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.
If the requestor is not a Debian Developer, the request should generally be to be backed up by a Debian Developer (if possible, part of the same team from where request is coming from), with inline signed email to the Debian RT system.
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 firstname.lastname@example.org and email@example.com of that delayed submission during the three-month period, with a rough estimate of the expense (+/- 10%).
Overview of the process
- Before making the expense, ask for pre-approval by using the links in the table below
mail firstname.lastname@example.org, Ccing email@example.com AND (firstname.lastname@example.org OR email@example.com OR firstname.lastname@example.org) -- depending on the Trusted Organizations involved in the reimbursement
to repeat: one mail to email@example.com with 2 cc:s is needed
- provide a rough estimate of the expense (+/-10%)
- use plain text email (not HTML)
- convert to a single currency (instead of mixing, eg. CHF/USD/EUR)
- include anything in attachments in the message body itself
- provide totals of any sub-components
- retain all CCs when replying
- Wait for pre-approval
- Make the expense
- 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):
If you live in...
Make your request...
Submit documentation and receipts
Debian France (FR)
Rest of the world
SPI Inc. (US)
How to get your reimbursement
Note: you can simply use the links in the table above, the section below explains everything in more detail.
official page with reimbursement info
direct link to reimbursement form
Open an RT ticket by sending mail to firstname.lastname@example.org, including "Debian RT" in the subject; copy that mail to email@example.com. 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). (Note: leader@ and treasurer@ receive a copy of RT tickets filed at treasurer-spi@)
fill in the reimbursement form and email it to firstname.lastname@example.org, including digital copies of your receipts
- wait 1~2 months to be processed
- there is no official page, so follow the procedure below
Open an RT ticket by sending email to email@example.com, including "Debian RT" in the subject; copy that mail to firstname.lastname@example.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). Include the following:
- name and email
- bank account details (account owner, IBAN and BIC, ...)
- link to (or copy of) the approval
- digital copies of your receipts
(Note: leader@ and treasurer@ receive a copy of RT tickets filed at treasurer-debianch@)
Follow the procedure documented here.