WikiWe

WikiWe Claims & Disbursements Policy

4 min read

Purpose

This WikiWe Claims and Disbursements Policy (“C&D Policy”) outlines essential features for administering WikiWe claims and disbursements, including but not limited to invoices, reimbursement requests, retainers, settlements, and income shares. Unauthorized disbursements and claims that exceed funds available for payment in a license hub’s accounts erode trust and can lead to financial insolvency of the administrative entity. This policy aims to coordinate prompt payment of valid and funded claims.

The C&D Policy may be revised at the discretion of the WikiWe license hub Administrator, currently Ricardiam DAO LLC (“Administrator).1

See also the Ricardiam Financial Controls Policy2 for information regarding specific accounts, sponsorship, and account set up.

Claims Group

All claims for payment must be directed to the WikiWe Claims Group. Claims directed to other addresses will not be processed.3

Claims Format

Claims may be submitted in plain text, Markdown, or PDF format. Claims submitted in other formats may not be considered.4

Essential Information5

Every claim must state:

  1. The legal name, residence or office address, and contact information for the person or entity making the claim, and if requested, their taxpayer ID.
  2. The identity of the license hub from which/whom payment is sought. If payment is to be from or to a specific project account belonging to a license hub, the project must be identified.
  3. The amount claimed in U.S. dollars.6
  4. A description or other proof of the basis for the claim, such as, for example, the service performed or proof of purchase for which reimbursement is sought. This may include a copy of or link to a document proving an executed agreement, purchase order, receipt, etc. that establishes the basis for payment.
  5. The WikiWe account to be credited, if any, or other preferred mode of receiving payment. Claims that lack this essential information will not be processed.

Authorized Approval

All claims must be approved by the manager7 of the license hub or project account from which payment is requested. If no proof of prior approval is submitted with the claim, the Administrator shall forward the claim to the account manager8 for approval and take no action until the claim is approved.

Account Managers

Funding accounts can be established with the Administrator by license hub members in good standing who meet the Administrator’s requirements for new accounts. The authorized manager or managers of the account are recorded at the time the account is established with the Administrator. Account managers are responsible for updating their responsibilities and contact information with the Administrator, in addition to managing spending and disbursements from the accounts they manage.

Account managers are responsible for funding their own accounts. Under no circumstances shall the Administrator be responsible for funding accounts. The Administrator may revoke account management privileges of managers who misrepresent their spending authority, over draw their accounts, or otherwise create unfunded liability for the Administrator.

Principal Accounts

Principal accounts are described in the Ricardiam Financial Controls Policy9, and are used solely for receiving license hub income and for paying expenses that are preapproved10 by the license hub manager elected11 by its members.

Income received in Principal Accounts after deducting the Administrator’s fee is moved to the spending account indicated by the payment source link.

Handling of Payments

The Administrator shall provide each license hub with a payment link for receiving payments.12 Additionally, the Administrator may set up payment links for project accounts, if established.

Payment links should be configured to indicate the type of payment (fee payment, donation, or sponsorship) and project agreement identifier, if any.

To avoid financial service fees, the Administrator may accept and make payments using ACH transfer, checks, or the like.13

Project Agreements and Disbursements

Dedicated project spending accounts may be established by license hub members in good standing who meet the Administrator’s requirements for new accounts and have an executed project agreement.

The project agreement must provide at least the purpose of the project, its participating members, and how project income is to be shared among project participants.

Comments

Bry

Footnotes

  1. No change or vision process? Seems prone to abuse. ↩

  2. Uses the ADRM? ↩

  3. Without email visibility or admin, this policy seems defunct, because email is the system of billing for practically all subscriptions. ↩

  4. No automated aggregation or parsing? Seems laborious. ↩

  5. Made H3 so it is a subsection of Claims Format ↩

  6. Not income shares? ↩

  7. Where are the list of managers? How are they held accountable? ↩

  8. Same as manager? Move underAccount Managers? ↩

  9. No mention of audit or the fee amount. ↩

  10. How? ↩

  11. When and how? ↩

  12. Where and when? ↩

  13. Can we add Signal pay to this? ↩

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