Merge pull request #24 from Speedcubing-Canada/jesparaz/forms

Update policies to reference Google forms

public/src/major-championship-reimbursement-transfer-policy.md

@@ -2,13 +2,15 @@
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-Version: 1.0
-Updated: July 22, 2023
+Version: 1.1
+Updated: October 9, 2023
 
 # Speedcubing Canada Major Championship Reimbursement Transfer Policy
 
 Uses of the words “must”, “must not”, “should”, “should not” and “may” match [RFC 2119](https://www.ietf.org/rfc/rfc2119.txt).
 
+Major championship reimbursement transfer request form: https://forms.gle/MLtugSU2pSFXQ1CMA
+
 All dollar amounts discussed are in Canadian dollars.
 
 Speedcubing Canada’s Board of Directors reserves the right to modify this document with a majority of not less than two-thirds (2/3) of Speedcubing Canada’s Board of Directors vote in favour of the modification.
@@ -33,9 +35,9 @@ All requirements set out in the Speedcubing Canada Reimbursement Policy **must**
 
 ## Submitting Allowed Expenses
 
-- The reimbursement request **must** indicate that it is covered by the Major Championship Reimbursement Transfer.
-- The reimbursement request **must** list the past championship or future championship that the budgeted reimbursement amount is being transferred to as the associated Speedcubing Canada Supported Event
-- The reimbursement request _should_ mention the current championship that the budgeted reimbursement amount is being transferred from.
+- To request reimbursement for allowed expense(s), the individual requesting reimbursement **must** submit a request via this form: https://forms.gle/MLtugSU2pSFXQ1CMA.
+- The reimbursement request **must** include the name of the past championship or future championship that the budgeted reimbursement amount is being transferred to as the associated Speedcubing Canada Supported Event.
+- The reimbursement request **must** include the name of the current championship that the budgeted reimbursement amount is being transferred from.
 
 ## Examples
 

public/src/reimbursement-policy.md

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-Version: 1.2
-Updated: July 22, 2023
+Version: 1.3
+Updated: October 9, 2023
 
 # Speedcubing Canada Reimbursement Policy
 
 Uses of the words “must”, “must not”, “should”, “should not” and “may” match [RFC 2119](https://www.ietf.org/rfc/rfc2119.txt).
 
+General reimbursement request form: https://forms.gle/wJri15T8p83dM1MVA
+Automobile allowance reimbursement request form: https://forms.gle/fVqSRbQ6VfAYWJ5k6
+
 All dollar amounts discussed are in Canadian dollars.
 
 Whenever feasible, Speedcubing Canada _should_ transact directly with venues, vendors, merchants and service providers to avoid the need to reimburse individual(s) and/or group(s). When reimbursement is necessary, this policy describes allowed expenses and the process for the submission, approval and payment of approved reimbursements.
@@ -145,16 +148,15 @@ This document is extended by the [Speedcubing Canada Major Championship Reimburs
 
 ## Submitting Allowed Expenses
 
-- To request reimbursement for allowed expense(s), the individual(s) and/or group(s) requesting reimbursement **must** email [[email protected]](mailto:[email protected]).
-  - The email _should_ include “reimbursement” and the name of the Speedcubing Canada Supported Event in the subject line.
-  - The email **must** meet one of the two following requirements:
+- To request reimbursement for allowed expense(s), the individual(s) and/or group(s) requesting reimbursement **must** submit a request via this form: https://forms.gle/wJri15T8p83dM1MVA. If the reimbursement request is for automobile allowance, the individual(s) and/or group(s) requesting reimbursement **must** submit a request via this form: https://forms.gle/fVqSRbQ6VfAYWJ5k6.
+  - The reimbursement request **must** meet one of the two following requirements:
     - Include the name(s) of the Speedcubing Canada Supported Event(s) the allowed expense(s) are associated with.
     - If the allowed expense(s) are for equipment that will have ongoing use at Speedcubing Canada Supported Events, but cannot be directly associated with specific Speedcubing Canada Supported Events(s), provide written explanation to justify the equipment’s benefit to Speedcubing Canada Supported Events in a particular region.
-  - The email **must** include receipts attached to the email.
+  - The reimbursement request **must** include receipts attached via the form.
     - An expense **must not** be reimbursed without a receipt (with the exception of automobile allowance).
-  - For each receipted expense, the email **must** include which policy (e.g. Venues and Associated Costs, Equipment Type 1) the expense is covered by.
+  - For each receipted expense, the reimbursement request **must** include which policy (e.g. Venues and Associated Costs, Equipment Type 1) the expense is covered by.
 - Reimbursements _should_ be submitted within 60 days of when the out-of-pocket payment was made and **must** be submitted within 365 days of when the out-of-pocket payment was made.
-  - Reimbursements submitted between 61 and 365 days of when the out-of-pocket payment was made **must** include a written explanation for the delay.
+  - For reimbursements submitted between 61 and 365 days of when the out-of-pocket payment was made, the the individual(s) and/or group(s) requesting reimbursement **must** provide a written explanation for the delay.
 
 ## Approval
 
@@ -163,9 +165,9 @@ This document is extended by the [Speedcubing Canada Major Championship Reimburs
   - the expense is an allowed expense, and
   - excluding expenses covered under the Special Request policy, a majority of not less than two-thirds (2/3) of Speedcubing Canada’s Board of Directors vote in favour of approving the reimbursement request.
     - If a Director is the individual making the reimbursement request, they **must not** participate in the vote and a majority of not less than two-thirds (2/3) of the remaining Directors voting in favour of approving the reimbursement request is required.
-  - if the expenses is covered under the Special Request policy, Speedcubing Canada’s Board of Directors _unanimously_ vote in favour of approving the reimbursement request.
+  - If the expenses is covered under the Special Request policy, Speedcubing Canada’s Board of Directors _unanimously_ vote in favour of approving the reimbursement request.
     - If a Director is the individual making the reimbursement request, they **must not** participate in the vote and the remaining Directors unanimously voting in favour of approving the reimbursement request is required.
-- Reimbursement requests _should_ be processed within 30 days of when the email request is received.
+- Reimbursement requests _should_ be processed within 30 days of when the form is submitted.
 
 ## Payment
 

public/src/supported-events-policy.md

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-Version: 1.1
-Updated: July 22, 2023
+Version: 1.2
+Updated: October 9, 2023
 
 # Speedcubing Canada Supported Events Policy
 
 Uses of the words “must”, “must not”, “should”, “should not” and “may” match [RFC 2119](https://www.ietf.org/rfc/rfc2119.txt).
 
+Speedcubing Canada Supported Event recognition request form: https://forms.gle/Q5e5BHBkDfhoPq8S6
+
 All dollar amounts discussed are in Canadian dollars.
 
 Speedcubing Canada’s Board of Directors reserves the right to modify this document if a majority of not less than two-thirds (2/3) of Speedcubing Canada’s Board of Directors vote in favour of the modification.
@@ -18,16 +20,16 @@ A Speedcubing Canada Supported Event is an event, usually an official World Cube
 ## Recognition Process
 
 - Written notice from Speedcubing Canada’s Board of Directors **must** be obtained to officially recognize a Speedcubing Canada Supported Event.
-- Individual(s) and/or group(s) seeking to run a Speedcubing Canada Supported Event **must** email [[email protected]](mailto:[email protected]) to request that their event be recognized as a Speedcubing Canada Supported Event.
-  - The email **must** include a detailed, itemized budget for the event, including all expenses and sources of income.
+- Individual(s) and/or group(s) seeking to run a Speedcubing Canada Supported Event **must** submit the following form to request that their event be recognized as a Speedcubing Canada Supported Event: https://forms.gle/Q5e5BHBkDfhoPq8S6.
+  - The request **must** include a detailed, itemized budget for the event, including all expenses and sources of income.
     - The budget _should_ be balanced and _should_ include a margin of at least 10% to account for unexpected costs and circumstances.
-  - The email **must** include the proposed name, date(s) and location of the event.
-  - The email _should_ include a venue contract or agreement.
+  - The request **must** include the proposed name, date(s) and location of the event.
+  - The request _should_ include a venue contract or agreement.
     - If not provided, Speedcubing Canada’s Board of Directors reserves the right to request a venue contract or agreement.
-  - If the email request is made by a Speedcubing Canada Director or Officer, the event will be recognized as a Speedcubing Canada Supported Event unless a Director raises an objection within 72 hours of the request.
+  - If the request is made by a Speedcubing Canada Director or Officer, the event will be recognized as a Speedcubing Canada Supported Event unless a Director raises an objection within 72 hours of the request.
     - If an objection is raised by a Director, the event will be recognized as a Speedcubing Canada Supported Event if a majority of not less than two-thirds (2/3) of Speedcubing Canada’s Board of Directors vote in favour of recognition.
-      - If an objection is raised and the email request is made by a Director, they **must not** participate in the vote and a majority of not less than two-thirds (2/3) of the remaining Directors voting in favour of recognition is required.
-  - If the email request is made by individual(s) and/or group(s) who are not a Speedcubing Canada Director or Officer, the event will be recognized as a Speedcubing Canada Supported Event if a majority of not less than two-thirds (2/3) of Speedcubing Canada’s Board of Directors vote in favour of recognition.
+      - If an objection is raised and the request is made by a Director, they **must not** participate in the vote and a majority of not less than two-thirds (2/3) of the remaining Directors voting in favour of recognition is required.
+  - If the request is made by individual(s) and/or group(s) who are not a Speedcubing Canada Director or Officer, the event will be recognized as a Speedcubing Canada Supported Event if a majority of not less than two-thirds (2/3) of Speedcubing Canada’s Board of Directors vote in favour of recognition.
 
 ## Organizational and Financial Requirements
 
@@ -37,7 +39,7 @@ A Speedcubing Canada Supported Event is an event, usually an official World Cube
   - The “I want to enable donations additionally to collecting the registration fees” option **must not** be selected since Speedcubing Canada is not a soliciting corporation.
 - Any and all surplus of funds from Speedcubing Canada Supported Events **must** be returned to Speedcubing Canada’s corporate bank account(s).
 - If a charitable donation is being made as part of the a Speedcubing Canada Supported Event’s budget, the charity **must** be a registered charity in Canada.
-- For a one-day Speedcubing Canada Supported Event (defined as a competition with a planned schedule with a total duration of 6 hours or more; exceptions to this definition may apply, at the discretion of Speedcubing Canada’s Board of Directors), the base registration fee _should_ be no less than $30.00.
+- For a minimum one-day Speedcubing Canada Supported Event (defined as a competition with a planned schedule with a total duration of 6 hours or more; exceptions to this definition may apply, at the discretion of Speedcubing Canada’s Board of Directors), the base registration fee _should_ be no less than $30.00.
 - Any and all reimbursements to individual(s) and/or group(s) for a Speedcubing Canada Supported Event **must** be made in accordance with the latest version of the [Speedcubing Canada Reimbursement Policy](https://www.speedcubingcanada.org/documents/reimbursement-policy.pdf).
 - Speedcubing Canada’s Board of Directors reserves the right to request a full financial report for a Speedcubing Canada Supported Event from the individual(s) and/or group(s) who organized the event.
   - If requested, a full financial report **must** be returned to Speedcubing Canada’s Board of Directors within 30 days of the request.