From Fedora Project Wiki
(quite a rework! :))
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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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The following is the reimbursement process guidelines. Please read this document thoroughly before you consider spending money, planning an event, etc. if a payment / reimbursement is going to be involved.
  
== Having others pay for you ==
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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 XXX budget. 
  
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 the cards be used for? ===
  
* <strike>Members of the Community Architecture team can pay with their Red Hat credit cards anywhere in the world.</strike> Community Arch doesn't exist.
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Assuming that '''the expense has been approved''', the cards can be used for:
* <strike>In APAC, Harish Pillay is your point of contact, and he in turn bills the expense to the Community Architecture budget.</strike> Harish may be the CC holder, but we are working on a new process here.
 
* 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 <strike>Community Architecture</strike> 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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* Linking the card to PayPal for reimbursing Fedora expenses.
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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.
  
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 the cards cannot be used 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 within the purview of the credit card holders. These events are:
  
== Documentation ==
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* [[FUDCon|FUDCon]]
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* [[Fedora_Activity_Days|Fedora Activity Days]]
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* Any other event in which Fedora / Red Hat sponsors. The determination of such an event will be given and a reimbursement / payment process will be defined.
  
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 parts of Fedora that can approve and reimburse expenses:
  
[[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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Where the request goes 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 groups:
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** [[FAmSCo]] member
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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 a FAmSCo member, CC Holder or approved person (hereafter named 'approver').
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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).
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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 requires approval from the following group:
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* [[FAmSCo]]

Revision as of 03:24, 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.

The following is the reimbursement process guidelines. Please read this document thoroughly before you consider spending money, planning an event, etc. if a payment / reimbursement is going to be involved.

{{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 XXX budget.

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.

What the cards cannot be used for!

Expenses for specific events are not covered within the purview of the credit card holders. These events are:

  • FUDCon
  • Fedora Activity Days
  • Any other event in which Fedora / Red Hat sponsors. The determination of such an event will be given and a reimbursement / payment process will be defined.

Approval of expenses

There are several parts of Fedora that can approve and reimburse expenses:

  • 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

Where the request goes is based upon the requested amount:

  1. $0-499 USD
  • The request requires approval from at least one of the following groups:
  • The application must be submitted to a FAmSCo member, CC Holder or approved person (hereafter named 'approver').
    • 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).
  1. $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


  1. $2000+ USD requires approval from the following group: