Ambassadors/APAC/Reimbursement

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

• Truong Anh Tuan

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