Authorizing minor expenses by DSA without prior DPL approval

[Lucas Nussbaum <leader@debian.org>]

Hi,

Let's try to restart the discussion on this. (the previous thread is at
https://lists.debian.org/debian-project/2013/08/msg00041.html ).

I would like to create a simpler process to allow DSA to make some expenses
without waiting for the DPL approval.

The process currently used by DSA is the following:
1. For some reason, DSA would like to make an expense (typical example: buy
   replacement hardware, pay shipping costs)
2. DSA gathers an estimate of the cost
3. DSA asks the DPL for approval
4. The DPL approves
5. DSA makes the expense
6. DSA asks a Trusted Organization for reimbursement

The steps 2-3-4-5 are quite inefficient. It often requires DSA to make all
the steps required for a purchase just to get the estimate, then wait for
the DPL approval (which can take a couple of days), and then do all the steps
again.  Of course, it makes sense to do the long process for major expenses
(e.g.; a new server), but not so much for more minor and noncontroversial
expenses such as buying a replacement hardware after failures, or paying
shipping costs.

I would therefore like to create the following process, which is only
an agreement between DSA and the DPL (it does not change anything for 
TOs, which would still wait for DPL approval to proceed with the
reimbursement):
  
  DSA can make expenses for up to US$400 to support the operation of
  Debian infrastructure (pay shipping costs, purchase of cheap hardware
  such as cables, replacement disks, etc.).

  DSA does not need to wait for DPL approval to make such expenses. The
  DPL will always approve such expenses, provided that the total 
  outstanding amount spent in advance of DPL approval never exceeds 
  US$400.

  The process can be revoked at any time by the DPL. Expenses that were 
  already made at the time of the revocation, and that meet the other 
  conditions, will still be approved by the DPL.

  The expected implementation of the process is:
  1. DSA agrees internally on making an expense
  2. DSA proceeds with making the expense
  3. DSA submits the approval request and the reimbursement request
     in the same email (see [1], "How to get your reimbursement" for
     details).
  4. DPL approves.
  5. TO reimburses DSA.

  [1] https://wiki.debian.org/Teams/DPL/Reimbursement

Note that this is not new in Debian. DebConf has the same kind of 
simplified process for using money: https://wiki.debconf.org/wiki/MoneyFlow

Comments?

- Lucas