Hi there! After having discussed with Henning, we propose to proceed in the following way (hopefully I did not miss anything): 1) a volunteer should be available at Front Desk for a certain amount of time (e.g. from 12:00 to 14:00 on Thursday). 2) SPI and ffis e.V. forms will be provided (no need for the attendees to look for a printer) and be given away in a nominal fashion. While this could be a bit confusing, given that *we* know where the money is it is easier to direct them to the correct form (I am sending the full list of attendees who got sponsorship to herb and Henning). 3) the attendee should bring *original* receipts of the travel costs. In case no physical receipt is available (e.g. if the attendee bought them on the Internet), then the confirmation email which includes the effective travel costs must be forwarded to <herb@debconf.org>. Henning and myself agreed that we should scan the original receipts on paper for archival purpose and/or future reference. 4) once all the paperwork has been done, the volunteer should talk to Henning, who will take care of the "upstream" paperwork (i.e. dealing with SPI and ffis e.V.). If approved, the above should be announced publicly and to each attendee who got travel reimbursement. Below you can find an email template, based on previous DebConfs' versions. Comments? Thx, bye, Gismo / Luca Relevant public posts about travel reimbursement at previous DebConfs: 2010: <mid:20100805161832.GJ24049@cartman.hq.amellus.com> <http://lists.debconf.org/lurker/message/20100805.161832.ed31f701.en.html> 2009: <mid:20090723230513.GN3433@cartman.hq.amellus.com> <http://lists.debconf.org/lurker/message/20090723.230513.0d8cf592.en.html> 2007: <mid:87ejk9zcs1.fsf@delenn.ganneff.de> <http://lists.debconf.org/lurker/message/20070618.120742.888da80c.en.html> --8<---------------cut here---------------start------------->8--- From: $SENDER Subject: Your travel cost sponsorship request for DebConf12 To: $ATTENDEE Cc: "DebConf Sponsorship Team" <herb@debconf.org> Hello, You requested travel sponsorship for DebConf12 in Managua. To receive your money please come see me ($SENDER) at FrontDesk on $DAY_NAME, $DAY_NUMBER $MONTH, between $HOUR_STAR and $HOUR_END, local time. There, you will be given either the SPI or the ffis e.V. reimbursement form. Please fill it out: basically we need your personal data and alnl details about your travel cost form, including all the original receipts. I will collect those receipts and confirm the amount of money you will be receiving (either what you already got told or the full amount of cost, whatever is lower), and will tell SPI/ffis e.V. to initiate the money transfer as soon as possible for them. If you have any question feel free to contact the DebConf Sponsorship Team replying to this email. $SENDER, on behalf of the DebConf Sponsorship Team --8<---------------cut here---------------end--------------->8---
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