Reimbursements by Debian France
Debian France being a French 1901 association (one could compare it with a 501c organization in the USA), it is volunteer-run and therefore, the treasurer has a limited amount of time to handle reimbursement requests along with accounting, invoicing, sponsorships, etc.
This page is an attempt to make things smoother for him and for you. It will require some work on your side, but I promise it's not because I'm French and like administrivia, it's just because it really has a positive impact on the time it takes to handle your requests.
Attachments/proofs of payment
Please try to scan and provide all invoices/proofs of payment you have. An invoice is better, a bank statement is okay, but it should be a backup plan. Receipts are, to us, the same as invoices.
Photos? Scan?
Prefer scan to photos, as they tend to be blurry and sometime things become unreadable (dates, amounts, etc). If you don't have a scanner, take a photo ASAP on a monochrome (black, white, blue, whatever) surface to avoid contrast quirks. Try to take a photo without moving with proper zooming.
But please, use a scanner! <3
RT ticket
A reimbursement ticket for Debian France is asked by sending a mail to treasurer-debianfr@rt.debian.org. The subject MUST include the words Debian RT in it, and you SHOULD Cc tresorier@france.debian.net (if you don't I'll reimburse you, but it might take more time until I see the ticket).
Note that just sending a mail to tresorier@france.debian.net is not enough and I will not proceed with such a request. This is not to annoy anyone, it's because reimbursements are made on Debian's accounting, and therefore it MUST be tracked (any RT ticket to treasurer-debianfr@rt.debian.org is carbon-copied to the DPL and treasurer@debian.org).
- Please inline-sign your mail (inline, not PGP/MIME, RT does mangle the mail and a PGP/MIME signature becomes invalid).
- Please to attach the DPL's approval for the reimbursement.
- For each amount spent, please either name the attachment properly or do point which attachment is tied to this amount. And of course, remember to attach these attachments.
- If you paid in a different currency than euro, state the currency explicitely, and please put a conversion in euro. If your account is in euro, please provide the actual amount charged on your account.
- Always give your bank account details, even if you already provided it in a previous reimbursement request. The details are an IBAN + BIC/SWIFT code. If you don't have an IBAN, provide a BBAN and a SWIFT CODE (mandatory in that case).
- If you have things to add to the request, wait for RT's reply giving you the ticket number so that you won't open another ticket.
If your request is urgent, please mention it both in the subject and in the mail body. In that case, you MUST Cc tresorier@france.debian.net.
- If you get no reply after a week, feel free to ping me. Sometimes I can take up to a month to batch process reimbursement requests, but if it's more urgent, I'm happy to oblige.
- If the request is for something not paid yet (but the DPL approved that you get paid before paying the something), please state it explicitely, so that I pay you fast so that the price you're supposed to pay doesn't change.
- If the requested amount is more than 10% higher than the pre-approved amount, please ask for approval for reimbursement again in the ticket you submit. If the amount is in the 10% margin, say so and refer to your pre-approval email. We agreed with the DPL that a 10% margin is ok in general. Don't take this for granted, though, you should stay within the approved amount as much as possible and I reserve the right to require a new approval even if the 10% margin is not exceeded, because it's not my money but the project's money.
Final word
Most of these rules are not mandatory per se, if you give me your account details, an approval and proofs of payment, I'll in the end pay you anyway, but things might get really slower.
Special queries
Some things don't fall in the upwards text, in that case I'll of course try my best to adapt. Don't refrain from mailing if you don't fit the requirements, we can still try to manage and find a solution. No one bites at Debian France, except in consensual situations.