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 leader@debian.org and treasurer@debian.org 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 by using the links in the table below
  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):

If you live in...

Trusted Organization

Make your request...

Complete documentation

Submit documentation and receipts

Switzerland

debian.ch (CH)

get pre-approval

submit receipts

France

Debian France (FR)

get pre-approval

submit receipts

Rest of Europe

ffis e.V. (DE)

get pre-approval

complete this form

submit signed form and receipts

Rest of the world

SPI Inc. (US)

get pre-approval

complete this form

submit signed form and receipts

How to get your reimbursement

Note: you can simply use the links in the table above, the section below explains everything in more detail.

SPI

ffis e.V.

debian.ch

(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@)