DebConf11/TravelSponsorship

How to apply and how it is decided

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Getting Reimbursed

In the past, travel expense reimbursement forms were collected after DebConf, which led to extensive delays in getting reimbursed. Thus, this year,...

... you must submit reimbursement paperwork DURING DEBCONF. We will ask for it AT REGISTRATION. You should print out the forms linked below and fill it out as much as possible. You must bring your flight documentation with you, or be able to print it out during DebConf. This may seem strict, but this is better than delaying everyone's reimbursement.

This section is attendee instructions for reimbursement.

Calculating your reimbursement

You can be reimbursed up to min(travel sponsorship provided, flight costs).

FFIS reimbursements are done in EUR via direct bank transfer and SPI reimbursements are done in USD via paper check.

In order to promote fairness, we will use exchange rates posted at `xe.com` on 1 July, 2011 (click "Historical rates" to get conversion for other currencies)

• 1 USD = 0.XXXXX EUR, 1 EUR = 1.XXXXX USD
• 1 GBP = X.XXXXX EUR, 1 EUR = X.XXXXX GBP
• (more here for convenience)

To calculate your reimbursement:

• Convert the cost of your flight to EUR. Include this number in the reimbursement paperwork for analysis purposes.
• Take the minimum of the amount allocated and the amount you paid.
• If being reimbursed by SPI, convert this to USD at the rate shown above.

Follow these instructions before you leave home:

• Print out receipts which document all travel costs before leaving home. ('Original' receipts are better, but we realise that now it's very common to receive only electronic copies.)
• (how should we collect this information?)

Amount allocated (EUR):

Travel costs (original currency, make sure to indicate currency): 

Travel costs (converted to EUR if not already):

I would rather be reimbursed from [ ] FFIS [ ] SPI

Total reimbursement amount, in EUR:

Total reimbursement amount in USD (if SPI reimbursement):

• Be prepared to turn in the SPI or FFIS form upon arrival at DebConf
• All information will be checked before reimbursements are processed.

FFIS

• If you are being reimbursed through FFIS, before you leave home,
• Get the FFIS reimbursement form.
• Fill out all information. For reimbursement amount, put only the final amount of the reimbursement, min(allocated, actual), in EUR.
• Staple receipts to the back of the form.

SPI

• If you are being reimbursed through SPI, before you leave home,
• Get the SPI reimbursement form.
• Fill out all the information. For reimbursement amount, put only the final amount of the reimbursement, min(allocated, actual), in USD.
• Staple receipts to the back of the form.