Community credit card process

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{{admon/important | These is a subsection draft of the larger Process around [[Reimbursements]] and [[Sponsoring event attendees]].}}
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{{admon/important | This page is part of the larger process around [[Reimbursements]] and [[Sponsoring event attendees]].}}
  
== Process for payment with the community credit cards ==
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{{admon/note | Let community card holders pay bills for you! | In NA, EMEA, and LATAM, we have community credit cards that can be used for expenses.  The receipts are collected by the card's main point of contact, and Red Hat pays the credit card bill from the [[Community Architecture]] budget.  The points of contact are [[User:Inode0|John Rose]] (NA), [[User:Jsimon|Joerg Simon]] (EMEA), and [[User:Yn1v|Neville Cross]] (LATAM).}}
{{admon/note | Let Community Card Holders pay for you | In NA, EMEA, and LATAM, we have community credit cards that can be used for expenses.  The receipts are collected by the card's main point of contact, and Red Hat pays the credit card bill from the Community Architecture budget.  The points of contact are [[User:Inode0|John Rose]] (NA), [[User:Jsimon|Joerg Simon]] (EMEA), and [[User:Yn1v|Neville Cross]] (LATAM).}}
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=== Where are the Community Credit Cards most usable? ===
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=== What can the cards be used for? ===
* buy things online on trusted online platforms!
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* reimburse with paypal
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* SWAG Vendors who accept card payments
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* Vendors for Booth decoration who accept card payments
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* pre-pay for hotel accomodation
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* pre-pay travel tickets
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* buy dinners ;)
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* pay for SWAG shipment
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* ... feel free to add more what could make sence
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=== Payment Regulation ===
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Assuming that '''the expense has been approved''', the cards can be used for:
There are 3 scenarios
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# initial Request goes to FAmSCo
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* Purchasing materials needed for Fedora from trusted online sellers.
# initial Request goes to CommArch
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* Linking the card to PayPal for reimbursing Fedora expenses.
# initial Request goes to the Card Holder
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* Vendors for swag, media, etc. who accept credit card payments.
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* Sponsorship of booths/events that accept credit card payments.
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* Paying for hotel accomodations.
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* Paying for travel tickets (air, train, etc.)
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* Meals
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* Shipping
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* etc.
  
for each scenario there are 3 stages which provide the necessary peer-review and transparency.
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=== Approval of expenses ===
  
# the initial Community-/Contributor-Request - like from a individual person or the fudcon-planning group etc. ...
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There are several parts of Fedora that can approve an expense on the community credit cards:
# PeerReview and approval
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## Regional ambassador meeting
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## FAMSCo makes a special decision
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## Community team or FPL makes a request or makes a decision
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## FUDCon or FAD planners need some budget
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# direct handling of the payment by Card Holder with vendor, group or contributor
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[[File:fedora_comm_card_process.png]]
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# Initial request goes to [[FAMSCO]] and is routed to the appropriate card holder.
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# Initial request goes to a member of [[Community Architecture]] or to the [[FPL]].
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# Initial request goes directly to one of the card holders.
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# One of the cardholders makes a judgement decision to have an expense, or if something urgent comes up.
  
{{admon/note | Communication/Decission-Making/Process-Reporting | goes into the [https://fedorahosted.org/famsco/ FAmSCo Tracking-System] - do not forget to cc the responsible CardHolders in Trac and choose your region, so we know which region needs the money! [[JoergSimon | FAmSCo Trac Admin ]] keeps sure that card holders have full access to the FAmSCo-Trac!}}
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What does this mean? It means that for each scenario above, there are several ways that transparency is maintained:
  
'''Special Cases'''
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# The initial requestor, which is an individual contributor, an event owner, a FUDCon or FAD organizer, a regional ambassador leader, etc.
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# Peer review and approval.
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## Regional ambassador meeting.
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## FAMSCo makes a decision.
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## Community team or FPL makes a decision.
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# Direct handling of the payment by card holder.
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[[File:fedora_comm_card_process.png]]
  
* If a Card Holder has to make a urgent decision - for a payment and can not create a ticket first, he is in charge to report the use of budget in the tracking system to provide a predictable budget.
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{{admon/note | Opening tickets and tracking requests | We are currently using the [https://fedorahosted.org/famsco/ FAmSCo trac instance].  Cc the responsible card holders in trac and choose your region, so we know which region needs the money.  If you have questions, contact the [[User:Jsimon|FAmSCo trac admin]].}}

Latest revision as of 03:46, 27 July 2011

Important.png
This page is part of the larger process around Reimbursements and Sponsoring event attendees.
Note.png
Let community card holders pay bills for you!
In NA, EMEA, and LATAM, we have community credit cards that can be used for expenses. The receipts are collected by the card's main point of contact, and Red Hat pays the credit card bill from the Community Architecture budget. The points of contact are John Rose (NA), Joerg Simon (EMEA), and Neville Cross (LATAM).

[edit] What can the cards be used for?

Assuming that the expense has been approved, the cards can be used for:

  • Purchasing materials needed for Fedora from trusted online sellers.
  • Linking the card to PayPal for reimbursing Fedora expenses.
  • Vendors for swag, media, etc. who accept credit card payments.
  • Sponsorship of booths/events that accept credit card payments.
  • Paying for hotel accomodations.
  • Paying for travel tickets (air, train, etc.)
  • Meals
  • Shipping
  • etc.

[edit] Approval of expenses

There are several parts of Fedora that can approve an expense on the community credit cards:

  1. Initial request goes to FAMSCO and is routed to the appropriate card holder.
  2. Initial request goes to a member of Community Architecture or to the FPL.
  3. Initial request goes directly to one of the card holders.
  4. One of the cardholders makes a judgement decision to have an expense, or if something urgent comes up.

What does this mean? It means that for each scenario above, there are several ways that transparency is maintained:

  1. The initial requestor, which is an individual contributor, an event owner, a FUDCon or FAD organizer, a regional ambassador leader, etc.
  2. Peer review and approval.
    1. Regional ambassador meeting.
    2. FAMSCo makes a decision.
    3. Community team or FPL makes a decision.
  3. Direct handling of the payment by card holder.

Fedora comm card process.png

Note.png
Opening tickets and tracking requests
We are currently using the FAmSCo trac instance. Cc the responsible card holders in trac and choose your region, so we know which region needs the money. If you have questions, contact the FAmSCo trac admin.