User:Herlo/Reimbursement Process

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This page is a draft only
It is still under construction and content may change. Do not rely on the information on this page.

Let the Fedora community pay bills for you! The process below is here to make it simpler to get paid / reimbursed for Fedora related expenses.

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The following is the reimbursement process guidelines. Please read this document thoroughly before you consider spending money, planning an event, etc. for or related to the Fedora Project.

Contents

What can be reimbursed/paid for?

Assuming that the expense has been approved, things that can be paid are:

  • Purchasing materials needed for Fedora from trusted online sellers
  • Reimbursing Fedora expenses
  • Vendors for swag, media, etc.
  • Sponsorship of booths/events
  • Paying for hotel accomodations
  • Paying for travel tickets (air, train, etc.)
  • Meals
  • Shipping
  • etc.

What CANNOT be reimbursed/paid for?

Expenses for specific events are not covered. These events are:

Approval of expenses

There are several groups within the Fedora Project that can approve and pay/reimburse expenses. However, there are a few requirements to get a payment/reimbursement:

  • All requests should be documented clearly for transparency
  • Each request must be submitted prior to any event or activity where reimbursement/payment may be expected
  • Approval is based upon estimates. Payment amounts may differ from the approved amount
  • The recommended way is to file tickets is via the appropriate Trac ticket tracker

How the request is processed is based upon the requested amount:

$0-499 USD

  • The request requires approval from at least one of the following:
  • The application must be submitted to the approver with the required details listed above.
  • The approver will document the approval of the request with a specific limit
    • The approver will indicate whether the expense will be paid directly or reimbursed later.

$500-1999 USD

  • The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
  • It is strongly recommended that the committee which approves these funds be made up of at least five (5) individuals

$2000+ USD

  • Requires approval from FAmSCo
  • A ticket must be filed on the FAmSCo Trac prior to the expenditures to be considered
    • More time prior to the expenditure will give a better chance of getting the appropriate documentation and approvals
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Any amount $5000+ USD must also have a Purchase Order (PO) from Red Hat. The Credit Card holders are not approved above these limits. In this case, the approval process could take considerably longer and will likely require more detail to obtain approval.

Caveats

  • If the actual amount is greater than the estimate by more than $100 USD, the approver will use their best judgment to either reimburse the overage, or ask for a review from the appropriate regional community (APAC, EMEA, LATAM, or NA).