Code of discipline for directors

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(Flights, accomodation)
(added ref to WMF's Board Support handbook)
 
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===Approve costs===
 
====Approval tree====
 
I would propose something like:
 
*Under 1000 ZAR: BOARD MEMBER. Administrative support by SECRETARY<sup>1</sup>
 
*Under 5,000 ZAR: REQUESTER + other BOARD MEMBER + SECRETARYthree members have to approve this, this will be the requester and the (deputy) secretary
 
*Above 25,000 ZAR: majority BOARD approval
 
  
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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=='''Business Online Banking Account'''==
====Approval procedure====
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#Send the request + the quote to the WM ZA board mailing list.
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#Approvals are added as "reply to all".
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#Effective invoice and proof of payment must be filed in the filing system, and added as reply to the email.
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#Changes of more then 10% of the quote value need a full redoing of the approval procedure.
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===Flights, accomodation===
 
Board members adhere to the [https://wikimediafoundation.org/wiki/Travel_policy WMF travel policy], keeping in mind the specific South African situation.
 
  
===General code of conduct===
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The Business Online Banking will only be used for funds received from the Wikimedia Foundation.
Copy paste https://wikimediafoundation.org/wiki/Code_of_conduct_policy
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==Footnotes==
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Approval requirements for payments from this account will depend on the size of the transaction as follows :
<sup>1</sup>This is due to the approval system from the bank account with Absa
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 +
 
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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
 +
*'''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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A secondary account which will be used to handle payments to the Chapter not originating from the Wikimedia Foundation. 
 +
 
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Approval 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
 +
*'''Under ZAR 10,000''' : Requester, Board Member and Administrator
 +
*'''Above ZAR 10,000''' : Board Approval
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 +
 
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=='''Approval Procedure'''==
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:1.  Send the request and the quotation to the Board Mailing List.
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:2.  Approvals are added as "reply to all".
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:3.  Relevant invoice and proof of payment must be filed in the respective Dropbox Project Folder and added as reply to the email.
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:4.  Changes of more then 10% of the quote value need a full redoing of the approval procedure.
 +
 
 +
 
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=='''Flights and Accommodation'''==
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Board members will insure that others travelling on WMZA business, will adhere to the [https://wikimediafoundation.org/wiki/Travel_policy WMF travel policy].
 +
 
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* 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 [http://www.sars.gov.za/home.asp?pid=3784 here].
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 +
 
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=='''General Code of Conduct'''==
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Board members must adhere to the [https://wikimediafoundation.org/wiki/Code_of_conduct_policy WMF Code of Conduct Policy]:
 +
 
 +
:a) Treat other people with respect
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:b) Respect confidentiality
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:c) Protect Foundation property
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:d) Maintain accurate, honest and complete books and records
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:e) Represent the best interests of the Foundation
 +
 
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=='''Approval by Board'''==
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* [[User:Bobbyshabangu|<font color="DarkOrange">'''Bobby'''</font><font color="DarkOliveGreen">'''''shabangu'''''</font>]] <sub>[[User talk:Bobbyshabangu|'''<font color="GreyBlue">talk</font>''']]</sub> 21:38, 2 August 2014 (UTC)
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*[http://wikimedia.org.za/index.php?title=BoardCode&oldid=230] [[User:MADe|MADe]] ([[User talk:MADe|talk]]) 14:28, 17 November 2012 (SAST)
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* '''<font color="#003366">[[User:LouriePieterse|Lourie]]</font><font color="#1A4F85">[[User talk:LouriePieterse|Pieterse]]</font>''' 14:32, 17 November 2012 (SAST)
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* [[User:Thuvack|Dumisani]] ([[User talk:Thuvack|talk]]) 15:11, 21 December 2012 (SAST)
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* David Richfield ([[User:Slashme|Slashme]] ([[User talk:Slashme|talk]]) 18:13, 2 August 2014 (UTC))
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* [[User:Discott|Discott]] ([[User talk:Discott|talk]]) 12:39, 12 January 2013 (SAST)
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* [[User:Islahaddow|Islahaddow]] ([[User talk:Islahaddow|talk]]) 08:23, 3 September 2014 (UTC)
 +
 
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=='''Footnotes'''==
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<sup>1</sup>This is due to the approval system from the bank account with Absa <br>
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*It is also suggested that board members look at the [https://meta.wikimedia.org/wiki/Board_Member_Support WMF's Board Support handbook] as a possible supplement for the basic guidelines here.

Latest revision as of 11:37, 18 July 2016

Contents

[edit] Business Online Banking Account

The Business Online Banking will only be used for funds received from the Wikimedia Foundation.

Approval 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.


[edit] Secondary Business Acount

A secondary account which will be used to handle payments to the Chapter not originating from the Wikimedia Foundation.

Approval 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


[edit] Approval Procedure

1. Send the request and the quotation to the Board Mailing List.
2. Approvals are added as "reply to all".
3. Relevant invoice and proof of payment must be filed in the respective Dropbox Project Folder 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.


[edit] Flights and Accommodation

Board members will insure that others travelling on WMZA 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.


[edit] General Code of Conduct

Board members must adhere to the WMF Code of Conduct Policy:

a) Treat other people with respect
b) Respect confidentiality
c) Protect Foundation property
d) Maintain accurate, honest and complete books and records
e) Represent the best interests of the Foundation

[edit] Approval by Board

[edit] Footnotes

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

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