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mw-first-heading">Wikimedia Foundation Expense Reimbursement Guidelines</h1> <div id="p-lang-btn" class="vector-dropdown mw-portlet mw-portlet-lang" > <input type="checkbox" id="p-lang-btn-checkbox" role="button" aria-haspopup="true" data-event-name="ui.dropdown-p-lang-btn" class="vector-dropdown-checkbox mw-interlanguage-selector" aria-label="This article exist only in this language. 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data-mw-ve-target-container> <div class="vector-body-before-content"> <div class="mw-indicators"> </div> <div id="siteSub" class="noprint">From Wikimedia Foundation Governance Wiki</div> </div> <div id="contentSub"><div id="mw-content-subtitle"></div></div> <div id="mw-content-text" class="mw-body-content"><div class="mw-pt-translate-header noprint nomobile" dir="ltr" lang="en"><a href="/w/index.php?title=Special:Translate&group=page-Policy%3AExpense+reimbursement&action=page&filter=&action_source=translate_page" title="Special:Translate">Translate this page</a></div><div class="mw-content-ltr mw-parser-output" lang="en" dir="ltr"><div class="mw-pt-languages noprint navigation-not-searchable" lang="en" dir="ltr"><div class="mw-pt-languages-label">Other languages:</div><ul class="mw-pt-languages-list"><li><a href="/wiki/Policy:Expense_reimbursement/ms" class="mw-pt-progress mw-pt-progress--low" title="Policy:Expense reimbursement/ms (7% translated)" lang="ms" dir="ltr">Bahasa 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class="mbox-text-span"><b>This policy or procedure is maintained by the <a href="https://meta.wikimedia.org/wiki/Special:MyLanguage/Wikimedia_Foundation" class="extiw" title="m:Special:MyLanguage/Wikimedia Foundation">Wikimedia Foundation</a>.</b><br /> Please note that in the event of any differences in meaning or interpretation between the original English version of this content and a translation, the original English version takes precedence.</div></td></tr></tbody></table><style data-mw-deduplicate="TemplateStyles:r170245">.mw-parser-output .hlist dl,.mw-parser-output .hlist ol,.mw-parser-output .hlist ul{margin:0;padding:0}.mw-parser-output .hlist dd,.mw-parser-output .hlist dt,.mw-parser-output .hlist li{margin:0;display:inline}.mw-parser-output .hlist.inline,.mw-parser-output .hlist.inline dl,.mw-parser-output .hlist.inline ol,.mw-parser-output .hlist.inline ul,.mw-parser-output .hlist dl dl,.mw-parser-output .hlist dl ol,.mw-parser-output .hlist dl ul,.mw-parser-output .hlist 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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>Employees and contractors, as well as volunteers, who need reimbursement for expenses such as travel expenses, must submit <b>expense reports</b> detailing the amounts and must have obtained authorization prior to the expenses per <a href="/wiki/Special:MyLanguage/Policy:Travel_and_expense_policy" title="Special:MyLanguage/Policy:Travel and expense policy">Travel and expense policy</a> and <a href="/wiki/Special:MyLanguage/Policy:Purchasing_and_disbursements_procedures" title="Special:MyLanguage/Policy:Purchasing and disbursements procedures">Purchasing and disbursements procedures</a>. </p> <div class="mw-heading mw-heading2"><h2 id="Expense_report">Expense report</h2></div> <p>Fill the appropriate expense template for your condition, according to the instructions enclosed and please forward to accountspayable<span class="nowrap"><span typeof="mw:File"><span title="@"><img alt="@" src="//upload.wikimedia.org/wikipedia/commons/thumb/8/88/At_sign.svg/15px-At_sign.svg.png" decoding="async" width="15" height="15" class="mw-file-element" srcset="//upload.wikimedia.org/wikipedia/commons/thumb/8/88/At_sign.svg/23px-At_sign.svg.png 1.5x, //upload.wikimedia.org/wikipedia/commons/thumb/8/88/At_sign.svg/30px-At_sign.svg.png 2x" data-file-width="145" data-file-height="145" /></span></span></span>wikimedia.org: </p> <ul><li><a class="external text" href="https://office.wikimedia.org/wiki/Expense_reports">Req Holder Expense Reimbursement (Use Coupa Expense)</a></li> <li><a class="external text" href="https://office.wikimedia.org/wiki/File:Expense_Reimbursement_Open_Office_Non_Employee_New_v1.3.ods">Non Req Holder Expense Reimbursement Template (to be used by all non req holders including volunteers)</a></li></ul> <div class="mw-heading mw-heading2"><h2 id="Payment_method">Payment method</h2></div> <div class="mw-heading mw-heading3"><h3 id="Bank_account">Bank account</h3></div> <p>Instructions depend on where your bank account is located. </p> <ul><li>USA: follow the "US Wire" instructions in "WIRE INSTRUCTIONS_DOMESTIC.pdf" file.</li> <li>Europe (<a href="https://en.wikipedia.org/wiki/Single_Euro_Payments_Area" class="extiw" title="en:Single Euro Payments Area">SEPA</a>): ask a European domestic wire/bank transfer (<a href="https://en.wikipedia.org/wiki/SEPA_credit_transfer" class="extiw" title="en:SEPA credit transfer">SCT</a>). <ul><li>Provide your <a href="https://en.wikipedia.org/wiki/International_Bank_Account_Number" class="extiw" title="en:International Bank Account Number">IBAN</a> and SWIFT, nothing else. You will receive a zero-fee transfer from the Wikimedia Foundation's SEPA account, IBAN GB54CHAS60924241034640.</li> <li>Do not accept any other payment method! Bank transfers from USA will have costs for you.</li></ul></li> <li>Other: follow the instructions in "WIRE INSTRUCTIONS_INTERNATIONAL.pdf" file.</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:Expense_reimbursement&oldid=366655">https://foundation.wikimedia.org/w/index.php?title=Policy:Expense_reimbursement&oldid=366655</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 07:18.</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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