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 three months after the corresponding event (sprint, purchase, etc). If it is much more convenient to you to submit your reimbursement request later than that, you can submit it no more than a year after the corresponding event, but you must inform and of that delayed submission during the three-month period, with a rough estimate of the expense (+/- 10%).

Overview of the process

  1. Before making the expense, ask for pre-approval:
  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 (no approval from the DPL needed in that case)

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):

How to get your reimbursement


ffis e.V.

(Note: leader@ and treasurer@ receive a copy of RT tickets filed at treasurer-debianch@)

Debian France

(Note: leader@ and treasurer@ receive a copy of RT tickets filed at treasurer-debianfr@)