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Getting DebConf attendees reimbursed quickly for travel costs

June 24th, 2011 - 07:00 pm ET by Richard Darst | Report spam
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Hi,

One of my goals to help DebConf attendees get reimbursed quickly for
their approved travel sponsorship costs. There are two parts to this:

- Getting reimbursement forms in from attendees quickly. It is
DebConf's job to do this quickly, and I am working with various
teams to make sure that we get all the forms *during* DebConf this
year.

- Getting money in from sponsors to be able to have money to send out
again. This can sometimes take months after DebConf, though we
should be in a better than normal position this year.

One possibility to work around the second problem is to use general
Debian funds as a buffer. We could reimburse attendees from Debian
general funds, and then in a month or two, replenish Debian funds from
our sponsor money.

I am watching DebConf finances closely enough that I think that we
could track and manage such an arrangement. Thus, my question to you
all is:


I do *not* know what Debian's non-DebConf assets are, and where they
are. Before anyone agrees to this idea, of course we must know the
details of where money is money is and how much buffer we have (of
Debian funds, but also sure enough that we will get sufficient sponsor
money) that this is fiscally responsible.

If this is something which people would generally like if it was done
in a financially responsible way, I will investigate the Debian money
situation and make another report - I don't even know if I would
recommend this plan until I learn more. Only after I have a full
report would I expect any kind of final approval.

Any feedback, from either the Debian side or the DebConf side, is
welcome.

Thanks,

- richard

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#1 Paul Wise
June 25th, 2011 - 04:30 am ET | Report spam
On Fri, Jun 24, 2011 at 11:49 PM, Richard Darst wrote:

One of my goals to help DebConf attendees get reimbursed quickly for
their approved travel sponsorship costs.  There are two parts to this:

- Getting reimbursement forms in from attendees quickly.  It is
 DebConf's job to do this quickly, and I am working with various
 teams to make sure that we get all the forms *during* DebConf this
 year.



Would it be possible to get and return the forms electronically again?
Dealing with printers and scanners is a pain.

- Getting money in from sponsors to be able to have money to send out
 again.  This can sometimes take months after DebConf, though we
 should be in a better than normal position this year.



BTW, an idea for new sponsors; the Debian derivatives census includes
information about the sponsors for derivatives:

http://wiki.debian.org/Derivatives/CensusFull

A summary:

Bayanihan: Government: DOST-ASTI, Philippines: http://www.asti.dost.gov.ph
BCCD: Corporate: Intel, Supercomputing Education Program:
http://sc10.supercomputing.org/?pg=edprog.html
BOSSlinux: Government: C-DAC, India: http://cdac.in/
CoreBiz: Corporate: Linux Information Systems AG: http://www.linux-ag.com/
Debathena: Corporate/Govt: MIT: http://web.mit.edu
gNewSense: Nonprofit: FSF
LinEx: Community: CESJE: http://www.cesje.es/
LinEx: Corporate: GPEX: http://www.gpex.es/
LinEx: Government: Junta de Extremadura: http://www.juntaex.es/
SPACEflight: Government: EU/ESF/SAB research project FlexCloud:
http://flexcloud.eu/
Tucunare: Government: Banco do Brasil: http://www.bb.com.br/
Ubuntu: Corporate: Canonical
UniventionCorporateServer: Corporate: Univention GmbH
Vyatta: Corporate: Vyatta: http://www.vyatta.com/

If you find an inaccuracies please let me know. It would also be

In addition, some of the listed derivatves are for-profit, they might
be interested in helping out with sponsorship.

One possibility to work around the second problem is to use general
Debian funds as a buffer.  We could reimburse attendees from Debian
general funds, and then in a month or two, replenish Debian funds from
our sponsor money.



I'd personally be a bit nervous about this ...

I am watching DebConf finances closely enough that I think that we
could track and manage such an arrangement.  Thus, my question to you
all is:



... but I guess if someone with DebConf finance experience is Ok with
it, I'm happy.


I do *not* know what Debian's non-DebConf assets are, and where they
are.  Before anyone agrees to this idea, of course we must know the
details of where money is money is and how much buffer we have (of
Debian funds, but also sure enough that we will get sufficient sponsor
money) that this is fiscally responsible.



I guess the Debian auditor (luk) or the DPL will reply to this.

bye,
pabs

http://wiki.debian.org/PaulWise


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