FUDCon EMEA Budget

[Sandro "red" Mathys]

On Wed, Aug 4, 2010 at 5:33 PM, Paul W. Frields <stickster at gmail.com> wrote:
> The usual routine is that you would do one of the following:
>
> (1) For small, incidental costs, if it's possible simply pay the cost,
>    *save the receipt* (very important!) and send a copy of it to the
>    Community Architecture team, who will reimburse you.  (They *must*
>    have the receipt to do this.)

Alright. Do receipts need to be the originals, i.e. need to be sent by
letter or does a scan/pdf work?

I guess that's also how the travel sponsorships are going to work? So
when we want to fund someone with our budget we send an email to that
person detailing how much $$$ we are willing to spend for his/her
travel and that they need to contact Community Architecture (=Max) to
get the money - and CC that to Max to make sure they know that'll be
an eligible reimbursement request. That about right? (plus add the
amount to the wiki page - see below)

And whenever I say Max I mean Max/Paul/Jared because Max really
stopped being responsive/reliable a long time ago.

> (2) For costs where that isn't possible, or for larger bills, simply
>    send the bill to Max, Jared, and me, and we will ensure it gets
>    paid directly.  Bills over $1K, either Jared or I can pay and then
>    transfer to Community Architecture.  Bills under $1K may have to
>    be paid directly by someone on the Community Architecture team.

Okay.

> In all these cases, we need to be able to look at a budget tracking
> page that helps everyone stay synchronized on what we've spent.  If
> that page hasn't been created, Marcus, could you please set one up?  A
> simple table on the wiki page that shows the total amount budgeted,
> and what's been either committed or spent, should suffice.  We'll all
> agree to update it every time we commit or spend funds.

We'll make sure such a page exists before we send the first bills :)
There's a primitive one so far with the estimated costs coming up but
we'll need one where we keep track what has been paid already and with
the final costs. All those different currencies (CHF/EUR/USD) will
make this a little bit though tough :/

Thanks for pointing out the process, Paul.

-- red