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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 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

   • mail leader@debian.org, Ccing treasurer@debian.org AND (treasurer@rt.spi-inc.org OR treasurer@debian.ch OR tresorier@france.debian.net) -- depending on the Trusted Organizations involved in the reimbursement

   • to repeat: one mail to leader@d.o 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
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

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

SPI

• official page with reimbursement info

  • direct link to reimbursement form

• procedure:

  1. Open an RT ticket by sending mail to treasurer-spi@rt.debian.org, including "Debian RT" in the subject; copy that mail to treasurer@rt.spi-inc.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). (Note: leader@ and treasurer@ receive a copy of RT tickets filed at treasurer-spi@)

  2. fill in the reimbursement form and email it to treasurer@rt.spi-inc.org, including digital copies of your receipts

  3. wait 1~2 months to be processed

debian.ch

• there is no official page, so follow the procedure below
• procedure:

  1. Open an RT ticket by sending email to treasurer-debianch@rt.debian.org, including "Debian RT" in the subject; copy that mail to info@debian.ch. 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@)

Debian France

• there is no official page, so follow the procedure below
• procedure:

  1. Prepare an RT ticket by writing an email to treasurer-debianfr@rt.debian.org, including "Debian RT" in the subject; copy that mail to tresorier@france.debian.net.

  2. If the requested amount is more than 10% higher than the pre-approved amount, please ask for approval for reimbursement again in the ticket you submit. If the amount is in the 10% margin, say so and refer to your pre-approval email.
  3. Please include the following:
     • name and email
     • bank account details (account owner, IBAN and BIC, ...)

     • link to (or copy of) the approval (even though you've Cc-ed tresorier@france.debian.net for the pre-approval, the treasurer might have changed in the meantime, especially around February/March/April)

     • digital copies of your receipts
  4. If possible, please GPG-sign your mail to RT, and do an inline signature, as RT mangles the mails and therefore a PGP/MIME signature will not be verifiable.

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