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{{lang|en|es|page=User:Herlo/Proposed_Reimbursement_Guidelines}}
 
{{lang|en|es|page=User:Herlo/Proposed_Reimbursement_Guidelines}}
  
{{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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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.
  
== Having others pay for you ==
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{{admon/note | 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. }}
  
You can avoid being a middle-man by having certain other people pay bills directly.  '''This is recommended whenever possible!'''
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=== What can be reimbursed/paid for? ===
  
* Members of the [[Community Architecture]] team can pay with their Red Hat credit cards anywhere in the world.
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Assuming that '''the expense has been approved''', things that can be paid are:
* In APAC, [[User:HarishPillay|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 [[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.
 
  
== Paying for things yourself ==
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* Purchasing materials needed for Fedora from trusted online sellers
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* Reimbursing Fedora expenses
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* Vendors for swag, media, etc.
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* Sponsorship of booths/events
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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.
  
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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=== What CANNOT be reimbursed/paid for? ===
  
{{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.}}
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Expenses for specific events are not covered. These events are:
  
== Documentation ==
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* [[FUDCon|FUDCon]]
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* [[Fedora_Activity_Day|Fedora Activity Day]]
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* Any other '''Premier Event''' as defined by Fedora / Red Hat
  
As stated earlier, every expense related to Fedora must have a receipt.
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=== Approval of expenses ===
  
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.
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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:
  
[[Category:Ambassadors]] [[Category:Events]]
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* All requests should be documented clearly for transparency
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* Each request must be submitted prior to any event or activity where reimbursement/payment may be expected
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* Approval is based upon estimates. Payment amounts may differ from the approved amount
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* The recommended way is to file tickets is via the appropriate Trac ticket tracker
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How the request is processed is based upon the requested amount:
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==== $0-499 USD ====
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* The request requires approval from at least one of the following:
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** An active member of [[FAmSCo]]
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** [[Credit Card Holder]] or a person approved by the credit card holder
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* The application must be submitted to the approver with the required details listed above.
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* The approver will document the approval of the request with a specific limit
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** The approver will indicate whether the expense will be paid directly or reimbursed later.
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==== $500-1999 USD ====
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* The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
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* It is strongly recommended that the committee which approves these funds be made up of at least five (5) individuals
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==== $2000+ USD ====
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* Requires approval from [[FAmSCo]]
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* A ticket must be filed on the FAmSCo Trac '''prior''' to the expenditures to be considered
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** More time prior to the expenditure will give a better chance of getting the appropriate documentation and approvals
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{{ admon/note | 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. }}
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=== Caveats ===
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* 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).

Latest revision as of 04:05, 17 July 2012

Warning.png
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.

Note.png
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.

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
Note.png
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).