Once an invoice has been entered into the accounting system for an event registration order (in alignment with Finance policies), the amount due can only be decreased or refunded by requesting a credit memo from Bookkeeper, including: the customer name, the reason for the credit, the original amount paid, any cancellation fee to subtract, net credit amount, the date the credit expires. Please submit credit memo requests via a separate email per request, with a subject line of 'Credit memo request: Customer Name'.

For example, if a group registration is made for $375, but a payment is sent for $285, then the role handling the registration needs to request a credit memo or collections will be attempted on the remainder.

(This is so that the internal invoice will be updated.)

What is not allowed:

If a group registers by credit card for $375, and then a refund is requested for $90 to make it a group registration payment, that will not be allowed. Instead, an invoice should be requested if the registration system cannot support the pricing model, as specified by Finance's Invoicing and Payment Processing policy.

For credit card payments, refunds requests to retroactively make the payment equal a group discount rates will not be allowed. Arrangements must be made prior to the customer sending payment.

For attend-again and other discounts, refunds will not be granted regularly to enact these pricing models; occasional exceptions can be made for logistical issues, such as with the website.

To request an invoice, email the following information to Bookkeeper in a separate email with only invoice trigger information:

Email Subject: Invoice request: (include text pertaining to invoice trigger such as client or what it is for, such as Agent fees or Event Registration, etc.)

Name of entity to be billed, including the proper Bill To address (for the first time an entity is billed; although address not required, it's a nice to have), contact name (if applicable), and email address (required).

Description: For example, Holacracy Practitioner Certification Training
If the invoice is for an advance deposit vs. for services already rendered, note that and include the month in which we expect to render the services (for trainings, just identify which training and ignore this).

Amount (including currency if not USD): For example, $3495
Payment terms (unless due on receipt such as with a licensing agreement) if not default:
For example, Net 15, Due on receipt, Etc.

If invoice has more than one item, you must include quantities for each item, a cost per item, and a total cost for the invoice.

For invoices that may also have billable expenses, include a note to include any billable expenses, but do NOT include those numbers in the invoice total. (The billable expenses are processed automatically.)

If you'd like additional details sent with the invoice, include that with the trigger as text or an attachment and clearly state as such.

Bookkeeper will not split a single expense report among multiple billable entities. (See Finance policies for how to report billable expenses.)

Notes for event registrations generated by website:
Invoices are automatically generated upon website notices about bank wire orders, and stored for internal use only

Invoice terms are automatically updated when a notification is received about a payment plan

For non bank transfer registrations, the role taking registrations must email to request that an invoice is created if an invoice is needed

If anything needs to be changed from these automatic triggers, Bookkeeper must receive a trigger as described above with a note about what has changed (such as a different amount) to avoid errors and extra manual processing.

Unfortunately, there is no way to know in advance on the Print Store website the exact shipping charges for larger orders. The shipping charges are calculated based on the QTY and weight of the items in the cart. The only two shipping options that are static are the USPS International flat rate options.

If that method is selected, you will receive this notification: "PLEASE NOTE:
You have selected USPS International Flat Rate for this order. If your order exceeds the maximum capacity for the flat rate box (10 Constitution Desk References + 20 Meeting Process Cards), you may incur additional shipping charges. For each 10 CDRs, the flat shipping rate doubles. The box can fit up to 600 Meeting Process Cards on their own. These charges will be applied to your order once the box ships. Please call us with any questions at 855.940.5540."

A good rule of thumb is that if you are ordering more than what's listed above (10 Constitution Desk References + 20 Meeting Process Cards), it will require more than one box and you can compare the other shipping options at that time.

Feel free to reach out to Fulfillment Falcon for assistance.

Basic Rules

All expense reports must be submitted via the Organization's expense reporting platform, within the following constraints:

1. Receipts are required for any purchase over $20 that's reimbursed at-cost (no receipts are required for per-diem reimbursement, or reimbursement for mileage). 
2. All expenses must be tagged with the most appropriate tag available.
3. The business purpose of the trip must be clear from your expense line item or report name. 
4. You must normally submit expenses for reimbursement within 10 days of the end of each quarter, for any expenses incurred in that quarter.  However, you may choose to consider expenses for a specific event as incurred on the date of the event instead of the date you paid the expense (e.g. if you bought a flight in March for a training in April, you may consider the expense incurred in April).  Expenses submitted after this cut-off are not eligible for reimbursement, unless a special exception is given per the rules in the section below.
5. If paying for expenses with a payment method that gives you a personal benefit (e.g. a credit card with a point system or cash back), you must align with the rules and limits in this policy.

Client-Billable Expenses

For expenses billable to clients, you must also:

• include the client name in the name of the expense report, along with your name or initials.
• tag all expenses as "Client Billable".
• submit all expenses on a report exactly as they will be passed through to that client, with any needed adjustments, splits, or pro-rations already factored in, and any needed explanations or supporting detail already included in the report, so that the expense report can be passed along to the client without further edits and with the total matching what we will invoice to the client.

What To Do If You Screw Up

If you've violated an expense reporting requirement (e.g. missed a deadline), the expense may (or may not) still be approved for reimbursement, depending on the specifics of the situation. You may request an exception to the usual policy after-the-fact if you are facing rare extenuating circumstances, or if you just made a mistake and are still working to improve your understanding of and compliance with expense policies.  If it's extenuating circumstances at play, simply explain them when you submit your expenses. If it's just a mistake, choose and take one concrete action to improve your compliance with expense policies in the future, and share what it is when you submit your expenses - the action can be anything you think will help, and it can be small (better small and easily doable vs. big and easily procrastinate-able).  In either case, exceptions may only be granted for hard costs with receipts; exceptions are never permitted for per-diem claims more than one month past-due.

https://docs.google.com/a/holacracyone.com/forms/d/1Ms3B62tYLhl0szgA9um1urKYlx7jmxCozekByneU5fw/edit?usp=sharing

When creating a new feedback form, to keep the responses private, be sure to unlink the current response form, and create a new response form (under the Reponses menu). The new form should be kept in your "My Drive" folder (outside of GCC so it's not shared with everyone) and you could make the partner receiving feedback the owner of that sheet, at which time they could decide to remove you from sharing.

The Golden Rule

To get reimbursed for travel-related expenses while traveling on organizational business, you must optimize expenses at least to the same extent you would were you paying personally, and at least a reasonable degree given the overall context of the purchase and the company.

Re optimizing expenses at least to the same extent you would if paying personally:  Generally, for flights this usually means you should book whatever routing, seats, and class of service you would book when paying personally, and for hotels, you should book whatever hotel class and price range you would book if paying personally, etc.  If asked, you must be able to show evidence that would lead a reasonable person to believe you would likely make similar personal spending choices, such as receipts for past similar personal purchases (just asserting you would is not enough).  If you want to book a more expensive option than this because you think the benefits to the organization are worth the extra expense, then you must get an explicit spending authorization for the difference rather than relying on this default travel expense policy.

Re optimizing expenses at least to a reasonable degree given the overall context of the purchase and company:  This part is necessarily subjective, so if you thought you did optimize to a reasonable degree and the relevant role that must approve the expense disagrees, that role will defer to your interpretation and instead just note the disagreement, rather than deny the expense based on this part of the criteria (except in cases where that role reasonably claims gross negligence). However, once you've received this warning, any similar cases in the future that fit a similar pattern will be denied outright based on the relevant role's interpretation.

For Lodging Expenses

When travel is for an official "Partner Retreat" scheduled by the organization, your lodging will be arranged for you and paid for directly by the company, unless you elect to book your own lodging and receive a per-diem lodging reimbursement instead.  Your per-diem will be the lesser of $100/night or your actual out of pocket cost for your chosen lodging (you may interpret "cost" to include any negative cash impact on you, such as lost rental income if staying at your own property that would otherwise be rented).  To make this election, you must either notify the relevant role before that role makes any lodging reservations, or confirm with the role that the change will not negatively impact the organization.

For all other travel, you may claim lodging reimbursement at-cost.

for Meals & Incidentals (M&I)

You may claim M&I reimbursement when an overnight stay is effectively required for travel (or equivalent; e.g. a red-eye flight); meals incurred for day trips without an overnight stay are generally not reimbursable as a travel expense, however may be under other rules (e.g. a lunch with a client to discuss business matters).

For Partner Retreats: When travel is for an official Partner Retreat or for similar co-working and collaboration with other Partners, M&I reimbursement is allowed at a per-diem rate of $20 per day, including travel days.  You may also expense at-cost any groceries used to cook a group meal to offer at the official retreat location, as long as all partners in the area are invited to share in the meal, and it includes dietary options that work for nearly all partners.

For All Other Travel: M&I is reimbursed using per-diem rates for the relevant location, beginning on the day of arrival at your destination and ending on the day of departure from your destination.  For destinations within the United States, the per-diem rate is 100% of the GSA-specified rate; for travel outside the US, the per-diem rate is 50% of the DoS-specified rate.  If a meal is included for you during a day of your trip (e.g. a client provides lunch, or you book a hotel rate that includes breakfast), subtract 25% off the per-diem rate for an included breakfast, 25% for an included lunch, and 50% for an included dinner; this does not apply if you couldn't reasonably take advantage of the meal.  For arrival & departure days at the start/end of a trip, treat meals you could have had at home as "included", and the maximum allowed per-diem rate in any case is 75% of the full-day rate (or 100% for an arrival from or departure on overnight travel accommodations).

In either case, the following rules also apply:

• M&I reimbursement line items on expense reports show the relevant per-diem rate and the number of days claimed.
• If meal expenses are incurred for purposes other than personal consumption (e.g. taking a client out to dinner) and would otherwise be reimbursable, the portion of the meal attributable to non-partners shall be reimbursable beyond the per-diem rate if submitted separately with a receipt, with the partner's share explicitly listed and subtracted out.
• If you change location in the middle of a continuous trip, use 50% of the departure location rate plus 50% of the arrival location rate for the day of the change.
• When travel lasts more than 15 days in the same location, per-diems drop to 50% of the otherwise-allowed amount after the first 15 days if your lodging includes a kitchen.
• If you wish, you may use a Partner-Controlled Budget to expense M&I per-diems over these allowed amounts, up through the limit allowed by the IRS for full deductibility.
• A late departure only counts as "overnight travel" if an objective 3rd party would likely believe that you are sleeping while traveling and arriving the next morning; you can’t bill a departure day at 100% if you are just leaving really late (even if it's after 3 meals) and arriving even later that “night” (such that you’d then go home and sleep for the night).  So, an overnight train trip or a red-eye flight departing at 10pm and arriving at 6am clearly meets the criteria for overnight travel; arriving at 3am only does if you can reasonably claim that you slept on the travel and arrived the next morning ready to start your day at 3am (vs. go home and crash).

For Transportation Expenses

You may claim reimbursement for transportation expenses when traveling on organizational business.  This specifically means transportation that:

• Gets you from wherever you were before the organizational business to the location of that business.
• Gets you from the business location, either back to wherever you were before or on to wherever you choose to go next, whichever costs less (though if your next destination is also required for the organization's business, it will be reimbursable at-cost regardless).
  • In other words:  The most you can expect reimbursement for is the cost to get you back where you started; if you instead decide to go somewhere different next then you can get reimbursement for that leg instead, but never more than it would have cost you to get back to your starting point, nor more than you actually paid to get to your next destination.
• However, you can still claim reimbursement using a simple round-trip comp if your overall trip gets you back where you started, but includes a short stay elsewhere for personal reasons right before going to the business location and/or returning to your origin (i.e. a multi-legged trip).  For multi-legged trips, you may disregard any extra personal stops and short stays along the way and not count them as points of origin or next-locations, and the organization shall reimburse you for what it would have cost to get directly to and return directly from the business location without other stops involved (or, if less, for the actual cost of your overall travel from and back to your origin).  For the purpose of this policy, a "short stay" means whatever feels reasonable in the context of the overall travel, but never more than two weeks.
  • In other words:  Feel free to book a multi-legged trip and just submit a roundtrip comp for reimbursement, as long as the roundtrip rate isn't more than you actually paid for the whole trip (attach your actual receipt as well to show that).  However, if you're staying somewhere along your route for a long time, then that counts as your origin/return point (i.e. it doesn't count as a multi-legged trip).

Further, the following rules shall also apply:

• If you choose to travel by car over a long distance, you may only submit for reimbursement at the lowest cost of your reasonable transportation options (e.g. mileage, train, or airfare).
• Reimbursable airline tickets purchased with a Partner's frequent flyer miles shall be reimbursable at the lower of: (a) the airfare the Partner would otherwise have spent on the ticket (which must still meet all required thresholds for "optimizing expenses"), or (b) a typical cost to purchase those frequent flyer miles from the airline in a bulk sale purchase (e.g. $0.018/mile on American Airlines).
• The organization will pay flight change fees when flights are changed for business reasons or personal family emergencies.  For other personally-motivated changes, the organization will split the change fee with a partner when the motivation for the change is unexpected, undesired, and not just for personal convenience or preference.
• You may only rent a car for travel on organizational business if you're covered by an auto insurance policy that covers liability from an accident, with reasonable and customary limits.  The cost of such an insurance policy falls within the basic professional infrastructure requirements in the organization's Partnership Grant Agreement, and is thus a personal expense and not reimbursable (even if you purchase it as an add-on from the rental car agency).
• For long-distance trips that require significant time zone adjustment, you may stay one extra night for recovery purposes and consider that night still "traveling on organizational business".
• Frequent Flyer: partners with an airline's 50k mile tier status (or an equivalent level of business travel across multiple airlines) may expense up to an additional $3,000 each calendar year for travel conveniences or improved accommodations while traveling on company business, provided the spending still benefits the organization in a reasonable way (e.g. by easing the burden of travel to enhance the quality or quantity of time or energy the partner dedicates to organizational work).  This spending does not have to meet the usual requirements for "optimizing expenses", nor do these expenses need to be submitted within the usual deadlines, as long as they're still submitted within a year of being incurred.  This budget does not carry over year to year; any unused portion is lost at the end of each year.  This budget may be used to bring someone else along on business trips to assist with various personal functions to ease the partner's travel burden.

A partner may choose to spend more on transportation than allowed by these policies and still be reimbursed for the allowed amount by the organization.  However, to claim such a reimbursement for the allowed amount, a partner must submit both their actual receipts and a "comparable" cost quote showing the transportation expenses which would otherwise have been fully reimbursable, along with a brief explanation highlighting how/why the requested reimbursement is allowed by these policies (unless self-evident from the included receipts/comp).

For Quarantine Expenses

If your travel on organizational business legally requires you to quarantine after the trip (whether at the business location or at your own home upon return), then, for each day you fully align with the legal quarantine requirement, you may expense up to $75 of additional general living expenses that you wouldn't otherwise have incurred if you hadn't been quarantined.

There are three different types of additional email addresses you can request from Ops. Please review the options below and submit your specific request via email or slack.

• Distribution list: this is achieved using a Google Group. You can specify an email address (e.g. operations@holacracyone.com) and any number of people who will receive emails going to this address. They will also be captured as posts in a google group, which anyone can view (ask Ops for the URL). This is free and quick to set up.

NOTE: If you want to be able to reply from this email address you have two options:

1. Reply directly to the post from within the Google Group (it will use your default H1 email address, unless you change it; not the Google Group/Distribution list email.
2. Set up the Google Group email address as an Alias in your gmail account. Here's how: http://www.ditoweb.com/blog/2013/12/sending-messages-from-group-address/
   (Please also note the distribution list workflow issues that may come up if you do this.)

• Google account: Ops can create a new google user account with all the features and functionality of a full user (such as yourself). I'll share the login with whoever requests this account. You'll be able to send and receive email from this account, as it's a full user account. You will need spending auth to do this. A new user is $6/month
• Alias: Any google account can have an Alias email address (several actually). This is an additional email address you can use to receive email. And you can also set up google to send from that email as well. This is free and quick.
  More here on how to send from an alias address: https://support.google.com/a/answer/22370?hl=en

Here is the official partner contact information. Ops sends a note out at the end of each year to re-validate.
https://docs.google.com/spreadsheets/d/1zawGYBnJxjD6wpO3j1FxOmwQ8sAYwurwETH1Ec2-YPk/edit?usp=sharing

If you have a change of mailing address, before sure to update your W-9 on file for tax purposes. An updated W-9 is required for both active partners and past partners (alumni).

To add a new International vendor to our system, please, fill this form:
https://forms.gle/goob6jsTHDDhiB7G7

To add a domestic vendor, please, fill this form:
https://forms.gle/eR1EKEwv3y8ZfsLD7
All domestic vendors will need to submit a W9 as well.

The domestic vendor form will require:

• vendor name
• vendor full address
• vendor phone #
• vendor contact name
• vendor contact title
• vendor contact email
• vendor contact phone
• Bank name
• bank Routing Number
• Bank account number
• bank account type
• bank account holder
• bank address

Source file here (don't edit):
https://docs.google.com/document/d/1P-ibNo8qpUOY2qy5MlzcPX908hGidaGxKpmJSpbkvAY/edit

For latest PDF to send out, visit the Out-of-controller folder and find latest version of:
HolacracyOne Payment Instructions, month-day-year.pdf
https://drive.google.com/drive/folders/0B817yhsk5c6EflUtVHhuX0FKRmQ0RGhhd1otWmlLd3VCRzRkNnV3aDJtM2FYbmNmWURYUGs

As an addendum to the W-9s for 1099-required Vendors policy:
https://app.glassfrog.com/policies/7670265

Note that W-9s are not required for International (non-US) vendors.

Read and follow this https://app.glassfrog.com/organizations/5/orgnav/policies/11292208 

Once you received the approval from a Partnership Steward, notify Partner Distribution Processor by either:

Filling out the following form:
https://docs.google.com/a/holacracyone.com/forms/d/e/1FAIpQLScrdfJPFZDBJ3vSC9v7Y478Bh4DKRqXV8ouYVCg_4xGMCiytQ/viewform?c=0&w=1

Or, per this policy: https://app.glassfrog.com/policies/9812698 post it on Slack with Partner Distribution Processor tagged.

Onboarding / Offboarding :

<https://docs.google.com/document/d/1X3yvCPmMLx2-3D2it4MgwCKiA-UUd7096uTqweoC9LM/edit#>

Transition off the org checklist: 

<https://docs.google.com/document/d/1YVNgdIOLZZNemxcULDDFDShGTHXWcOhNGEVdTJSbSlg/edit>