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FINAL DRAFT: Policy on Reimbursement of Expenses

From: Roger Winters
To: [email protected]
Date: Wed, 19 Jan 2005 18:15:00 -0000

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Subject: FINAL DRAFT: Policy on Reimbursement of Expenses

From: "Winters, Roger" <[email protected]>
To: [email protected]
Date: Wed, 19 Jan 2005 10:14:04 -0800

I have reviewed the exchange of e-mails and edits of this policy, in which I, John Greacen, Patrick Gannon, Don Bergeron, and John Messing were all involved with editing. While the Agenda indicated we might have to reconcile different versions during our meeting, I found the changes to be iterative, building on one another. I believe the final version is as printed below. I could not detect significant changes from earlier versions-that is, I did not see points of view that were excluded in this version. During our discussion today, if someone does have a concern, that is the time to bring it up.

LegalXML Member Section Policy on Reimbursement of Expenses

The LegalXML Member Section Steering Committee may approve reimbursement of expenses incurred by members of the Member Section when they

1) have been determined by the Steering Committee to be necessary to the functioning of the Member Section or to the work of one of its technical committees and to be consistent with the Member Section Steering Committee's approved spending plan, and

2) have been submitted for review and approval by the Steering Committee in advance of their being incurred or have been determined to be entitled to extraordinary consideration.

The term "necessary" used above shall mean that a meeting cannot otherwise be held.

The Chair and Secretary may approve reimbursement requests in the amount of $250 or less that meet these requirements, without submitting them for approval by the full Steering Committee.

The Secretary of the Member Section Steering Committee shall review reimbursement requests to ensure that they comply with these policies and were authorized by the Steering Committee. The Secretary will forward receipts supporting the reimbursement to OASIS staff. OASIS will issue the reimbursement payment within 15 days after receipt of expense receipts and an email from the Chair of the Steering Committee communicating approval of each reimbursement claim.

1/19/05

Please note: John Greacen has let me know he will not be able to join the meeting today. I will chair the meeting.

Further: All of the above exchange about the reimbursement policy was done after I had written up and posted (on 12/3/04) a 3-page Policy and Procedure, with a form, on this subject. Of course, I then forgot all about it and didn't bring it with me to Las Vegas. It is available in the e-mail record of the Steering Committee, if you care to see it. It is quite bureaucratic and I am personally glad for the simpler, briefer statement above.

Talk to you soon on the call!

Roger

Roger Winters

Programs and Projects Manager

King County
Department of Judicial Administration

516 Third Avenue, E-609 MS: KCC-JA-0609

Seattle, Washington 98104

V: (206) 296-7838 F: (206) 296-0906

[email protected]

COMING SOON!