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APAC Fedora Ambassadors can make fund requests to cover the expenses for the events they are planning to organize. This wiki page should be referred and please make sure the fund request has been made according to the following manner. If everything is in order your request will be processed quickly or else it will take days or may be months.
= Guideline for Fund Requests/ Reimbursements - APAC Region =
 
{{admon/caution | Since this is a guideline please do not make any changes. This wiki page is maintained by Budget Wrangler - APAC, contact him/her for more clarifications.}}
 
{{admon/note | Following guideline should be applied ONLY to APAC Fedora Ambassadors related with expenses for APAC. If you're not from APAC, please follow the guidelines of your region ([[Ambassadors/EMEA/Reimbursement|EMEA]], [[FAMNA_Reimbursement_Guidelines|NA]], [[Ambassadors/LATAM/Reimbursement|LATAM]]).}}
 
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.
 
APAC Fedora Ambassadors can make fund requests to cover the expenses for the events they are planning to organize. This wiki page should be referred and please make sure the fund requests has been made accordingly. If everything is in order your request will be processed quickly or else it will take days or may be months.


== Introduction ==
== Introduction ==


The idea behind this program is to facilitate by providing required monetory assistant to promote, spread Fedora with in APAC region. However not every need but most of reasonable needs will be covered.  Transparancy and Records are the most important aspects.  
The idea behind the program is to facilitate by providing required monetory assistance to promote, spread Fedora within APAC region when it is required. However not every need, but most of reasonable needs will be covered.


== Budget Wrangler ==
== Budget Wrangler ==


Budget Wrangler, is who maintain the transaction records and budget. He/She responsible for  
Budget Wrangler, maintain the transaction records and budget. He/She is responsible for  
# maintaining records
# maintaining and submitting records to FAmSCo and OSAS.
# ensure that the allocated budget is not exceeding
# ensuring the allocated budget is properly used.


FAmSCo will appoint a budget wrnagler for the region for time to time.
FAmSCo will appoint a budget wrnagler for a region for time to time.


== Contact Budget Wrangler ==
== Contact Budget Wrangler - APAC ==


* Buddhika Chandradeepa Kurera
* [[User:Tuanta|Truong Anh Tuan]]


== Process ==
== Process ==
Line 25: Line 33:
# 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)
# Anyone can create the event wiki page but there should be an event owner (there can be one or more event owners)
# One of the event owner who is a Fedora Ambassador as well can request fund or if all the event owners are not FAms please ask a local Fedora Ambassador to support.
# One of the event owners who is a Fedora Ambassador can request fund or if all the event owners are not FAms please ask a local Fedora Ambassador to support.
# Open a ticket at Fedora-APAC trac
# Open a ticket at [fedorahosted.org/fedora-apac Fedora-APAC] trac
# APAC FAm meetings will be held once two weeks, please participate for the next meeting and get your request approved. (If you or someone from the event organizing do not appear we do not discuss the request and will be postpond.
# APAC FAm meetings will be held once two weeks, please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved. (If you or someone from the event organizing do not appear we do not discuss the request and it will be postponed.)
# However we understand sometime there are emergency situations, if it is so please do contact the Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
# Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.
 
=== Travel Subsidies ===
 
If you want to represent Fedora in another territory it is possible to ask 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 approved in full or partially.
 
# Please do request at least before a month so that we can save some money on air fare since those figures go high soon.
# Only active Fedora Ambassadors with in the region can request travel subsidies under this program.
# Open a ticket at Fedora-APAC trac with a full description, cost breakdown of your travel plan.
# APAC FAm meetings will be held once two weeks, please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved. (If you do not appear we do not discuss the request and will be postponed.)
# However we understand sometime there are emergency situations, if it so please do contact Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
# However we understand sometime there are emergency situations, if it so please do contact Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
# Once approved start spending and get receipts.
# Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.
# Upload receipts to the ticket you have opened and wait for reimbursement.


=== Other ===
=== Other ===


# Only Fedora Ambassadors can request funds.
# Only Fedora Ambassadors can request funds or other needs (eg: media/swag production)
# Open a ticket at Fedora-APAC trac with a full description of your need.
# Open a ticket at Fedora-APAC trac with a full description of your need.
# APAC FAm meetings will be held once two weeks, please participate for the next meeting and get your request approved. (If you or someone from the event organizing do not appear we do not discuss the request and will be postpond.
# APAC FAm meetings will be held once two weeks, please participate for the [[Ambassadors/Meetings|next meeting]] and get your request approved. (If you do not appear we do not discuss the request and will be postponed.)
# However we understand sometime there are emergency situations, if it so please do contact Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
# However we understand sometime there are emergency situations, if it so please do contact Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
# Once approved start spending and get receipts.
# Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.
# Upload receipts to the ticket you have opened and wait for reimbursement.


== Important ==
== Important ==


* No receipts, no reimbursements.
* No receipts, no reimbursements (not applied for advanced payments).
* No reimbursements for personal expenses (eg: Business cards)
* No reimbursements for personal expenses (eg: Business cards)
* Requests from Non-FAms will be directed to local FAms.
* Requests from Non-FAms will be directed to local FAms.
Line 51: Line 68:
* All amounts should be in USD (US Dollars)
* All amounts should be in USD (US Dollars)
* You can spend less than you have requested but not more than what you have requested.
* You can spend less than you have requested but not more than what you have requested.
* Once the amount is reimbursed do confirm (closing the ticket with a comment) that you have collected money.
* After the events, you need to write reports following [[Event_reports | Event reports]] guidelines with photos.


== Limits ==


* $0-199 USD = The request requires approval from at least one of the following:
{{admon/note | Advanced Payments,
** An active member of FAmSCo
In some special cases it may possible to arrange an advanced payment before receipts submit. If such arrangement is required please note it clearly on the ticket. When approving such requests will be considered.}}
** Credit Card Holder or a person approved by the credit card holder


* $200-1000 USD = The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
== Limits per trac ticket ==
 
* '''$0-299 USD''' = The request requires approval from at least one of the following:
** A member of FAmSCo from APAC
** Credit Card Holder or a person approved by the credit card holder in APAC region
 
* '''$300-1000 USD''' = The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
** At least five (5) individual FAm votes required at APAC FAm Bi-Weekly meeting
** At least five (5) individual FAm votes required at APAC FAm Bi-Weekly meeting


* $1000+ USD = Requires approval from FAmSCo
* '''$1000+ USD''' = Requires approval from FAmSCo
** A ticket must be filed on the FAmSCo Trac prior to the expenditures to be considered
** A ticket must be filed on the FAmSCo Trac prior to the expenditures to be considered
== Currency Conversions ==
Use [http://www.oanda.com/ OANDA.com] for currency conversions, please indicates the dates as well.
== Methods of Reimbursements ==
Following methods are used to reimburse the money
# In person payments
# Paypal direct debit
# Western Union money transfer
[[Category:Ambassadors]] [[Category:APAC]]

Latest revision as of 04:38, 13 March 2014

Guideline for Fund Requests/ Reimbursements - APAC Region

Since this is a guideline please do not make any changes. This wiki page is maintained by Budget Wrangler - APAC, contact him/her for more clarifications.
Following guideline should be applied ONLY to APAC Fedora Ambassadors related with expenses for APAC. If you're not from APAC, please follow the guidelines of your region (EMEA, NA, LATAM).

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.

APAC Fedora Ambassadors can make fund requests to cover the expenses for the events they are planning to organize. This wiki page should be referred and please make sure the fund requests has been made accordingly. If everything is in order your request will be processed quickly or else it will take days or may be months.

Introduction

The idea behind the program is to facilitate by providing required monetory assistance to promote, spread Fedora within APAC region when it is required. However not every need, but most of reasonable needs will be covered.

Budget Wrangler

Budget Wrangler, maintain the transaction records and budget. He/She is responsible for

  1. maintaining and submitting records to FAmSCo and OSAS.
  2. ensuring the allocated budget is properly used.

FAmSCo will appoint a budget wrnagler for a region for time to time.

Contact Budget Wrangler - APAC

Process

Following is the process that should be followed.

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 the event wiki page but there should be an event owner (there can be one or more event owners)
  3. One of the event owners who is a Fedora Ambassador can request fund or if all the event owners are not FAms please ask a local Fedora Ambassador to support.
  4. Open a ticket at [fedorahosted.org/fedora-apac Fedora-APAC] trac
  5. APAC FAm meetings will be held once two weeks, please participate for the next meeting and get your request approved. (If you or someone from the event organizing do not appear we do not discuss the request and it will be postponed.)
  6. However we understand sometime there are emergency situations, if it is so please do contact the Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
  7. Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.

Travel Subsidies

If you want to represent Fedora in another territory it is possible to ask 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 approved in full or partially.

  1. Please do request at least before a month so that we can save some money on air fare since those figures go high soon.
  2. Only active Fedora Ambassadors with in the region can request travel subsidies under this program.
  3. Open a ticket at Fedora-APAC trac with a full description, cost breakdown of your travel plan.
  4. APAC FAm meetings will be held once two weeks, please participate for the next meeting and get your request approved. (If you do not appear we do not discuss the request and will be postponed.)
  5. However we understand sometime there are emergency situations, if it so please do contact Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
  6. Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.

Other

  1. Only Fedora Ambassadors can request funds or other needs (eg: media/swag production)
  2. Open a ticket at Fedora-APAC trac with a full description of your need.
  3. APAC FAm meetings will be held once two weeks, please participate for the next meeting and get your request approved. (If you do not appear we do not discuss the request and will be postponed.)
  4. However we understand sometime there are emergency situations, if it so please do contact Budget Wrangler for the region as soon as possible. In such situation he/she will help you to get your request approved quickly as possible.
  5. Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.

Important

  • No receipts, no reimbursements (not applied for advanced payments).
  • No reimbursements for personal expenses (eg: Business cards)
  • Requests from Non-FAms will be directed to local FAms.
  • Requests with no trac tickets will not be considered.
  • Do not spend till your request get approved.
  • Do upload receipts not more than 2 months from the approval.
  • All amounts should be in USD (US Dollars)
  • You can spend less than you have requested but not more than what you have requested.
  • Once the amount is reimbursed do confirm (closing the ticket with a comment) that you have collected money.
  • After the events, you need to write reports following Event reports guidelines with photos.


Advanced Payments, In some special cases it may possible to arrange an advanced payment before receipts submit. If such arrangement is required please note it clearly on the ticket. When approving such requests will be considered.

Limits per trac ticket

  • $0-299 USD = The request requires approval from at least one of the following:
    • A member of FAmSCo from APAC
    • Credit Card Holder or a person approved by the credit card holder in APAC region
  • $300-1000 USD = The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
    • At least five (5) individual FAm votes required at APAC FAm Bi-Weekly meeting
  • $1000+ USD = Requires approval from FAmSCo
    • A ticket must be filed on the FAmSCo Trac prior to the expenditures to be considered

Currency Conversions

Use OANDA.com for currency conversions, please indicates the dates as well.

Methods of Reimbursements

Following methods are used to reimburse the money

  1. In person payments
  2. Paypal direct debit
  3. Western Union money transfer