Merge pull request #230 from jdswinbank/deprecate-finance-wiki

Deprecate finance wiki. Update finance docs.

Author: kelle

finance/README.md

@@ -0,0 +1,55 @@
+# Astropy Financial Management
+
+## Contents
+
+- [`community-updates`](https://github.com/astropy/astropy-project/tree/main/finance/community-updates) is an archive of financial updates posted to the `astropy-dev` mailing list.
+- [`jobs`](https://github.com/astropy/astropy-project/tree/main/finance/jobs) is an archive of job advertisements issued by the Astropy Project.
+- [`process`](https://github.com/astropy/astropy-project/tree/main/finance/process) documents our processes and policies for financial management. In particular, it provides *guidance for requesting funding*.
+- [`proposal-calls`](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls) records materials related to calls for projects and proposals funded by Astropy.
+
+## Finance Committee
+
+The Finance Committee was convened in an interim basis in December 2019.
+Its status was confirmed and the “interim” designation removed following the CoCo3 election in September 2021.
+
+### Charge
+
+Committee members are charged with filling the role [described on the Astropy website](https://www.astropy.org/team.html#role-responsibilities).
+
+### Membership
+
+Current members are [listed on astropy.org](https://www.astropy.org/team.html#finance_committee_member).
+
+#### Alumni
+
+- Steve Crawford (Ombudsperson; @crawfordsm)
+- Hans Moritz Günther (@hamogu)
+
+### Communications
+
+#### Committee Business
+
+The running notes of the committee are public and open for comment.
+Notes are available covering various periods:
+
+- [December 2019 through April 2021](https://docs.google.com/document/d/193ERJ6wMNPaNjGSWbS94KHGnojpZ_zwXxWTi9L2etSo/edit#heading=h.w71o1ycqjoz);
+- [April 2021 onwards](https://docs.google.com/document/d/1OpSEtJC0jQINTB-YNexxgnHX7-J6HRSkiPKYWBSCOfg/edit?usp=sharing).
+
+The committee uses the public [#finance-committee](https://astropy.slack.com/archives/CRE40TXTK) channel on Slack and the issue tracker in the [astropy-project repo](https://github.com/astropy/astropy-project/issues) to track its activities.
+
+#### Feedback
+
+We welcome feedback, questions, and comments on this committee's activities via any of the following methods:
+
+- Comment on the running notes linked above.
+- Message in [#finance-committee](https://astropy.slack.com/archives/CRE40TXTK) on Slack.
+- Make an issue in the [astropy-project repo](https://github.com/astropy/astropy-project/issues).
+- Email to [email protected].
+
+Note that none of these communications channels provide an expectation of privacy: the first three are self-evidently public, while the e-mail address forwards to a Google Group where your message may be archived and we cannot guarantee that it will not be disclosed in the future.
+If you need to discuss a private matter with the committee, please reach out to them in a Slack direct message.
+
+### Policies
+
+The committee conducts its business according to a set of agreed [Policies](https://github.com/astropy/project/blob/main/finance/process/policies.rst).
+Suggestions of changes to these policies are welcome; please use the communication channels described above.

finance/finance-ctte-intro.txt

@@ -1,16 +1,16 @@
-##################################
-Interim Finance Committee Policies
-##################################
+##########################
+Finance Committee Policies
+##########################
 
-This document records policies adopted by the `Astropy Interim Finance Committee`_ (hereafter “the Committee”).
+This document records policies adopted by the `Astropy Finance Committee`_ (hereafter “the Committee”).
 It is a “living document” which is expected to evolve over time.
 
-.. _Astropy Interim Finance Committee: https://github.com/astropy/astropy-project/wiki/Financial-Management#interim-finance-committee
+.. _Astropy Finance Committee: https://github.com/astropy/astropy-project/tree/main/finance
 
 Role and responsibilities of the Committee
 ==========================================
 
-#. The Committee is responsible for executing the charge described at https://github.com/astropy/astropy-project/wiki/Financial-Management.
+#. The Committee is responsible for executing the charge described at https://www.astropy.org/team.html#finance_committee_member.
 
    (Agreed `2019-12-20`__)
 

finance/funding_requests.md

@@ -2,7 +2,8 @@
 Finance Committee Procedures
 ############################
 
-This document contains procedures for the Astropy Finance Committee. Note this is distinct from the `policies document <finance-ctte-policies.rst>_, in that this one is more focused on specific procedures/technical aspects rather than policy guidelines.
+This document contains procedures for the Astropy Finance Committee.
+Note this is distinct from the `policies document <policies.rst>`_, in that this one is more focused on specific procedures/technical aspects rather than policy guidelines.
 
 Adding a Member to the Committee
 ================================

finance/finance-ctte-policy.rst renamed to finance/process/policies.rst

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+# Guidelines for Requesting Funding
+
+While the Astropy project wants to make life easy for all the volunteers and people working towards our shared goal we need to make sure we spend grant money in a fiscally responsible way.
+This policy thus aims to strike a balance between as little bureaucracy as possible and ensuring that Astropy has all the documentation required by funders supporting Astropy.
+
+*This is a living document, which will continue to evolve based on inputs from the Finance Committee and the community as a whole.*
+
+The following provides a description for how to obtain funding for different types of activities. All funding requests should be made to the Astropy Finance Committee.
+If you have questions on how to apply this process please email [email protected] or open an issue.
+
+## Travel
+
+Travel requests should be made as early as possible and at least one month before travel.
+Requests made less than one month before the travel is to occur will still be considered but should include a justification for the timing.
+
+### Prior to Travel
+
+Send an email to [email protected] with the subject line "Request for Travel Funding" and include the following information:
+
+* Name
+* Description
+* Total Request
+* Itemized Budget
+* Advance needed
+
+If you are calculating your request using per diem, the please use the current [US Government per diem rates](https://www.gsa.gov/travel/plan-book/per-diem-rates).
+These rates should be considered maximum values and requests less than that amount can be submitted for reimbursement.
+
+Flights should be booked in economy class.
+If the flight is over 4 hours and the additional cost is less than 20%, a higher class of seating may be booked.
+We encourage travel plans to be optimized for efficiency.
+If additional costs are required, a justification should be submitted for approval.
+Medical reasons are an acceptable justification for higher costs.
+
+In general, you should attempt to minimize the environmental impact of your travel.
+
+The Finance Committee will aim to provide approval within 1 week of the request.
+
+### After Travel
+
+Within two weeks of completing your trip you should submit your reimbursement request via the [NumFOCUS Rocket form](https://numfocus.typeform.com/to/oTBLP2).
+You will need to include itemized receipts for all travel costs. You will also need to provide information for your preferred payment method, e.g. bank account and routing number, Paypal account, etc.
+
+You should notify the Finance Committee that you have submitted a request via email so that the payment can be approved.
+A member of the Finance Committee will review the request and provide approval to NumFOCUS for the payment.
+
+Payment will be made to you directly by NumFOCUS, typically within 30 days after approval.
+
+## Contract Work
+
+The Finance Committee expects to continue to periodically organize calls for proposals of work that could be carried out under contract based on the terms of available funding.
+The Committee aims to make this process as fair and open as possible; your feedback is welcome at any time.
+
+In addition, we accept proposals for ad hoc contracts any time, following the procedure described below.
+
+### Contracts
+
+To request a contract send an email to [email protected] with the subject line "Request for Contract" and include the following information:
+
+* Name and email of contractor
+* Statement of Work (SOW)
+* Proposed hourly rate and number of work hours
+
+If the request is not coming from or already solicited by the coordination committee, the finance committee will seek approval for this contract from the Coordination Committee.
+The Finance Committee will negotiate the terms of the contract. The contract must be approved by a majority (>50%) of the finance committee.
+In cases where a substantial portion of the committee has a conflict of interest on the decision, approval requires unanimous approval of the remaining members.
+
+Once the contract terms are approved the Finance Committee will work with NumFOCUS and the contractor to draw up and execute the contract.
+
+### Payment for Contractors
+
+Contractors should bill for hours worked by submitting itemized invoices through the [NumFOCUS Rocket form](https://numfocus.typeform.com/to/hdLb0e).
+Contractors will need to include a W-9 as applicable and should indicate if the work is related to a specific grant. Invoices should be submitted following the timeline indicated in the contract.
+
+A member of the Finance Committee will review the invoice and provide approval to NumFOCUS for the payment.
+
+Payment will be made to the contractor directly from NumFOCUS, typically within 30 days after approval.
+
+Contracts should be reviewed at least yearly. If necessary, renewals or extensions can be requested via email to [email protected].
+
+## Supplies, hardware, laptops
+
+In general, Astropy does not provide supplies for Project members.
+However, if there is a project-motivated need for a purchase of supplies (for example, a laptop for a defined Astropy purpose), the Finance Committee will evaluate those requests on a case-by-case basis.
+
+## Other Requests for Funding
+
+Any other requests for funding should be made via an email to [email protected]. Please include your name, an explanation of the funding being requested, and a budget. Funding requests will be reviewed for approval by the Finance Committee and feedback will be provided including the next steps if appropriate.
+
+## General Policies
+
+The Finance Committee will make every effort to ensure that this policy remains accurate and up-to-date. From time to time the Finance Committee may need to revise this policy. Any major changes to this policy will be communicated to the community through the usual communication channels in an expedited manner.
+
+If you have suggestions to improve these policies, please open an issue or pull request in https://github.com/astropy/astropy-project.