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Re: [Debconf-team] Getting DebConf attendees reimbursed quickly for travel costs

On Sat, Jun 25, 2011 at 09:22:21AM +0100, Paul Wise wrote:
> 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.

As Holger said, FFIS requires paper forms - so the best I can think of
is collect them on-site to save everyone from having to mail themselves.

> > - 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

This is a great idea, I'm sure the sponsors team will be very
interested, next year if it is too late for 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'd personally be a bit nervous about this ...

I should clarify - this would be committed and invoiced money, just
not received yet.  To make it concrete, DebConf has €55k committed and
invoiced, but less than €20k in bank accounts right now.  From my
experience, this mostly materializes.

I wouldn't propose reimbursing more money than was invoiced + we were
reasonable sure would be collected - and leave a good buffer.  I would
expect a final decision to be made closer to or during DebConf itself,
since we'll have a better picture of cash flows then.

- richard

| Richard Darst  -  rkd@          -  boltzmann: up 704 days, 5:33
|            http://rkd.zgib.net  -  pgp 0xBD356740
| "Ye shall know the truth and -- the truth shall make you free"

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