Reimbursements

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{{admon/note | Recipts are crucial. | Every expense related to the Fedora Project's budget must have a receipt.  Receipts are the key to getting reimbursed for your costs.  Get receipts for everything, and keep them in a safe place so you can either give or transmit them to the budget managers for reimbursement.  No receipt means no reimbursement.  This is non-negotiable, sorry!}}
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{{autolang|base=yes}}
  
The following sections give you options for how to get reimbursed, in order of decreasing preference:
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{{admon/important | Receipts are crucial. | Every expense related to the Fedora Project's budget must have a receipt.  Receipts are the key to getting reimbursed for your costs.  Get receipts for everything, and keep them in a safe place so you can either give or transmit them to the budget managers for reimbursement. Please do not mix up private and Fedora items in one receipt. No receipt means no reimbursement.  This is non-negotiable, sorry!}}
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== Budget Request and Reimbursement Guidelines ==
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All budget requests over $2000 need to be approved by [[Fedora_Ambassadors_Steering_Committee|FAmSCo]]. Regions deal with requests up to $2000 and each one has its own guidelines and rules for budget requests and reimbursements:
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* [[Ambassadors/APAC/Reimbursement|APAC]] (Asia and Pacific)
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* [[Ambassadors/EMEA/Reimbursement|EMEA]] (Europe, Middle East and Africa)
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* [[Ambassadors/LATAM/Reimbursement|LATAM]] (Latin America)
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* [[FAMNA_Reimbursement_Guidelines|NA]] (North America)
  
 
== Having others pay for you ==
 
== Having others pay for you ==
  
You can avoid being a middle-man by having certain other people pay bills directly.  ''This is recommended, whenever possible!''
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You can avoid being a middle-man by having certain other people pay bills directly.  '''This is recommended whenever possible!'''
  
* The [[Community Architecture]] team can pay with their Red Hat credit cards.
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* In APAC, [[User:HarishPillay|Harish Pillay]] is your point of contact, and he in turn bills the expense to the Community Architecture budget.
* In India, [[SankarshanMukhopadhyay|Sankarshan]] is your point of contact, and he in turn bills the expense to the Community Architecture budget.
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* 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).  See our [[Community credit card process|community credit card process]] page for more information.
* In APAC, [[HarishPillay|Harish]] is your point of contact, and he in turn bills the expense to the Community Architecture budget.
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* In EMEA, <s>the expense can be paid for directly by the non-profit organization in that region</s> there is no non-profit organization any longer and nobody can pay anything as long as we don't have credit cards.
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* In NA, [[MaxSpevack|Spevack]] is your point of contact, and he in turn bills the expense to the Community Architecture budget.
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* In LATAM, [[MaxSpevack|Spevack]] is your point of contact, and he in turn bills the expense to the Community Architecture budget.
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== Paying for things yourself ==
 
== Paying for things yourself ==
  
In order to be reimbursed for Fedora-related expenses that you pay yourself, one of the following options must be acceptable:
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In order to be reimbursed for Fedora-related expenses that you pay out of your own pocket, you must be able to be reimbursed via PayPal.
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{{admon/important | Cash reimbursments. | In the past, we would reimburse people in cash and have them sign a receipt.  This reimbursement method has been eliminated, because it is too dependent upon people being in the same physical location and it does not scale.}}
  
# It is paid for by you, and you are able to be reimbursed via PayPal. This method is preferred in almost all cases.
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{{admon/note | No personalized items | Fedora generally does not pay for personalized items such as business cards. Exceptions may be granted per region.}}
# It is paid for by you, and you are able to be reimbursed via cash.  This method will require you to wait until you are in the same physical location as [[MaxSpevack|Max]], and it is therefore least preferred except with people who see Max very often and who cannot take PayPal.
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We are using [https://fedorahosted.org/famsco/newticket FAmSCo's ticketing system] to track reimbursement requests.
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== Documentation ==
  
Hit "Login" on the right hand top corner and enter your fasinfo to create a new ticket.
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As stated earlier, every expense related to Fedora must have a receipt.
  
''Your ticket should include as attachments any receipts, documentation, or other information that is neededFeel free to encrypt anything you like with [[MaxSpevack|Max's]] gpg key.''
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Your Fedora wiki user page must be updated with information about yourself, what you do in Fedora, etcThis is necessary because it allows financial auditors to give a "+1" to the expenses, because they can see the connection to Fedora.
  
It is also '''essential''' that your Fedora wiki page be updated with information about yourself, what you do in Fedora, etc.  This is necessary because it allows financial auditors to give a "+1" to the expenses, because they can see the connection to Fedora.
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== Deadlines ==
  
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Expenses must be submitted within two weeks of being incurred.
  
 
[[Category:Ambassadors]] [[Category:Events]]
 
[[Category:Ambassadors]] [[Category:Events]]

Revision as of 18:57, 13 May 2013

Important.png
Receipts are crucial.
Every expense related to the Fedora Project's budget must have a receipt. Receipts are the key to getting reimbursed for your costs. Get receipts for everything, and keep them in a safe place so you can either give or transmit them to the budget managers for reimbursement. Please do not mix up private and Fedora items in one receipt. No receipt means no reimbursement. This is non-negotiable, sorry!

Contents

Budget Request and Reimbursement Guidelines

All budget requests over $2000 need to be approved by FAmSCo. Regions deal with requests up to $2000 and each one has its own guidelines and rules for budget requests and reimbursements:

  • APAC (Asia and Pacific)
  • EMEA (Europe, Middle East and Africa)
  • LATAM (Latin America)
  • NA (North America)

Having others pay for you

You can avoid being a middle-man by having certain other people pay bills directly. This is recommended whenever possible!

  • In APAC, Harish Pillay is your point of contact, and he in turn bills the expense to the Community Architecture budget.
  • 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). See our community credit card process page for more information.

Paying for things yourself

In order to be reimbursed for Fedora-related expenses that you pay out of your own pocket, you must be able to be reimbursed via PayPal.

Important.png
Cash reimbursments.
In the past, we would reimburse people in cash and have them sign a receipt. This reimbursement method has been eliminated, because it is too dependent upon people being in the same physical location and it does not scale.
Note.png
No personalized items
Fedora generally does not pay for personalized items such as business cards. Exceptions may be granted per region.

Documentation

As stated earlier, every expense related to Fedora must have a receipt.

Your Fedora wiki user page must be updated with information about yourself, what you do in Fedora, etc. This is necessary because it allows financial auditors to give a "+1" to the expenses, because they can see the connection to Fedora.

Deadlines

Expenses must be submitted within two weeks of being incurred.