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<<Include(DebianWomen/Projects/MiniDebconf-Women/2014/Index)>>
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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). 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'''.
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     * mail <<MailTo(junta AT SPAMFREE debian-es DOT org)>> and carbon copy <<MailTo(zumbi AT SPAMFREE debian DOT org)>>.      * mail <<MailTo(reimbursement-bcn2014 AT SPAMFREE debian-es.org)>>
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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 <<MailTo(junta AT SPAMFREE debian-es DOT org)>>. 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 [[http://www.debian-es.org/|Spanish Debian Association]] (Asociación Debian España or ADE). Reimbursement requests should be sent <<MailTo(reimbursement-bcn2014 AT SPAMFREE debian-es.org)>>. You can contact its board through <<MailTo(junta AT SPAMFREE debian-es DOT org)>>.
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=== ADE === Follow the procedure described below:
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=== debian-es.org ===    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.
   1. Download the reimbursement request form in [[http://www.debian-es.org/forms/modelo-devolucion-congreso_en-FORM.odt|ODT]] or [[http://www.debian-es.org/forms/modelo-devolucion-congreso_en-FORM.pdf|PDF]] format
   1. Fill in the form following the instructions contained in it
   1. Mail Asociación Debian España at <<MailTo(reimbursement-bcn2014 AT SPAMFREE debian-es.org)>>. 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).
   1. Print the form and mail it (as in paper-mail, not e-mail) to the debian-es.org postal address, '''including original paper receipts''' (keep a copy for your records). You will find the postal address in the form header.
   1. If possible, scan the receipts and send a digital copy of the form and the receipts to <<MailTo(reimbursement-bcn2014 AT SPAMFREE debian-es.org)>>
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 * there is no official page, so follow the procedure below
 * procedure:
   1. Mail Asociación Debian España at <<MailTo(junta AT SPAMFREE debian-es DOT org)>>, copy that mail to <<MailTo(zumbi AT SPAMFREE debian DOT org)>>. 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).
   2. Print the e-mail above and mail it (as in paper-mail, not e-mail) to the [[http://debian-es.org/|debian-es.org 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 sums; and each reimbursee to just send in the email and receipts.
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.

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 debian-es.org>

    • 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 debian-es.org>. 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 debian-es.org>. 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 debian-es.org 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 debian-es.org>

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.