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KOI Financial Policies and Procedures: Difference between revisions

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→Evacuee Expenses: Drafted some policy for Evacuee Support expenses. Added in table for current Evacuee Authorization requirements.
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=== Fund Procedure ===
=== Fund Procedure ===
== Evacuee Expenses ==
== Evacuee Expenses ==
=== Evacuee Expenses Policy ===
Expenses to support Evacuees from hostile states is the main mission of the Kawaguchi O'Connor Initiative.
 
===== Evacuee Expenses Policy =====
KOI must construct a per-evacuee budget of support expenses.  The budget is presented to the organization in an all-organization meeting independent of the all-organization budget. The meeting will discuss, vote, and approve (or veto) the composed budget. The date and attendees must be noted.
 
The budget must consist of:
 
* The Category (Analogous to the GL Account)
* Estimated Frequency (Monthly, Weekly, etc)
* Preferred method of disbursement
* Max cap per disbursement
* Max disbursement per category per evacuee
* Anticipated spending per evacuee
* Authorization requirements.
 
The Finance Committee then is responsible for inputting, and reconciling, the approved budget into the all-organization budget.
 
==== Expense Authorization for Evacuee Expenses ====
 
===== Documentation Only =====
Expenses that require only documentation must be disclosed to the organization. No Authorization is needed.
 
===== Pre-Authorization =====
Authorization is sought from the organization before the disbursement is initiated. The nature of the expense, the evacuee, and justification is presented. If there is a general consensus the transaction should move forward, the expense request must be recorded. A signatory, or someone with authorization powers, will then record their approval. The disbursement then can move forward. A consensus can be veto'd by one or two folks.
 
===== Post-Authorization =====
Authorization is sought from the organization after the disbursement is initiated. The nature of the expense, the evacuee, and justification is presented. If there is a general consensus the transaction was appropriate, the expense request must be recorded. A signatory, or someone with authorization powers, will then record their approval. A consensus can be veto'd by one or two folks. If no authorization is provided, then the Finance Committee will initiate the next steps listed in the policy for the Misappropriation of funds.
 
===== Authorization Not required =====
No authorization or documentation is required for expenses that are so marginal the extra labor would not be worth it. No misappropriation or fraud should be possible with such expenses, or if possible, for it not to be worth it. Only rarely should such an expense skip authorization.
 
===== Reoccurring Expense Authorization =====
Occasional expenses require one authorization for a budgeted set disbursement that continues on a reoccurring basis. The authorization process is the same as when an Expense requires pre-authorization, but the transaction is disclosed to be reoccurring, and not to change.
 
The following table lists the Evacuee Support expenses and their authorization requirements.
{| class="wikitable"
|+
!Expense Category
!Pre-Authorization
!Post-Authorization
!Documentation Only
!No Authorization or Documentation
|-
|SNAP Supplement
|
|
|X
|
|-
|Clothing
|X
|
|
|
|-
|Non-emergency Medical Visits
|X
|
|
|
|-
|Emergency Medical Visits
|
|
|X
|
|-
|Public Transportation
|
|
|
|X
|-
|Rideshare
|X
|
|
|
|-
|Evacuee Vehicles
|X
|
|
|
|-
|Legal Documentation
|X
|
|
|
|-
|Evacuation
|X
|
|
|
|-
|Housing
|X
|
|
|
|-
|Furnishments
|X
|
|
|
|-
|Medical Sundries
|
|
|X
|
|-
|Living Sundries
|
|
|X
|
|-
|Miscellaneous Gender Affirming Care
|
|
|X
|
|}
 
==== Expense Documentation ====
 
=== Evacuee Expenses Procedures ===
=== Evacuee Expenses Procedures ===
== Non-Evacuee Accounts Payable ==
== Non-Evacuee Accounts Payable ==
Retrieved from "https://wiki.koinitiative.org/index.php/KOI_Financial_Policies_and_Procedures"