Terminology
About
About the Terminology Page
This terminology page provides a concise and standardized reference guide for key terms used in The IO Foundation's procedures.
A
Accommodation
The temporary lodging (e.g., hotel, rental or dorm) where a member stays during a given activity.
Activity
A specific event, task, or undertaking organized or supported by the organization, typically designed to achieve a particular purpose or contribute to a broader initiative or project from The IO Foundation.
Activity Country
The country where a given activity is held.
Activity Location
The location (city, village, etc.) where a given activity takes place.
Activity Venue
The specific venue (e.g., conference center, hall or facility) where a given activity occurs.
Allowance
A predetermined amount of money provided by the organization to a member to cover specific expenses (such as meals, travel or lodging), during organization-related activities, often based on an allowance reference or applicable policies.
Allowance Reference
The official source or standard (e.g., organizational policy, government regulation, or industry guideline) used to determine the rates or amounts for allowances, such as per diem, travel expenses or meal allowances, ensuring consistency and compliance in calculations.
B
C
D
E
F
Filing
The act of submitting invoices, receipts or other financial documentation to the organization for processing, typically to request reimbursement or record expenses incurred during organizational activities.
Filing Deadline (Soft)
The date by which a member should submit receipts for expenses incurred during a given activity to be reimbursed in the current payment cycle. Late submissions may be processed in the next payment cycle should the project specifications allow it.
Filing Deadline (Hard)
The final date by which a member must submit receipts for expenses incurred during an activity. No reimbursement will be possible for submissions received after this date.
G
H
Home Country
The country where a member permanently resides or holds primary citizenship.
Home Residence
The primary residence or permanent address where the member lives.
I
Insurance
A policy purchased by the organization or member to provide protection against specified risks, such as health, travel or liability, covering potential costs or losses during organizational activities or employment.
Invoice
A document issued by a member or vendor to the organization, detailing services rendered or goods provided, including costs, quantities and payment terms, typically submitted for approval and payment processing.
J
K
L
M
Meals
Food and beverage expenses incurred by a member during organization-related activities, often covered by a per diem allowance or eligible for reimbursement based on organizational policies.
Mileage
The distance traveled (in kilometers) when a member uses their personal vehicle for activity-related displacements, often tracked for reimbursement purposes.
N
O
Office
The designated workplace or office location assigned to a given member for their regular duties.
P
Per Diem
A daily allowance provided to members to cover expenses such as meals, lodging and incidental costs incurred during organization-related activities.
Q
R
Reimbursement
The repayment provided by the organization to a member for approved out-of-pocket expenses incurred during organization-related activities, such as travel, supplies, or other authorized costs.
Reimbursement Deadline
The date by which the organization commits to processing and issuing payment for approved expense reimbursements submitted by a member, typically aligned with the organization's payment cycle.
S
Salary
A fixed, regular payment made by an organization to a member, in accordance to their Terms of Reference, for their work or services, typically expressed as an annual amount and paid in installments (e.g., monthly).
T
Transportation
The means or arrangements used by a member to travel to, from or during organization-related activities, including methods such as flights, trains, buses, boats, eHail services or personal vehicles, often subject to reimbursement or organizational support based on applicable policies.
Transportation Hub
The primary transportation hub(s) (e.g., airport, train station or seaport) used for travel to/from a given activity.
Transportation Method
The mode of transport used to reach a given activity (e.g., flight, train, bus, boat or eHail services).
Terms of Reference (ToR)
A document signed between a member and The IO Foundation outlining the purpose, scope, responsibilities and operational guidelines for a specific project, initiative or role within the organization, serving as a framework to define objectives, deliverables and expectations for all parties.
U
V
W
X
Y
Z
Last updated