FAMNA Reimbursement Guidelines

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= Guideline for Fund Requests/ Reimbursements - NA Region =
 
 
{{draft}}
 
  
 
{{admon/caution | Since this is a guideline please do not make any changes. This wiki page is maintained by the FAmSCo members based in North America. Currently, this is [[User:Herlo|Clint Savage (herlo)]] and [[User:nb|Nick Bebout (nb)]]. Please contact them for more clarifications.}}
 
{{admon/caution | Since this is a guideline please do not make any changes. This wiki page is maintained by the FAmSCo members based in North America. Currently, this is [[User:Herlo|Clint Savage (herlo)]] and [[User:nb|Nick Bebout (nb)]]. Please contact them for more clarifications.}}
  
{{admon/note | Following guideline should be applied ONLY for Fedora Ambassadors North America (FAmNA) related with expenses for NA.}}
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{{admon/note | The following guidelines apply ONLY to Fedora Ambassadors North America (FAmNA). If you're not from NA, please follow the guidelines of your region ([[Ambassadors/EMEA/Reimbursement|EMEA]], [[Ambassadors/APAC/Reimbursement|APAC]], [[Ambassadors/LATAM/Reimbursement|LATAM]]).}}
  
 
== Introduction ==
 
== Introduction ==
  
The NA-specific reimbursement guidelines are related to the change of budget handling within the Fedora community. Each region now has its own budget and can set its own guidelines to handle budget requests within limits given by [[FAmSCo]] and [[Category:OSAS|OSAS]].  
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The NA-specific reimbursement guidelines are related to the change of budget handling within the Fedora community. Each region now has its own budget and can set its own guidelines to handle budget requests within limits given by [[FAmSCo]] and [[:Category:OSAS|OSAS]].
  
== Process ==
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{{admon/note | Most FAmNA expenses are prepaid and do not require reimbursement. This guideline is in the rare exception when reimbursement is required.}}
  
Following is the process that should be followed.
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== Events ==
 
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=== Events ===
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# Create a wiki page with information about your event (eg: Date and venue, purpose, tentative agenda, detailed budget break down ...)
 
# Create a wiki page with information about your event (eg: Date and venue, purpose, tentative agenda, detailed budget break down ...)
# Anyone can create the event wiki page, but there should be an event owner (there can be one or more event owners)
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# Anyone can create an event wiki page. There '''MUST''' be an event owner (there can be one or more event owners)
# FAmNA meetings are held every Tuesday at 21:00ET, please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved.
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# FAmNA meetings are held every Tuesday at 21:00ET (9pm Eastern Time), please participate in the [[Ambassadors/Meetings|next meeting]] and get your request approved.
  
=== Travel Subsidies ===
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== Travel Subsidies ==
  
If you want to represent Fedora in another territory it is possible to ask for travel subsidies to cover the expenses. In such situations, we try our best to cover travel expenses including air fare/fuel/bus fare, accommodation, visa fee (other expenses such as expenses for food will not be considered). Depending on the available budget the request may be approved fully or partially.
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Representing Fedora at an event or hackfest outside the local area can include reimbursed travel expenses. Travel expenses including airfare/fuel/bus fare, boarding/hotel accommodation, etc can be reimbursed, depending on the available budget the request may be approved fully or partially.
  
# Please make a request at least a month before so that we can save some money on air fare since those figures go high soon.
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# Please follow [[Sponsoring event attendees]].
# Open a ticket at Fedora LATAM trac with a full description, cost breakdown of your travel plan.
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# FAmNA meetings are held every Tuesday at 21:00ET (9pm Eastern Time), please participate in the [[Ambassadors/Meetings|next meeting]] and get your request approved.
# LATAM meetings are held every second Wednesday 22:30 UTC, please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved.
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# Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.
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=== Other ===
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== Other ==
  
# Only Fedora contributors can request funds or other needs (eg: media/swag production)
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# Only Fedora contributors can request funds or other needs.
# FAmNA meetings are held every Tuesday 21:00ET, please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved.
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# FAmNA meetings are held every Tuesday 21:00ET (9pm Eastern Time), please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved.
  
== Important ==
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== General Considerations for Reimbursements ==
  
 
* No reimbursements for personal purposes (eg: Business cards)
 
* No reimbursements for personal purposes (eg: Business cards)
* <s>Requests from Non-FAms will be directed to local FAms.</s>
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* Don't spend money before the request is approved.
* Don't spend money before your request is approved.
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* All amounts should be in USD (US Dollars)
 
* All amounts should be in USD (US Dollars)
* Don't spend more than what you have requested.
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* Don't spend more than the amount requested.
* Once the amount is reimbursed, confirm (closing the ticket with a comment) that you have collected money.
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* Once the amount is reimbursed, confirm payment.
* Fedora does not feed you.
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* Fedora does not reimburse costs for feeding individuals. Some group events may be excluded, but a request must be made in advance and would fit under 'Other' above.
* All predictable and large expenses need to be planned in regional budgets prior to a quarter when they happen. Requests filed before a quarterly budget is approved have better chances to get accepted.
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* All predictable and large expenses need to be planned in regional budgets prior to a quarter when they happen. Requests filed before a quarterly budget is approved have better chance of being accepted.
 
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{{admon/note | Advanced Payments,
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In some special cases, it may be possible to arrange an advanced payment before receipts submit. If such arrangement is required please bring it to the weekly FAmNA meeting.}}
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== Methods of Reimbursements ==
 
== Methods of Reimbursements ==
  
Prefer method of reimburse is Paypal. Alternative methods can be used, but must be made at the time of approval.
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Reimbursements in the North America region are made via PayPal.
  
 
[[Category:Ambassadors]] [[Category:AmbassadorsNorthAmerica]]
 
[[Category:Ambassadors]] [[Category:AmbassadorsNorthAmerica]]

Latest revision as of 14:53, 26 November 2012

Stop (medium size).png
Since this is a guideline please do not make any changes. This wiki page is maintained by the FAmSCo members based in North America. Currently, this is Clint Savage (herlo) and Nick Bebout (nb). Please contact them for more clarifications.
Note.png
The following guidelines apply ONLY to Fedora Ambassadors North America (FAmNA). If you're not from NA, please follow the guidelines of your region (EMEA, APAC, LATAM).

Contents

[edit] Introduction

The NA-specific reimbursement guidelines are related to the change of budget handling within the Fedora community. Each region now has its own budget and can set its own guidelines to handle budget requests within limits given by FAmSCo and OSAS.

Note.png
Most FAmNA expenses are prepaid and do not require reimbursement. This guideline is in the rare exception when reimbursement is required.

[edit] Events

  1. Create a wiki page with information about your event (eg: Date and venue, purpose, tentative agenda, detailed budget break down ...)
  2. Anyone can create an event wiki page. There MUST be an event owner (there can be one or more event owners)
  3. FAmNA meetings are held every Tuesday at 21:00ET (9pm Eastern Time), please participate in the next meeting and get your request approved.

[edit] Travel Subsidies

Representing Fedora at an event or hackfest outside the local area can include reimbursed travel expenses. Travel expenses including airfare/fuel/bus fare, boarding/hotel accommodation, etc can be reimbursed, depending on the available budget the request may be approved fully or partially.

  1. Please follow Sponsoring event attendees.
  2. FAmNA meetings are held every Tuesday at 21:00ET (9pm Eastern Time), please participate in the next meeting and get your request approved.

[edit] Other

  1. Only Fedora contributors can request funds or other needs.
  2. FAmNA meetings are held every Tuesday 21:00ET (9pm Eastern Time), please participate for the next meeting and get your request approved.

[edit] General Considerations for Reimbursements

  • No reimbursements for personal purposes (eg: Business cards)
  • Don't spend money before the request is approved.
  • All amounts should be in USD (US Dollars)
  • Don't spend more than the amount requested.
  • Once the amount is reimbursed, confirm payment.
  • Fedora does not reimburse costs for feeding individuals. Some group events may be excluded, but a request must be made in advance and would fit under 'Other' above.
  • All predictable and large expenses need to be planned in regional budgets prior to a quarter when they happen. Requests filed before a quarterly budget is approved have better chance of being accepted.

[edit] Methods of Reimbursements

Reimbursements in the North America region are made via PayPal.