View source for Single Expenditure and Reimbursement Policy

== Summary ==
Single expenditures are important to the operation of HacDC and its Events and Projects.  However, multiple single-expenditures that are really outlays for a particular Event or Project, form a defacto ad-hoc budget.  These de-facto ad-hoc budgets can become quite large and Membership only can only know how large, after the fact.  Ad-hoc defacto budgets can easily consume most of the HacDC funds and push-back other Events or Projects that require real budgets. Real budgets are burdened by approval whereas ad-hoc defacto budgets do not require approval, even though they can theoretically spend as much funds as a real budget.



== Potential Solutions ==

* Lower the limit of single expenditures to $100 and record the expenditures in the weekley finance report and require pre-approval for reimbursements over $100
** Pros:
*** HacDC members are able to execute single expenditures 
*** Any quickly organized Event/Project that attempts to use multiple single-expenditures as a defacto ad-hoc budget would be limited from doing so.
*** HacDC members would be informed at least once a week as to what single expenditures have been executed
*** Depletion of HacDC funds by defacto ad-hoc budgets would be limited
*** Single Expenditures would be limited in purpose for providing one-shot low cost resources (food, soda, etc) for Events and Projects
** Cons:
*** Quickly organized events would require the organizers to get approval from HacDC membership for funding beyond single expenditures
*** Quickly organized space building/storage infrastructure improvements would require the organizers to get approval from HacDC membership for funding beyond single expenditures
*** Quickly organized Projects over $100 in total costs would require the organizer to get approval from HacDC membership for funding beyond single expenditures
*** Quickly organized projects that may require reimbursements to be implemented would require the organizers to get approval from HacDC membership.

== PROPOSAL ==

The following Administrative Policy is submitted for discussion:

Single Expenditures under $101 do not require approval.

Single Expenditures over $100 require approval by quorum of the voting membership

All single expenditures must be recorded by the Minster of Finance in the weekly Finance Report as a line item that shows the day, amount, and purpose of the expenditure.

Reimbursements over $100 require pre-approval by quorum of the voting membership.