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id="toc-Purchasing-Values/Philosophy_of_the_Wikimedia_Foundation-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-How_to_Make_a_Purchase" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#How_to_Make_a_Purchase"> <div class="vector-toc-text"> <span class="vector-toc-numb">2</span> <span>How to Make a Purchase</span> </div> </a> <ul id="toc-How_to_Make_a_Purchase-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Travel" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#Travel"> <div class="vector-toc-text"> <span class="vector-toc-numb">3</span> <span>Travel</span> </div> </a> <ul id="toc-Travel-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Contracts" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#Contracts"> <div class="vector-toc-text"> <span class="vector-toc-numb">4</span> <span>Contracts</span> </div> </a> <ul id="toc-Contracts-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Meals" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#Meals"> <div class="vector-toc-text"> <span class="vector-toc-numb">5</span> <span>Meals</span> </div> </a> <ul id="toc-Meals-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Approvals_and_Approval_Levels" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#Approvals_and_Approval_Levels"> <div class="vector-toc-text"> <span class="vector-toc-numb">6</span> <span>Approvals and Approval Levels</span> </div> </a> <ul id="toc-Approvals_and_Approval_Levels-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Invoice_and_Expense_Report_Submission" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#Invoice_and_Expense_Report_Submission"> <div class="vector-toc-text"> <span class="vector-toc-numb">7</span> <span>Invoice and Expense Report Submission</span> </div> </a> <ul id="toc-Invoice_and_Expense_Report_Submission-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Wikimedia_Foundation_Purchasing_and_Disbursement_Policy_and_Process_for_Budget_owners_and/or_Supervisors/Managers" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#Wikimedia_Foundation_Purchasing_and_Disbursement_Policy_and_Process_for_Budget_owners_and/or_Supervisors/Managers"> <div class="vector-toc-text"> <span class="vector-toc-numb">8</span> <span>Wikimedia Foundation Purchasing and Disbursement Policy and Process for Budget owners and/or Supervisors/Managers</span> </div> </a> <button aria-controls="toc-Wikimedia_Foundation_Purchasing_and_Disbursement_Policy_and_Process_for_Budget_owners_and/or_Supervisors/Managers-sublist" class="cdx-button cdx-button--weight-quiet cdx-button--icon-only vector-toc-toggle"> <span class="vector-icon mw-ui-icon-wikimedia-expand"></span> <span>Toggle Wikimedia Foundation Purchasing and Disbursement Policy and Process for Budget owners and/or Supervisors/Managers subsection</span> </button> <ul id="toc-Wikimedia_Foundation_Purchasing_and_Disbursement_Policy_and_Process_for_Budget_owners_and/or_Supervisors/Managers-sublist" class="vector-toc-list"> <li id="toc-Purchasing-Values/Philosophy_of_the_Wikimedia_Foundation_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#Purchasing-Values/Philosophy_of_the_Wikimedia_Foundation_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.1</span> <span>Purchasing-Values/Philosophy of the Wikimedia Foundation</span> </div> </a> <ul id="toc-Purchasing-Values/Philosophy_of_the_Wikimedia_Foundation_2-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-How_to_Make_a_Purchase_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#How_to_Make_a_Purchase_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.2</span> <span>How to Make a Purchase</span> </div> </a> <ul id="toc-How_to_Make_a_Purchase_2-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Travel_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#Travel_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.3</span> <span>Travel</span> </div> </a> <ul id="toc-Travel_2-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Contracts_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#Contracts_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.4</span> <span>Contracts</span> </div> </a> <ul id="toc-Contracts_2-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Meals_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#Meals_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.5</span> <span>Meals</span> </div> </a> <ul id="toc-Meals_2-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Approvals_and_Approval_Levels_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#Approvals_and_Approval_Levels_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.6</span> <span>Approvals and Approval Levels</span> </div> </a> <ul id="toc-Approvals_and_Approval_Levels_2-sublist" class="vector-toc-list"> </ul> </li> <li id="toc-Invoice_and_Expense_Report_Submission_2" class="vector-toc-list-item vector-toc-level-2"> <a class="vector-toc-link" href="#Invoice_and_Expense_Report_Submission_2"> <div class="vector-toc-text"> <span class="vector-toc-numb">8.7</span> <span>Invoice and Expense Report Submission</span> </div> </a> <ul id="toc-Invoice_and_Expense_Report_Submission_2-sublist" class="vector-toc-list"> </ul> </li> </ul> </li> <li id="toc-See_also" class="vector-toc-list-item vector-toc-level-1 vector-toc-list-item-expanded"> <a class="vector-toc-link" href="#See_also"> <div class="vector-toc-text"> <span class="vector-toc-numb">9</span> <span>See also</span> </div> </a> <ul id="toc-See_also-sublist" class="vector-toc-list"> </ul> </li> </ul> </div> </div> </nav> </div> </div> <div class="mw-content-container"> <main id="content" class="mw-body"> <header class="mw-body-header vector-page-titlebar"> <nav aria-label="Contents" class="vector-toc-landmark"> <div id="vector-page-titlebar-toc" class="vector-dropdown vector-page-titlebar-toc vector-button-flush-left" > <input type="checkbox" id="vector-page-titlebar-toc-checkbox" role="button" aria-haspopup="true" data-event-name="ui.dropdown-vector-page-titlebar-toc" class="vector-dropdown-checkbox " aria-label="Toggle the table of contents" > <label id="vector-page-titlebar-toc-label" for="vector-page-titlebar-toc-checkbox" class="vector-dropdown-label cdx-button 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.sidebar-navbar{text-align:right;font-size:115%;padding:0 0.4em 0.4em}.mw-parser-output .sidebar-list-title{padding:0 0.4em;text-align:left;font-weight:bold;line-height:1.6em;font-size:105%}.mw-parser-output .sidebar-list-title-c{padding:0 0.4em;text-align:center;margin:0 3.3em}@media(max-width:720px){body.mediawiki .mw-parser-output .sidebar{width:100%!important;clear:both;float:none!important;margin-left:0!important;margin-right:0!important}}</style><table class="sidebar nomobile nowraplinks"><tbody><tr><th class="sidebar-title"><a href="/wiki/Special:MyLanguage/Policies" title="Special:MyLanguage/Policies">Wikimedia policies</a></th></tr><tr><td class="sidebar-image"><figure class="mw-halign-center" typeof="mw:File"><a href="/wiki/Special:MyLanguage/Policies" title="Special:MyLanguage/Policies"><img alt="Wikimedia Foundation mark" src="//upload.wikimedia.org/wikipedia/commons/thumb/8/8b/Wikimedia-logo_black.svg/70px-Wikimedia-logo_black.svg.png" decoding="async" width="70" height="70" class="mw-file-element" srcset="//upload.wikimedia.org/wikipedia/commons/thumb/8/8b/Wikimedia-logo_black.svg/105px-Wikimedia-logo_black.svg.png 1.5x, //upload.wikimedia.org/wikipedia/commons/thumb/8/8b/Wikimedia-logo_black.svg/140px-Wikimedia-logo_black.svg.png 2x" data-file-width="512" data-file-height="512" /></a><figcaption></figcaption></figure></td></tr><tr><th class="sidebar-heading"> <hr />Wikimedia projects</th></tr><tr><td class="sidebar-content" style="text-align:left;"> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Access_to_nonpublic_personal_data_policy" title="Special:MyLanguage/Policy:Access to nonpublic personal data policy">Access to nonpublic personal data</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Access_to_temporary_account_IP_addresses" title="Special:MyLanguage/Policy:Access to temporary account IP addresses">Access to temporary account IP addresses</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:API_usage_guidelines" title="Special:MyLanguage/Policy:API usage guidelines">API usage guidelines</a></li> <li><a href="https://www.mediawiki.org/wiki/Special:MyLanguage/Code_of_Conduct" class="extiw" title="mw:Special:MyLanguage/Code of Conduct">Code of conduct for Wikimedia technical spaces, including events</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Combating_online_child_exploitation" title="Special:MyLanguage/Policy:Combating online child exploitation">Combating online child exploitation</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Cookie_statement" title="Special:MyLanguage/Policy:Cookie statement">Cookie statement</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:Data_Collection_Guidelines" title="Special:MyLanguage/Legal:Data Collection Guidelines">Data collection guidelines</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:Data_publication_guidelines" title="Special:MyLanguage/Legal:Data publication guidelines">Data publication guidelines</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:Data_retention_guidelines" title="Special:MyLanguage/Legal:Data retention guidelines">Data retention guidelines</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:DMCA_Policy" title="Special:MyLanguage/Policy:DMCA Policy">Digital Millennium Copyright Act (DMCA)</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Donor_privacy_policy" title="Special:MyLanguage/Policy:Donor privacy policy">Donor privacy</a> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Donor_SMS_Supplementary_Terms" title="Special:MyLanguage/Policy:Donor SMS Supplementary Terms">SMS supplementary terms</a></li></ul></li> <li><a href="/wiki/Special:MyLanguage/Policy:General_disclaimer" title="Special:MyLanguage/Policy:General disclaimer">General disclaimer</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Human_Rights_Policy" title="Special:MyLanguage/Policy:Human Rights Policy">Human rights</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:IP_Information_tool_guidelines" title="Special:MyLanguage/Legal:IP Information tool guidelines">IP Information Tool</a></li> <li><a href="/wiki/Special:MyLanguage/Resolution:Licensing_policy" title="Special:MyLanguage/Resolution:Licensing policy">Licensing</a></li> <li><a href="https://meta.wikimedia.org/wiki/Special:MyLanguage/Office_actions" class="extiw" title="m:Special:MyLanguage/Office actions">Office actions</a></li> <li><a href="/wiki/Special:MyLanguage/Privacy_policy" title="Special:MyLanguage/Privacy policy">Privacy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Terms_of_Use" title="Special:MyLanguage/Policy:Terms of Use">Terms of Use</a> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Maps_Terms_of_Use" title="Special:MyLanguage/Policy:Maps Terms of Use">Wikimedia Maps</a></li></ul></li> <li><a href="/wiki/Special:MyLanguage/Legal:Terrorist_and_violent_extremist_content_procedures_and_guidelines" title="Special:MyLanguage/Legal:Terrorist and violent extremist content procedures and guidelines">Terrorist and violent extremist content procedures and guidelines</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Trademark_policy" title="Special:MyLanguage/Policy:Trademark policy">Trademarks</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Universal_Code_of_Conduct" title="Special:MyLanguage/Policy:Universal Code of Conduct">Universal code of conduct</a> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Universal_Code_of_Conduct/Enforcement_guidelines" title="Special:MyLanguage/Policy:Universal Code of Conduct/Enforcement guidelines">Enforcement guidelines</a></li></ul></li></ul></td> </tr><tr><th class="sidebar-heading"> <hr />Foundation Board and staff</th></tr><tr><td class="sidebar-content" style="text-align:left;"> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Code_of_conduct_policy" title="Special:MyLanguage/Policy:Code of conduct policy">Code of Conduct</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Code_of_conduct_of_the_Board_of_Trustees" title="Special:MyLanguage/Policy:Code of conduct of the Board of Trustees">Code of conduct of the Board of Trustees</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Conflict_of_interest_policy" title="Special:MyLanguage/Policy:Conflict of interest policy">Conflict of interest</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Confidentiality_agreement_of_the_Board_of_Trustees" title="Special:MyLanguage/Policy:Confidentiality agreement of the Board of Trustees">Confidentiality agreement of the Board of Trustees</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Credit_card_usage_policy" title="Special:MyLanguage/Policy:Credit card usage policy">Credit card usage</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Delegation_of_authority_policy" title="Special:MyLanguage/Policy:Delegation of authority policy">Delegation of authority</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Duty_entertainment_guidelines_policy" title="Special:MyLanguage/Policy:Duty entertainment guidelines policy">Duty entertainment</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Foreign_Corrupt_Practices_Act_Policy" title="Special:MyLanguage/Policy:Foreign Corrupt Practices Act Policy">Foreign corrupt practices act policy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Gift_policy" title="Special:MyLanguage/Policy:Gift policy">Gifts</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Non-discrimination_policy" title="Special:MyLanguage/Policy:Non-discrimination policy">Non-discrimination</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:Policy_and_political_association_guideline" title="Special:MyLanguage/Legal:Policy and political association guideline">Policy and political association guideline</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Travel_and_expense_policy" title="Special:MyLanguage/Policy:Travel and expense policy">Travel and expense</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Travel_approval_policy" title="Special:MyLanguage/Policy:Travel approval policy">Travel approval</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Whistleblower_policy" title="Special:MyLanguage/Policy:Whistleblower policy">Whistleblower</a></li></ul></td> </tr><tr><th class="sidebar-heading"> <hr />Other</th></tr><tr><td class="sidebar-content" style="text-align:left;"> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Expense_reimbursement" title="Special:MyLanguage/Policy:Expense reimbursement">Expense reimbursement</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:Feedback_privacy_statement" title="Special:MyLanguage/Legal:Feedback privacy statement">Feedback privacy statement</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Friendly_space_policy" title="Special:MyLanguage/Policy:Friendly space policy">Friendly space policy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Wikimedia_Foundation_Investment_Policy" title="Special:MyLanguage/Policy:Wikimedia Foundation Investment Policy">Investment policy</a></li> <li><a href="https://meta.wikimedia.org/wiki/Special:MyLanguage/Legal/Legal_Policies" class="extiw" title="m:Special:MyLanguage/Legal/Legal Policies">Legal policies</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Non-wiki_privacy_policy" title="Special:MyLanguage/Policy:Non-wiki privacy policy">Non-wiki privacy policy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Open_access_policy" title="Special:MyLanguage/Policy:Open access policy">Open access policy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Peering" title="Special:MyLanguage/Policy:Peering">Peering policy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Terms_of_Use/Phabricator" title="Special:MyLanguage/Policy:Terms of Use/Phabricator">Phabricator Terms of Use</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Purchasing_and_disbursements_procedures" title="Special:MyLanguage/Policy:Purchasing and disbursements procedures">Purchasing and disbursements procedures</a></li> <li><a href="/wiki/Special:MyLanguage/Legal:Requests_for_user_information_procedures_and_guidelines" title="Special:MyLanguage/Legal:Requests for user information procedures and guidelines">Requests for user information</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Scholarship_travel_policy" title="Special:MyLanguage/Policy:Scholarship travel policy">Scholarship travel policy</a></li> <li><a href="/wiki/Special:MyLanguage/Policy:Service_provider_travel_guidance" title="Special:MyLanguage/Policy:Service provider travel guidance">Service provider travel guidance</a></li></ul></td> </tr><tr><td class="sidebar-navbar"><style data-mw-deduplicate="TemplateStyles:r132375">.mw-parser-output .navbar{display:inline;font-size:88%;font-weight:normal}.mw-parser-output .navbar ul{display:inline;white-space:nowrap}.mw-parser-output .navbar li{word-spacing:-0.125em}.mw-parser-output .navbox .navbar{display:block;font-size:100%}.mw-parser-output .navbox-title .navbar{float:left;text-align:left;margin-right:0.5em;width:6em}</style><div class="navbar plainlinks hlist navbar-mini"><ul><li class="nv-view"><a href="/wiki/Template:Policies_navbox" title="Template:Policies navbox"><abbr title="View this template" style=";text-decoration:inherit;">v</abbr></a></li><li class="nv-talk"><a href="/wiki/Template_talk:Policies_navbox" title="Template talk:Policies navbox"><abbr title="Discuss this template" style=";text-decoration:inherit;">t</abbr></a></li><li class="nv-edit"><a class="external text" href="https://foundation.wikimedia.org/w/index.php?title=Template:Policies_navbox&action=edit"><abbr title="Edit this template" style=";text-decoration:inherit;">e</abbr></a></li></ul></div></td></tr></tbody></table> <p>Note, this document includes 2 sections which look very similar. The first section contains basics about purchasing policy and process. The second section repeats what is in the first section but includes additional information that is relevant for supervisors and/or budget owners. </p> <meta property="mw:PageProp/toc" /> <div class="mw-heading mw-heading3"><h3 id="Purchasing-Values/Philosophy_of_the_Wikimedia_Foundation"><span id="Purchasing-Values.2FPhilosophy_of_the_Wikimedia_Foundation"></span>Purchasing-Values/Philosophy of the Wikimedia Foundation</h3></div> <p>At the Wikimedia Foundation, we strive for the proper balance between appropriate safeguards and controls related to assets and spending and undue bureaucracy. We assume that the staff is professional, has the best intentions and does not intend to spend Foundation funds (essentially donor contributions) recklessly. </p><p>We aim to provide a framework for purchasing that allows staff a fair amount of autonomy. In return, we ask for your cooperation in following the procedures we have set forth. We ask that staff exercise good judgment when making purchases with Foundation funds. We want staff to be able to make purchases that help them with their work and to feel supported in their work, at the same time, we need to adhere to reasonable standards. Our spending threshold is not the same as other top ten websites or Silicon Valley in general. When in doubt, one should err towards more frugality and not less. </p> <div class="mw-heading mw-heading3"><h3 id="How_to_Make_a_Purchase">How to Make a Purchase</h3></div> <p>There are 3 main methods (subject to approval level-see approval levels below): </p> <ol><li>Order it through the Administrative Services Team-Head of Office Administration/Office Assistant/IT Manager or Admin Support person in your department - (many purchases can be made this way; examples include: office-related purchases, phones, cell-phones, mi-fi, tech equipment, desks, chairs, general office supplies, as well as travel-related purchases — such as conference attendance, airfare, hotels, etc.- see below for additional procedures related to travel). If you are not sure about where to start regarding a purchase, start with the Administrative Services Team.</li> <li>Order it directly from an existing Wikimedia Foundation vendor.</li> <li>Pay for it with personal funds and seek reimbursement via an Expense Report (this should be a last resort).</li></ol> <p>If you do not have your own budget, you must seek written approval from the budget owner before incurring costs to their budget. It is up to each department to determine the logistics of spending within the department-however, invoices and expense reports must ultimately be approved by budget owners and will not be paid without proper approvals. </p> <div class="mw-heading mw-heading3"><h3 id="Travel">Travel</h3></div> <p>Travel in most cases is subject to pre-approval independent of one's approval threshold (see <a href="/wiki/Special:MyLanguage/Policy:Travel_and_expense_policy" title="Special:MyLanguage/Policy:Travel and expense policy">Travel policy</a> and <a href="/wiki/Special:MyLanguage/Policy:Travel_approval_policy" title="Special:MyLanguage/Policy:Travel approval policy">Travel approval policy</a>) </p><p>Please complete a Travel Request Form in order to obtain pre-approval, then complete a draft travel itinerary using Egencia. (See Admin Services team for access/training for Egencia.) The travel will be finalized by the Admin Services team provided they have received the proper pre-approval. </p><p>Note, the Travel Approval Policy states that the Executive Director must approve travel in writing, in advance; the Executive Director has delegated this approval to c-level staff who can and should provide the written approval for staff travel in their departments. C-level staff must obtain written pre-approval for their own travel from the ED or DD. </p> <div class="mw-heading mw-heading3"><h3 id="Contracts">Contracts</h3></div> <p>Purchases that involve contracts need to go through contract review; please allow time for this process. A Contract Review Form should be completed and signed by the requestor and the C-level supervisor. It should then be routed to the CFOO. Once the CFOO has reviewed it, the CFOO will determine if legal review is required, and if so, will forward it on. Finally, the actual contract must be routed (with the Contract Review Form) to the C-Level staff or ED for signature based on their approval levels. Once the contract is signed by all parties, a copy needs to be forwarded to Accounting. (Note: If you are contemplating hiring an independent contractor, see HR.) </p> <div class="mw-heading mw-heading3"><h3 id="Meals">Meals</h3></div> <p>In addition to the guidelines regarding meals during travel, please note that peers are not authorized to approve meals with one another. For example, the manager of one department cannot take a manager from another department to lunch and expense it. If there is a legitimate work reason to do so, prior written approval must be obtained by the supervisor of the person who will be expensing the lunch. </p> <div class="mw-heading mw-heading3"><h3 id="Approvals_and_Approval_Levels">Approvals and Approval Levels</h3></div> <p>Approval levels are: </p> <ul><li>Non-Budget owner-Purchases of any amount must be approved by the budget owner</li> <li>Budget owner-US$1,000</li> <li>C-Level staff-US$10,000</li> <li>ED or DD must pre-approve expenditures over US$10,000.</li></ul> <p>Budget owners must sign off on invoices charged to their department via a direct signature on the invoice or an email approving the purchase. Additionally, the person who initiated the purchase should sign off on the invoice to acknowledge receipt. </p><p>If the purchase amount is higher than the budget owner's limit (typically US$1,000), the department C-level needs to sign off, and, if the amount is over US$10,000, the purchase needs to have been pre-approved via email by the C-level, the C-level's boss (ED or DD) with cc to the CFOO. </p><p>Expense reports must be reviewed and signed by one's supervisor and the budget owner if they are not the same. If the total is greater than US$1,000, the report must also be signed by the department C-Level. Expense reports, expense codes and instructions on how to complete them can be found on the Office Wiki-Finance Corner. </p> <div class="mw-heading mw-heading3"><h3 id="Invoice_and_Expense_Report_Submission">Invoice and Expense Report Submission</h3></div> <p>Properly approved invoices and expense reports should be submitted to Accounting by 5 pm on Tuesday for payment on Friday. Invoices and expense reports should clearly mark the department and account code(s). Account codes can be found on the Office Wiki Finance Corner. Invoices that are related to a contract or have a blanket pre-approval should be signed to acknowledge receipt of the goods/services but do not need to be signed by all approvers since they signed the contract summary and/or initial contract. </p><p>If you have been given a Wikimedia Foundation American Express card in your name, you should pay the bill directly and seek reimbursement per an expense report. </p> <div class="mw-heading mw-heading2"><h2 id="Wikimedia_Foundation_Purchasing_and_Disbursement_Policy_and_Process_for_Budget_owners_and/or_Supervisors/Managers"><span id="Wikimedia_Foundation_Purchasing_and_Disbursement_Policy_and_Process_for_Budget_owners_and.2For_Supervisors.2FManagers"></span>Wikimedia Foundation Purchasing and Disbursement Policy and Process for Budget owners and/or Supervisors/Managers</h2></div> <div class="mw-heading mw-heading3"><h3 id="Purchasing-Values/Philosophy_of_the_Wikimedia_Foundation_2"><span id="Purchasing-Values.2FPhilosophy_of_the_Wikimedia_Foundation_2"></span>Purchasing-Values/Philosophy of the Wikimedia Foundation</h3></div> <p>At the Wikimedia Foundation, we strive for the proper balance between appropriate safeguards and controls related to assets and spending and undue bureaucracy. We assume that the staff is professional, has the best intentions and does not intend to spend Foundation funds (essentially donor contributions) recklessly. </p><p>We aim to provide a framework for purchasing that allows staff a fair amount of autonomy. In return, we ask for your cooperation in following the procedures we have set forth. We ask that staff exercise good judgment when making purchases with Foundation funds. We want staff to be able to make purchases that help them with their work and to feel supported in their work, at the same time, we need to adhere to reasonable standards. Our spending threshold is not the same as other top ten websites or Silicon Valley in general. When in doubt, one should err towards more frugality and not less. </p><p>As a budget owner and/or Supervisor/Manager, you have an added responsibility to ensure that expenditures are made per the guidelines, that proper approvals are obtained, to lead by example and to support the policy in general. </p> <div class="mw-heading mw-heading3"><h3 id="How_to_Make_a_Purchase_2">How to Make a Purchase</h3></div> <p>There are 3 main methods (subject to your approval level-see approval levels below): </p> <ol><li>Order it through the Administrative Services Team -Head of Office Administration/Office Assistant/IT Manager or Admin Support person in your department (many purchases can be made this way; examples include: office-related purchases, phones, cell-phones, mi-fi, tech equipment, desks, chairs, general office supplies, as well as travel-related purchases (such as conference attendance, airfare, hotels, etc. see below for additional procedures related to travel). If you are not sure about where to start regarding a purchase, start with the Administrative Services Team.</li> <li>Order it directly from an existing Wikimedia Foundation vendor.</li> <li>Pay for it with personal funds and seek reimbursement via an Expense Report (this should be a last resort)</li></ol> <p>Charges should not be made to your budget without your approval. Within your budget departments, you can decide how you would like non-budget owner staff to make purchases. For example, you can decide that they can make purchases of up to US$100 without your pre-approval but ultimately, invoices and expense reports must be signed by budget owners and will not be paid without proper approvals. </p> <div class="mw-heading mw-heading3"><h3 id="Travel_2">Travel</h3></div> <p>Travel in most cases is subject to pre-approval independent of one's approval threshold (see <a href="/wiki/Special:MyLanguage/Policy:Travel_and_expense_policy" title="Special:MyLanguage/Policy:Travel and expense policy">Travel policy</a> and <a href="/wiki/Special:MyLanguage/Policy:Travel_approval_policy" title="Special:MyLanguage/Policy:Travel approval policy">Travel approval policy</a>) </p><p>Please complete a Travel Request Form in order to obtain pre-approval, then complete a draft travel itinerary using Egencia. (See Admin Services team for access/training for Egencia.) The travel will be finalized by the Admin Services team provided they have received the proper pre-approval. </p><p>Note, the Travel Approval Policy states that the Executive Director must approve travel in writing, in advance; the Executive Director has delegated this approval to c-level staff who can and should provide the written approval for staff travel in their departments. C-level staff must obtain written pre-approval for their own travel from the ED or DD. </p> <div class="mw-heading mw-heading3"><h3 id="Contracts_2">Contracts</h3></div> <p>Purchases that involve contracts need to go through contract review; please allow time for this process. A Contract Review Form should be completed and signed by the requestor and the C-level supervisor. It should then be routed to the CFOO. Once the CFOO has reviewed it, the CFOO will determine if legal review is required, and if so, will forward it on. Finally, the actual contract (with the Contract review Form) must be routed to the C-Level staff or ED for signature based on their approval levels. Once the contract is signed by all parties, a copy needs to be forwarded to Accounting. </p> <div class="mw-heading mw-heading3"><h3 id="Meals_2">Meals</h3></div> <p>In addition to the guidelines regarding meals during travel, please note that peers are not authorized to approve meals with one another. For example, the manager of one department cannot take a manager from another department to lunch and expense it. If there is a legitimate work reason to do so, prior written approval must be obtained by the supervisor of the person who will be expensing the lunch. </p> <div class="mw-heading mw-heading3"><h3 id="Approvals_and_Approval_Levels_2">Approvals and Approval Levels</h3></div> <p>Approval levels are: </p> <ul><li>Non-Budget owner-Purchases of any amount must be approved by the budget owner</li> <li>Budget owner-US$1,000</li> <li>C-Level staff-US$10,000</li> <li>ED or DD must pre-approve expenditures over US$10,000.</li></ul> <p>Budget owners must sign off on invoices charged to their department via a direct signature on the invoice or an email approving the purchase. Additionally, the person who initiated the purchase should sign off on the invoice to acknowledge receipt. </p><p>If the purchase amount is higher than the budget owner's limit (typically US$1,000), the department C-level needs to sign off, and, if the amount is over US$10,000, the purchase needs to have been pre-approved via email by the C-level, the C-level's boss (ED or DD) with cc to the CFOO. </p><p>Expense reports must be reviewed and signed by one's supervisor. If the supervisor is not the budget owner, then the budget owner must also sign it. If the report is more than the budget owner's approval limit, then it must be signed also by the department C-Level but in general, expense reports should not involve high dollar amounts. </p><p>When reviewing expense reports, it is the reviewer's responsibility to ensure that they agree that the expenses are properly reimbursable by the organization. For example, travel dates on the report should coincide with the dates previously approved. If meals include persons other than the staff person, it should be agreed that there was a valid business reason for including the other person(s). Costs should be reviewed for reasonableness; if an expense seems high (i.e. a meal for one person that costs US$100), the supervisor should get more details from the staff person. If the supervisor does not agree that an expense should be charged to the organization, they can and should omit it from the report. If they are not sure, they can contact Accounting to learn whether the Wikimedia Foundation has reimbursed similar charges in the past. </p><p>The Accounting department will check the basic math, will check for general policy adherence (i.e. the Wikimedia Foundation does not reimburse mini bar expenses), and will check for proper currency exchange rates. </p><p>Expense codes and instructions on how to complete them can be found on the Office Wiki-Finance Corner. </p> <div class="mw-heading mw-heading3"><h3 id="Invoice_and_Expense_Report_Submission_2">Invoice and Expense Report Submission</h3></div> <p>Properly approved invoices and expense reports should be submitted to Accounting by 5 pm on Tuesday for payment on Friday. Invoices and expense reports should clearly mark the department and account code(s). Account codes can be found on the Office Wiki-Finance Corner.Invoices that are related to a contract should be signed to acknowledge receipt of the goods/services but do not need to be signed by all approvers since they signed the initial contract summary and/or contract. </p> <div class="mw-heading mw-heading2"><h2 id="See_also">See also</h2></div> <ul><li><a href="/wiki/Special:MyLanguage/Policy:Expense_reimbursement" title="Special:MyLanguage/Policy:Expense reimbursement">Expense reimbursement</a></li></ul>    </div><noscript><img src="https://login.wikimedia.org/wiki/Special:CentralAutoLogin/start?type=1x1" alt="" width="1" height="1" style="border: none; position: absolute;"></noscript> <div class="printfooter" data-nosnippet="">Retrieved from "<a dir="ltr" href="https://foundation.wikimedia.org/w/index.php?title=Policy:Purchasing_and_disbursements_procedures&oldid=366674">https://foundation.wikimedia.org/w/index.php?title=Policy:Purchasing_and_disbursements_procedures&oldid=366674</a>"</div></div> <div id="catlinks" class="catlinks" data-mw="interface"><div id="mw-normal-catlinks" class="mw-normal-catlinks"><a href="/wiki/Special:Categories" title="Special:Categories">Categories</a>: <ul><li><a href="/wiki/Category:Policies" title="Category:Policies">Policies</a></li><li><a href="/wiki/Category:Travel_documentation" title="Category:Travel documentation">Travel documentation</a></li></ul></div></div> </div> </main> </div> <div class="mw-footer-container"> <footer id="footer" class="mw-footer" > <ul id="footer-info"> <li id="footer-info-lastmod"> This page was last edited on 30 March 2024, at 07:20.</li> <li id="footer-info-copyright">Text is available under the <a rel="nofollow" class="external text" href="https://creativecommons.org/licenses/by-sa/4.0/deed.en">Creative Commons Attribution-ShareAlike License</a>; additional terms may apply. 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