[fedora-budget] branch master updated: updating reimbursement rules

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bex pushed a commit to branch master
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The following commit(s) were added to refs/heads/master by this push:
     new ae2ebfe  updating reimbursement rules
ae2ebfe is described below

commit ae2ebfec093701ebe987ed66c3f227076e58c144
Author: Brian (bex) Exelbierd 
AuthorDate: Wed May 29 12:41:37 2019 +0200

updating reimbursement rules
---
 docs/reimbursement.adoc | 65 +++++++++++++++++++++++++++++++++++--------------
 1 file changed, 47 insertions(+), 18 deletions(-)

diff --git a/docs/reimbursement.adoc b/docs/reimbursement.adoc
index da694cc..e7b97a5 100644
--- a/docs/reimbursement.adoc
+++ b/docs/reimbursement.adoc
@@ -1,26 +1,55 @@
-Reimbursement Policies
-======================
+= Reimbursement Policies
+
+== Requirements for Reimbursements

**Note: Subgroups are free to add additional requirements that are more strict than the ones outlined below.**

-Holding with our current policies, reimbursement will depend on submission of an Event Report to the appropriate channels (mail lists, community blog, and the planet/magazine when applicable.  If you attend a FAD you should write your report relative to the FAD.  In general every funded person is expected write a separate report unless it is demonstrated that they all contributed to the larger overall reporting.
+Minimally, the following requirements must be met in order to be reimbursed by Fedora:
+
+* You must have permission from a part of Fedora that authorizes spending money.
+The Budget Team does **not** authorize spending money, we only manage the reimbursement process.
+Teams authorizing spending are groups such as the Fedora Council, Mindshare, and Diversity and Inclusion.
+You should share your idea with them and get approval from them.
+* You typically have to write an event/activity report of some form.
+This will be detailed by the group that approves your funding, but this is something the budget team will typically look for.
+
+== Getting your Reimbursement
+
+Fedora processes almost all reimbursements in one of three ways.
+Carefully review these and ensure you can make use of one of them **before** you spend money.
+See below for more details and for information about what to do if these ways don't work.
+
+* PayPal.com - Preferred method
+
+    Paypal reimbursements require us to have your PayPal email address.
+    We try to send the money via "Send to a Friend" so that the Project pays any fees and penalties accessed by Paypal.
+    If we can't send it with the fees paid by Fedora we need you to tell us what the fees are for your country, with links, and we will gross up your reimbursement to cover them.
+    We will send the money in your currency of choice, if possible.
+    If not you will get USD.
+    Red Hat employeess may not use this option.
+
+* Transferwise.com
+
+    Transferwise reimbursements require us to have either the email address you have already registred with them or your account details.
+    See the ticket template for details
+    In some cases, even if you pre-register with Transferwise.com we are required to get additional details from you.
+    We send the money with all fees paid by the Project.
+    We will send the money in your currency of choice, if possible.
+    If not you will get USD.
+    Red Hat employeess may not use this option.
+
+* Red Hat Internal Reimbursements

-Event reports include a very short list of bullet points. These bullet points are the necessary ammunition we need to reinforce our proposals to increase funding for regional programs in the future.  These bullet points should cover two areas, *Action* and *Impact*.
+    Red Hat employees are required to use internal reimbursement procedures in almost all cases.
+    Please contact the FCAIC for details.

-Action is any typical or special activity that ambassadors lead regionally such as:
+=== How long does it take to get paid?

-- Tabling at Conferences, Conventions, or other large events
-- Presenting/Representing Fedora at Local Meetups
-- Organizing FADS, Workshops, or other Fedora-specific Events
+We try to pay all reimbursements within 2 weeks of the budget ticket getting opened and all information required received.

-Impact includes the outcomes from the activities as above. This includes things like:
+=== What about Currency Conversion?

-- Attendees contacted or reached
-- Fedora Badges issued at or as a result of the event
-- Pull requests and patches submitted as a result of event
-- Bugs reported/Tickets Filed
-- Candidates sourced (i.e. Outreachy, GSoC, and/or other FOSS programs)
-- Articles/Videos/Photos/Content published by or about regional team
-- Social media mentions and interactions generated by event
-- Other supporting evidence data that shows the results of your effort
-- Links to and reach of posts on Fedora social media and publishing channels
+We ask that you not convert currencies when you report your expenses.
+We do our work in your local currency when calculating the reimbursement.
+We try to pay all reimbursements in your preferred currency.
+When this isn't possible we will work with you on currency conversion fees.