Debian Women Reimbursement How To

Adapted version from original Debian Reimbursement document.

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 Debian Women cabal. 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 ASAP. As a general rule, no reimbursement requests will be processed if requested more than 1 month after the event.

Overview of the process

  1. Before making the expense, ask for pre-approval:
    • mail <reimbursement-bcn2014 AT SPAMFREE>

    • provide a rough estimate of the expense (+/-10%)
  2. Wait for pre-approval
  3. Make the expense
  4. Ask for reimbursement (see contacts below). Refer to your previous pre-approval, especially if the pre-approved amount meets the requested reimbursement.

Who will reimburse you

Reimbursements will not be processed by "Debian" itself, as Debian does not have a legal entity and as such has no money. Rather, reimbursements will be processed by the Spanish Debian Association (Asociación Debian España or ADE). Reimbursement requests should be sent <reimbursement-bcn2014 AT SPAMFREE>. You can contact its board through <junta AT SPAMFREE debian-es DOT org>.

How to get your reimbursement

Follow the procedure described below:

  1. Collect all original paper receipts you want to be reimbursed from. Take note that all travel and accommodation receipts should include your full name.
  2. Download the reimbursement request form in ODT or PDF format

  3. Fill in the form following the instructions contained in it
  4. Mail Asociación Debian España at <reimbursement-bcn2014 AT SPAMFREE>. Ask for approval for reimbursement if the requested amount does not match the pre-approved amount (say so if it does, and refer to your pre-approval email).

  5. Print the form and mail it (as in paper-mail, not e-mail) to the postal address, including original paper receipts (keep a copy for your records). You will find the postal address in the form header.

  6. If possible, scan the receipts and send a digital copy of the form and the receipts to <reimbursement-bcn2014 AT SPAMFREE>

Please note that you might be asked by ADE to provide an invoice for the expenses. Depending on your country's laws you might need to include taxes in the invoice.