From Fedora Project Wiki

Guideline for Fund Requests/ Reimbursements - LATAM Region

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

Fedora Contributors can get funding to cover expenses related to their work for Fedora. This wiki page should be referred and please make sure the fund request has been made accordingly. If everything is in order, your request will be processed quickly or else it will take days or maybe months.

Introduction

The LATAM-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 the 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 Latam

Process

Following is the process that should be followed.

The only way to get reimbursement is by Paypal. If your country does not accept payments to your paypal account, you will need to look for some one who can help you on this.

There is a draft of country list of paypal services that you can check out as reference. It is a reference, if you are in doubt check paypal official website.

Events

  1. Create a wiki page with information about your event under this page (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 LATAM Pagure issue tracker with the following info
    • Event owner
    • Specify who will handle the reimbursement if not the event owner
    • Specify if this will be reimbursement, partial advancement or full advancement
    • Specify transfer fee for paypal to your country.
  4. LATAM Ambassadors meetings are held every Saturday, please participate for the next meeting and get your request approved.
  5. Make a blog post about the activity
  6. 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 LATAM trac with a full description, cost breakdown of your travel plan and the following info. Be aware that somebody can buy your plain ticket. But some regional websites do not accept international transactions. IF a reimbursement is needed include the following info:
    • Specify who will handle the reimbursement if not the person travelling
    • Specify if this will be reimbursement, partial advancement or full advancement
    • Specify transfer fee for paypal to your country.
  3. LATAM meetings are held every Saturday at 23:00 UTC, please participate for the next meeting and get your request approved.
  4. Make a blog post about the activity
  5. 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 LATAM trac with a full description of your need with the following information:
    • Person in charge
    • Specify who will handle the reimbursement if not the person in charge
    • Specify if this will be reimbursement, partial advancement or full advancement
    • Specify transfer fee for paypal to your country.
  3. LATAM FAm meetings are held every Saturday at 23:00 UTC, please participate for the next meeting and get your request approved.
  4. Make a blog post about the activity
  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 purposes (eg: Business cards)
  • Requests from Non-FAms will be directed to local FAms.
  • Requests with no trac tickets will not be considered.
  • Don't spend money before your request is approved.
  • Don't spend money before you confirm method of reimbursment is enabled on your country
  • Upload receipts soon, ideally before the end of the month.
  • 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. This is no longer possible

Limits per trac ticket

  • $0-499 USD = The request requires approval from at least one of the following:
    • A member of FAmSCo from LATAM
    • Credit Card Holder in LATAM region
Though voting is not required for funding requests below 500 USD, it's the way it's usually done in LATAM what promotes community participation by listening to the opinion of other contributors.
  • $500-1999 USD = The request requires approval from the appropriate regional community (APAC, EMEA, LATAM, or NA)
    • At least five (5) individual Fedora Ambassadors from (3) different countries votes required at LATAM FAm 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.

Methods of Reimbursements

Prefer method of reimburse is Paypal direct debit, how ever do to issues with many countries in Latam not be able to use Paypal, alternative methods can be use, if request is to make swags will work best if the provider can be paid by Credit Card directly or Paypal.

Methods are used to reimburse the money

  1. In person payments with an employee form OSAS
  • Bank transfers (only for large amounts)
  1. Paypal direct transfer
  2. Western Union money transfer (no longer a option)
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