NetBSD Foundation Reimbursement Policy -------------------------------------- The NetBSD Foundation may reimburse an expense incurred on its behalf only if: - there is a business connection for the expense approved by the Board of Directors, or an Executive Committee delegated with the power to approve it, documented in the Foundation's books or minutes; - any prepayments for reimbursement are given no more than 30 days before the expense is paid or incurred; - itemized receipts are submitted to finance-exec@ within 60 days after the expense is paid or incurred; and - any excess funds after prepayment are returned within 120 days after the expenses were paid or incurred. If the reimbursement is to be prepaid, prepayment must be explicitly approved by the Board or the delegated Executive Committee in advance. (These deadlines are prescribed by IRS tax code as the maximum reasonable ones in order for a reimbursement policy to be considered an `accountable plan', which is necessary for the payments to be treated as _reimbursements_ rather than _income_ that must be reported by the recipient. See https://www.irs.gov/charities-non-profits/exempt-organizations-compensation-of-officers and IRS Publication 535 for more details.) Conference Reimbursements ------------------------- Subject to the Board's approval, the Foundation may generally reimburse Members of the Foundation in attendance to NetBSD-related conferences for: - reasonable travel expenses, - reasonable accommodation expenses, and - a reasonable per diem for meals and local transit. The Project Management Committee for Conferences and Conventions, `concom@', shall advise the Board on reasonableness of expenses for the locality of each conference. Recusal of Directors or Committee Members ----------------------------------------- If a Member is the beneficiary of a proposed expense, such as a proposed expense for the Member's travel to a conference, then the Board or delegated Executive Committee must deliberate with that Member absent. If that Member is a member of the Board or of the delegated Executive Committee, that Member must abstain from the decision of whether to approve the expense. Notice of Adoption ------------------ This policy was adopted by a resolution of the NetBSD Foundation Board of Directors on during a meeting of the Board on May 2, 2018. The following Directors voted in favor of adopting this resolution: Taylor R Campbell, William J Coldwell, Makoto Fujiwara, Thomas Klausner, Pierre Pronchery, Jeremy C Reed. The following Directors voted in against adopting this resolution: None. The following Directors abstained from voting or were not present: None.