please do not wait until the flight is booked, the computer station have been installed and the invoices comes in. Do it BEFORE you give them final go. Of course this allows for exeptions, eg. the missing your flight.
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This account will only be used for funds received from the Wikimedia Foundation.
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====Approval tree ====
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Payment approvals requirements for payments from this account will depend on the size of the transaction as follows :
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*Under ZAR 1,000 : Board Member and Administrator
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*Under ZAR 10,000 : Administrator loads amount, 1 Board Member approves / releases payment
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*Above ZAR 10,000 : Administrator loads amount, 2 Board Members approve / releases the payments
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If the expenditure is not previously budgeted for (eg as a line item in a grant), board resolutions must be obtained prior to spending.
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'''===Secondary Business Acount===
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WMZA has set up a secondary account which will be used to handle payments to the Chapter not originating from the Wikimedia Foundation.
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====Approval tree ====
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Payment approvals requirements for payments from this account will depend on the size of the transaction as follows :
 +
 
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*Under ZAR 1,000 : Board Member and Administrator
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*Under ZAR 10,000 : Requester, Board Member and Administrator
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*Above ZAR 10,000 : Board Approval
  
 
====Approval procedure====
 
====Approval procedure====

Revision as of 11:12, 30 July 2014

===Business Online Banking Account===

This account will only be used for funds received from the Wikimedia Foundation.

Contents

Approval tree

Payment approvals requirements for payments from this account will depend on the size of the transaction as follows :

  • Under ZAR 1,000 : Board Member and Administrator
  • Under ZAR 10,000 : Administrator loads amount, 1 Board Member approves / releases payment
  • Above ZAR 10,000 : Administrator loads amount, 2 Board Members approve / releases the payments

If the expenditure is not previously budgeted for (eg as a line item in a grant), board resolutions must be obtained prior to spending.


===Secondary Business Acount===

WMZA has set up a secondary account which will be used to handle payments to the Chapter not originating from the Wikimedia Foundation.

Approval tree

Payment approvals requirements for payments from this account will depend on the size of the transaction as follows :

  • Under ZAR 1,000 : Board Member and Administrator
  • Under ZAR 10,000 : Requester, Board Member and Administrator
  • Above ZAR 10,000 : Board Approval

Approval procedure

  1. Send the request + the quote to the WM ZA board mailing list.
  2. Approvals are added as "reply to all".
  3. Effective invoice and proof of payment must be filed in the filing system, and added as reply to the email.
  4. Changes of more then 10% of the quote value need a full redoing of the approval procedure.

Flights, accomodation

Board members will insure that everybody travelling on WM ZA business will adhere to the WMF travel policy.

  • Reimbursement for travel on WMZA business shall be done at a rate of exactly 75% x SARS recommended rate ( R/km ). The latest recommended rate/km can be found here.

General code of conduct

Board members adhere to the WMF Code of Conduct Policy:

  1. Treat other people with respect
  2. Respect confidentiality
  3. Protect Foundation property
  4. Maintain accurate, honest and complete books and records
  5. Represent the best interests of the Foundation

Approval by board

Footnotes

1This is due to the approval system from the bank account with Absa

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