Debian reimbursement How To
It might happen that you need to be reimbursed by Debian (e.g. for some expenses you made on behalf of the project, or because you have been granted sponsored attendance to a Debian event). This document explains how you can obtain your reimbursement.
As a general rule: you must have original receipts for your expenses and you shall be able to produce them in order to be reimbursed. No reimbursement will be possible in absence of those receipts, sorry.
Also, you should be aware that no reimbursement will be processed unless previously approved by the DPL. Please make sure your reimbursement have been previously approved before proceeding to request it, otherwise you'll simply induce useless work to all people involved in the reimbursement procedures.
Finally, you should request your reimbursements in a timely manner: late coming reimbursement requests are a PITA and make it hard to estimate available monetary resources. As a general rule, no reimbursement requests will be processed if requested more than 1 year after the corresponding event (sprint, purchase, etc).
Who will reimburse you
Reimbursements will not be processed by "Debian" itself, as Debian is no legal entity and as such has no money. Rather, reimbursements are processed by Debian trusted organizations. Debian cherishes the money received via donations to the project, therefore, to minimize the waste of money due to currency conversions, which Debian trusted organization will reimburse you depend on where you live. Unless told otherwise, use the following rule of thumb (first match counts):
if you live in Switzerland, you will be reimbursed by debian.ch
if you live (elsewhere) in Europe, you will be reimbursed by ffis e.V.
if you live anywhere else, you will be reimbursed by SPI Inc.
How to get your reimbursement
SPI
official page with reimbursement info
direct link to reimbursement form
- procedure:
Ask the Debian project leader at treasurer-spi@rt.debian.org for reimbursement, including "Debian RT" in the subject; copy that mail to treasurer@spi-inc.org
fill in the reimbursement form and email it to treasurer@spi-inc.org, including digital copies of your receipts
ffis e.V.
official page with reimbursement info
- procedure:
Ask the Debian project leader at treasurer-ffis@rt.debian.org for reimbursement, including "Debian RT" in the subject; copy that mail to kasse@ffis.de
Use the interactive reimbursement form (or choose the proper static reimbursement form (for bank accounts in Germany: use Erstattung, others use Reimbursement), using the wrong form will delay reimbursement)
mail it (as in paper-mail, not e-mail) to the address mentioned in the form, including original paper receipts
- If you're organising an event, sprint, developers meeting etc. it is usually sufficient that the main organiser asks for reimbursement, naming all people and rough sums; and the reimbursee to just send in the form and receipts.
debian.ch
- there is no official page, so follow the procedure below
- procedure:
Ask the Debian project leader at leader@debian.org for reimbursement, copy that mail to info@debian.ch.
Print the e-mail above and mail it (as in paper-mail, not e-mail) to the debian.ch postal address, including original paper receipts
- If you're organising an event, sprint, developers meeting etc. it is usually sufficient that the main organiser asks for reimbursement, naming all people and rough sums; and the reimbursee to just send in the email and receipts.