(Cced -sprints@ and dsa@, as those groups are the most likely to be affected by this change) Hi, https://wiki.debian.org/Teams/DPL/Reimbursement stated: As a general rule, no reimbursement requests will be processed if requested more than 1 year after the corresponding event (sprint, purchase, etc). I received a reimbursement request today for expenses made in 2008 and 2011. I don't think that we (esp. auditor@) have the energy to track reimbursement requests made so long ago, so I decided to stick to the above policy, and to reject this request. I also used that opportunity to update the wiki page so that it reads: As a general rule, '''no reimbursement requests will be processed if requested more than three months after the corresponding event''' (sprint, purchase, etc). (diff: "1 year" -> "three months") Clarifications: - This applies to future expenses, but not to expenses which have already been approved. If you are unsure about the status of one particular expense, please contact me. - It's three months starting from the time when you can start asking for reimbursement. For sprints, it's when your travel is completed, not when you initially bought tickets. For hardware purchases, I don't mind if it's when the hardware is delivered or even set up, if there are doubts about whether it will work, for example. - This remains a general rule, and common sense will be applied: if there was a good reason to delay asking for reimbursement, I won't blindly reject requests, of course. As a reminder, the auditors team is still under-staffed. Tasks include: - improving our overview of Debian's financial status - working with our TOs to improve procedures (reimbursements, etc) - improving our donations & fundraising processes and infrastructure - tracking of other assets (hardware, domain names, etc) If you are interested, please get in touch! Lucas
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