Ambassadors/EMEA/Reimbursement

Guideline for Fund Requests/ Reimbursements - EMEA Region

Since this is a guideline please do not make any changes. This wiki page is maintained by Treasurer for EMEA (currently Jiri Eischmann), contact him/her for more clarifications.

Following guideline should be applied ONLY to EMEA Fedora Ambassadors related with expenses for EMEA. If you're not from EMEA, please follow the guidelines of your region (NA, APAC, LATAM).

Fedora Contributors can get funding to cover expenses related their work for Fedora. 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 EMEA-specific reimbursement guidelines are related to the change of budget handling within the Fedora community. Each region now has its own budget and can set its own guidelines to handle budget requests within limits given by FAmSCo. The person that coordinates budget-related activities is a treasurer.

Treasurer

The treasurer maintains 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.
3. making sure that approved budget requests get quickly reimbursed.

FAmSCo will appoint a treasurer for a region for time to time.

Treasurer for EMEA

• Jiri Eischmann

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. Open a ticket at Fedora EMEA trac
4. EMEA Ambassadors meetings are held every second Wednesday, please participate for the next meeting and get your request approved.
5. 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 for 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 be approved fully or partially.

1. Please make a request at least a month before so that we can save some money on air fare since those figures go high soon.
2. Open a ticket at Fedora EMEA trac with a full description, cost breakdown of your travel plan.
3. EMEA meetings are held every second Wednesday, please participate for the next meeting and get your request approved.
4. Upload receipts (in PDF format please) to the ticket you have opened and wait for reimbursement.

Other

1. Only Fedora contributors can request funds or other needs (eg: media/swag production)
2. Open a ticket at Fedora EMEA trac with a full description of your need.
3. EMEA FAm meetings are held every second Wednesday, please participate for the next meeting and get your request approved.
4. 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 purposes (eg: Business cards)
• Requests with no trac tickets will not be considered.
• Don't spend money before your request is approved.
• Upload receipts soon, ideally before the end of the quarter.
• All amounts should be in USD (US Dollars)
• Don't spend more than what you have requested.
• Once the amount is reimbursed, confirm (closing the ticket with a comment) that you have collected money.
• Fedora does not feed you.
• All predictable and large expenses need to be planned in regional budgets prior to a quarter when they happen. Requests filed before a quarterly budget is approved have better chances to get accepted.

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

Limits per trac ticket

• $0-499 USD = The request requires approval from at least one of the following:
  • A member of FAmSCo from EMEA
  • Credit Card Holder in EMEA region

• $500-1999 USD = The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
  • At least five (5) individual Fedora Ambassadors votes required at EMEA FAm Bi-Weekly meeting

• $2000+ USD = Requires approval from FAmSCo and a PO in Red Hat
  • A ticket has to be filed on the FAmSCo Trac.

Currency Conversions

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

If you receive your reimbursement via Paypal, we have to reimburse you with the currency we find on the invoices - it will be converted by Paypal to USD for reporting.

Methods of Reimbursements

Following methods are used to reimburse the money

• Paypal direct debit