Chapter Handbook/Chapter 4: Chapter Administration - Revision history

Dawnaitken: /* Money not Tracked by the Foundation */

2019-07-07T00:58:15Z

‎Money not Tracked by the Foundation

Dawnaitken: /* Chapter Budgets */

2019-07-07T00:57:48Z

‎Chapter Budgets

Dawnaitken: /* Reimbursement Process */

2019-07-07T00:52:23Z

‎Reimbursement Process

Dawnaitken: /* Organizing Your Contacts */

2019-07-07T00:45:20Z

‎Organizing Your Contacts

Dawnaitken: /* Local Domain Names */

2019-07-03T13:54:25Z

‎Local Domain Names

Hblankenship: /* Spending Guidelines */

2018-11-06T21:22:03Z

‎Spending Guidelines

Mtesauro: Updated references to OWASP Funding

2018-08-30T16:30:07Z

Updated references to OWASP Funding

Dawnaitken: /* Handling Money */

2018-03-02T15:57:39Z

‎Handling Money

Dawnaitken: /* Handling Money */

2018-03-02T15:56:31Z

‎Handling Money

Tiffany.Long: update reimbursement link

2017-09-01T04:33:26Z

update reimbursement link

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 If a sponsor pays a vendor directly (for signage, food, venue, etc.), then this is a transaction that the Foundation does not need to track. However, if the sponsor needs a receipt or record of the transaction (for tax or other purposes), the money WILL need to go through the Foundation.
-To avoid appearance of impropriety, direct all potential donors to the Donate button on your chapter wiki page or to an approved third party processor.
+To avoid the appearance of impropriety, direct all potential donors to the Donate button on your chapter wiki page or to an approved third party processor.
 ==Charging for Events==

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 [http://www.google.com/url?q=https%3A%2F%2Fdocs.google.com%2Fa%2Fowasp.org%2Fspreadsheet%2Fccc%3Fkey%3D0ApZ9zE0hx0LNdDQxakhaM1VWVG83N1ZwMGZCRGhYR3c%26hl%3Den_US%23gid%3D0 Sample Budget Template]
-Chapters do not hold their own money, it is held in trust for them by the OWASP Foundation. However Chapters can track their balances using the Chapter funding totals provided on the [[Funding|OWASP Funding page]] and write a budget for use of funds where desired.  However all chapters with more than $5,000 in their account by October 1st must submit a budget prior to November 1 for inclusion in the Foundation budget for the following calendar year. The budget should identify how they plan to spend the money in their account over the course of the next year. A future projection budget can be included as well for forecasted spending within the next 2 years. Unbudgeted funds may be diverted to other chapters, or Community Engagement Funding accounts if the chapter cannot be contacted or a budget is not received prior to January 1.
+Chapters do not hold their own money, it is held in trust for them by the OWASP Foundation. However Chapters can track their balances using the Chapter funding totals provided on the [[Funding|OWASP Funding page]] and write a budget for the use of funds where desired.  However all chapters with more than $5,000 in their account by October 1st must submit a budget prior to November 1 for inclusion in the Foundation budget for the following calendar year. The budget should identify how they plan to spend the money in their account over the course of the next year. A future projection budget can be included as well for forecasted spending within the next 2 years. Unbudgeted funds may be diverted to other chapters, or Community Engagement Funding accounts if the chapter cannot be contacted or a budget is not received prior to January 1.
 Separate from the aforementioned budgeting process for chapter and project accounts, any OWASP Leader can create a budget and provide it to the OWASP Board prior to November 1 for inclusion in the Foundation budget planning process. The budget will be reviewed by the Executive Director and Board and, if approved, incorporated into the overall OWASP Foundation budget for the following year. This would effectively set aside the funds to use at the appropriate period of time, in the future, with no further approvals necessary. Money that is budgeted in this manner, that wasn’t spent during the calendar year, would be returned back to the OWASP Foundation general funds.
 ===Money not Tracked by the Foundation===
 Chapter leaders cannot accept finances/funds through their own bank accounts. OWASP Foundation (US) and OWASP Inc. (Europe) have been created for the purpose of handling funds. Other countries have hired third party companies to handle their finances. If OWASP funds will be handled by a third party, notify the OWASP Foundation in advance to make sure any necessary paperwork is completed.

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 ===Reimbursement Process===
-The recommended process for paying for chapter-related expenses is to pay for the expense out of pocket and submit the receipt through the [https://owasporg.atlassian.net/servicedesk/customer/portals OWASP reimbursement request form] to get your money back. This is a standardized reimbursement procedure for OWASP. When your request is submitted, an authorization request will be send to the appropriate chapter leaders for approval. You will not receive your reimbursement until the approval has been received.
+The recommended process for paying for chapter-related expenses is to pay for the expense out of pocket and submit the receipt through the [https://owasporg.atlassian.net/servicedesk/customer/portals OWASP reimbursement request form] to get your money back. This is a standardized reimbursement procedure for OWASP. When your request is submitted, an authorization request will be sent to the appropriate chapter leaders for approval. You will not receive your reimbursement until the approval has been received.
 In case of doubt if an expense is in line with the OWASP principles, get advice from the [[About The Open Web Application Security Project|Community Manager]].

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 If the chapter opens an account on a service that the Foundation also uses, is advisable that the chapter follow the Foundation account.
 ==Organizing Your Contacts==
-It is recommended that each chapter have a central database (you have access to the tools to maintain this in your force portal) in which to organize their contacts and other important information. This can be a comprehensive list of mailing list subscribers, LinkedIn group members, local affiliations (and point of contact within the organization), and sponsors (past, current, future). This will not only help when it is time to pass chapter management onto a new person, but also with direct mailings (which often generate more results than “list” mailings) and finding future venues, sponsors, or even speakers. See also t “Recruiting List Members.”
+It is recommended that each Chapter have a central database (you have access to the tools to maintain this in your force portal) in which to organize their contacts and other important information. This can be a comprehensive list of mailing list subscribers, LinkedIn group members, local affiliations (and point of contact within the organization), and sponsors (past, current, future). This will not only help when it is time to pass chapter management onto a new person, but also with direct mailings (which often generate more results than “list” mailings) and finding future venues, sponsors, or even speakers. See also  “Recruiting List Members.”
 When using the contact database, remember to abide by our privacy rule. Member contact lists may not be distributed outside of chapter leadership.
 ==Handling Money==
 Chapter funds should be used for your chapter and must be spent in line with the OWASP Foundation [[About OWASP|purpose]], [[OWASP Strategic Goals|goals]], [[About OWASP|principles]], and [[About OWASP|code of ethics]]. Accordingly, chapter finances should be handled in a transparent manner as described in [[Chapter Handbook/Chapter 2: Mandatory Chapter Rules|Chapter 2]]

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 A few countries (such as China) have not been able to access the wiki and therefore the local domain name is used as the main source of information about OWASP for the country. If an exception is permitted, every effort must be made to announce changes to leadership and upcoming meetings on the chapter wiki page so that the global site information is up to date.  If all else fails, you can do this by submitting a case through the [http://sl.owasp.org/contactus Contact Us] form.
-Chapter leaders are free to register local domain names and submit the expense for reimbursement from their chapter’s account.  To maintain brand cohesion all domain names must be “OWASP [Chapter location]”   If additional paperwork or authorization is needed for the registration, submit your request to through the [http://sl.owasp.org/contactus Contact Us form]. You must notify the Foundation through this same form if you have registered the name to help us keep track of what domain names have been purchased by OWASP.
+Chapter leaders are free to register local domain names and submit the expense for reimbursement from their chapter’s account.  To maintain brand cohesion all domain names must be “OWASP [Chapter location]”   If additional paperwork or authorization is needed for the registration, submit your request through the [http://sl.owasp.org/contactus Contact Us form]. You must notify the Foundation through this same form if you have registered the name to help us keep track of what domain names have been purchased by OWASP.
 ==Mailing Lists==

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 ** OWASP Merchandise
-If, however, the expense does not fall under one of the above categories or is greater than $500, a second signer (another chapter leader or board member) must sign off on the purchase. While travel for speakers is a common expense and may fall under $500, some chapters still prefer to have a second signer to avoid the appearance of conflict of interest. . Similarly, a donation of money out of the chapter’s account back to the Foundation, requires a second signer.
+If, however, the expense does not fall under one of the above categories or is greater than $500, a second signer (another chapter leader or board member) must sign off on the purchase. While travel for speakers is a common expense and may fall under $500, some chapters still prefer to have a second signer to avoid the appearance of conflict of interest. . Similarly, a donation of money out of the chapter’s account back to the Foundation, requires a second signer.  The exact details of the reimbursement process can be found under [[Reimbursement_Process_Details|Reimbursement Process Details]]
 From an administrative perspective, OWASP has a responsibility to show its supporters that their donations (via members, sponsorship or other) are being used properly - in support of the OWASP mission. Visit the [[Funding|OWASP Funding page]] under "Additional  Resources" to see your chapter's current funding balance.

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 A chapter should have a treasurer who is in charge of money. This person can be (and often is) the leader. His/her name should be communicated to the Community Manager so we can update our official records. Some key guidelines about managing your chapter budget:
-* Any Chapter which has a $0 or low bank account can ask for a grant.  The funding request must include specifically what you wish to spend the money on.  Any amount in your chapter account will first be subtracted from the request.  For example, if you ask for $100 to pay for refreshments but have $40 in your account, we will give you a grant of $60.
+* Any Chapter which has a $0 or low bank account can ask for a grant.  The funding request must include specifically what you wish to spend the money on.  Any amount in your chapter account will first be subtracted from the request.  For example, if you ask for $100 to pay for refreshments but have $40 in your account, we may give you a grant of $60.  Needing a grant does not guarantee the OWASP Foundation will provide a grant.  Pre-approval is required to ensure an expense is covered, especially if there's a chance of it exceeding a chapters's total funds.
 * Any Chapter with more than $5000 at the end of the year must submit a budget for the use of these monies or risk the surplus being put in the general outreach fund
 * Some ways of using funds require prior approval (see below).
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 If, however, the expense does not fall under one of the above categories or is greater than $500, a second signer (another chapter leader or board member) must sign off on the purchase. While travel for speakers is a common expense and may fall under $500, some chapters still prefer to have a second signer to avoid the appearance of conflict of interest. . Similarly, a donation of money out of the chapter’s account back to the Foundation, requires a second signer.
-From an administrative perspective, OWASP has a responsibility to show its supporters that their donations (via members, sponsorship or other) are being used properly - in support of the OWASP mission. Visit the OWASP Donation Scoreboard to see your chapter's current funding balance.
+From an administrative perspective, OWASP has a responsibility to show its supporters that their donations (via members, sponsorship or other) are being used properly - in support of the OWASP mission. Visit the [[Funding|OWASP Funding page]] under "Additional  Resources" to see your chapter's current funding balance.
-Exceptions to the guidelines can be brought to the Staff for approval and tracking.
+Exceptions to the guidelines can be brought to the Staff for potential approval and tracking.
 ===Additional Expense Policies===
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 [http://www.google.com/url?q=https%3A%2F%2Fdocs.google.com%2Fa%2Fowasp.org%2Fspreadsheet%2Fccc%3Fkey%3D0ApZ9zE0hx0LNdDQxakhaM1VWVG83N1ZwMGZCRGhYR3c%26hl%3Den_US%23gid%3D0 Sample Budget Template]
-Chapters do not hold their own money, it is held in trust for them by the OWASP Foundation. However Chapters can track their balances using the Donation Scoreboard and write a budget for use of funds where desired.  However all chapters with more than $5,000 in their account by October 1st must submit a budget prior to November 1 for inclusion in the Foundation budget for the following calendar year. The budget should identify how they plan to spend the money in their account over the course of the next year. A future projection budget can be included as well for forecasted spending within the next 2 years. Unbudgeted funds may be diverted to other chapters, or Community Engagement Funding accounts if the chapter cannot be contacted or a budget is not received prior to January 1.
+Chapters do not hold their own money, it is held in trust for them by the OWASP Foundation. However Chapters can track their balances using the Chapter funding totals provided on the [[Funding|OWASP Funding page]] and write a budget for use of funds where desired.  However all chapters with more than $5,000 in their account by October 1st must submit a budget prior to November 1 for inclusion in the Foundation budget for the following calendar year. The budget should identify how they plan to spend the money in their account over the course of the next year. A future projection budget can be included as well for forecasted spending within the next 2 years. Unbudgeted funds may be diverted to other chapters, or Community Engagement Funding accounts if the chapter cannot be contacted or a budget is not received prior to January 1.
 Separate from the aforementioned budgeting process for chapter and project accounts, any OWASP Leader can create a budget and provide it to the OWASP Board prior to November 1 for inclusion in the Foundation budget planning process. The budget will be reviewed by the Executive Director and Board and, if approved, incorporated into the overall OWASP Foundation budget for the following year. This would effectively set aside the funds to use at the appropriate period of time, in the future, with no further approvals necessary. Money that is budgeted in this manner, that wasn’t spent during the calendar year, would be returned back to the OWASP Foundation general funds.