Re: [Debconf-team] Cash Reimbursements
On Sun, 8 Jul 2012 22:35:00 -0600 Henning Sprang henning.spr...@gmail.com wrote: Hi Norman, Hi Henning, (as you're not on IRC an extra reminder) We need Cash tomorrow to be able to reimburse people who invested their private money for buying needed things. Many people are requesting it, but we don't have nearly enough in the cashbox. Is it possible(as in: can you, please :) ) to get that tomorrow - including enough small change as we have no rounded amounts? I don't wanna save this as a last minute task for me, and I don't want to start splitting it and pay people partially and have to track that. If you confirm I gonna let you know the exact amount needed. Please confirm the amount and we will have that money tomorrow :) Regards, -- Norman García Aguilar nor...@riseup.net ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
[Debconf-team] Travel Sponsorship Reimbursements
Hey, I have first encounters with people asking for travel sponsorship reimbursements. And no idea how to handle them, e.g. from where they are to be paid, plus how, plus how I can check who's eligible in first place. Any hints? Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
Henning Sprang dijo [Mon, Jul 09, 2012 at 12:42:46PM -0600]: Hey, I have first encounters with people asking for travel sponsorship reimbursements. And no idea how to handle them, e.g. from where they are to be paid, plus how, plus how I can check who's eligible in first place. Well, to begin with, we should ask FFIS and SPI for what information they require for attendees to proceed with reimbursement. Second, as for who is entitled to receive reimbursement, I think you don't have to worry about that, but just about collecting the paperwork. Checking against the herb@ approved list can be done later on, when we start actually sending out the money. OTOH, of course, it would be nice to be able to tell people you gave us the wrong numbers and avoid them having to send them again. So having this list in your hands *could* be a good thing. What do others say? ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
Hi Gunnar and thanks, On Mon, Jul 9, 2012 at 1:07 PM, Gunnar Wolf gw...@gwolf.org wrote: Well, to begin with, we should ask FFIS and SPI for what information they require for attendees to proceed with reimbursement. Which is only necessary when they are reimbursed from their accounts an not from ISIC, locally, in cash. But I assume you're telling me that's how it works, right? In that case, I *do* have the two different reimbursement forms form FFIS and SPI available. I'm not sure if there's enough money in FFIS left to actually refund all requests from Europe, lacking any numbers for the latter, having only some older information of the formers' balance in ledger. Second, as for who is entitled to receive reimbursement, I think you don't have to worry about that, but just about collecting the paperwork. So I do only collect the receipts, scan them and/or take care they are transported to FFIS/SPI? Checking against the herb@ approved list The *what* list? can be done later on, when we start actually sending out the money. OTOH, of course, it would be nice to be able to tell people you gave us the wrong numbers and avoid them having to send them again. So having this list in your hands *could* be a good thing. What do others say? I have some extra info now, but it's not yet clear what I'm supposed to do, I say :) Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On 07/09/2012 09:07 PM, Gunnar Wolf wrote: Henning Sprang dijo [Mon, Jul 09, 2012 at 12:42:46PM -0600]: Hey, I have first encounters with people asking for travel sponsorship reimbursements. And no idea how to handle them, e.g. from where they are to be paid, plus how, plus how I can check who's eligible in first place. Well, to begin with, we should ask FFIS and SPI for what information they require for attendees to proceed with reimbursement. Second, as for who is entitled to receive reimbursement, I think you don't have to worry about that, but just about collecting the paperwork. Checking against the herb@ approved list can be done later on, when we start actually sending out the money. OTOH, of course, it would be nice to be able to tell people you gave us the wrong numbers and avoid them having to send them again. So having this list in your hands *could* be a good thing. What do others say? I just sent to Hennig the list and amount of travel sponsored people. You should track also how give you the receipt, so that we can ping them in the last days of the conference. ciao cate ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
Hi and thanks, On Mon, Jul 9, 2012 at 1:32 PM, Giacomo Catenazzi c...@debian.org wrote: The herb list. We give them max the cantfund amount. nameemail total_cost cantfund XX Hmm. What means we give them max cantfound ? Do I decide randmly myself what amount they get below cantfund? Could become funny, I guess - at least for me... :) Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On 07/09/2012 09:34 PM, Henning Sprang wrote: Hi and thanks, On Mon, Jul 9, 2012 at 1:32 PM, Giacomo Catenazzic...@debian.org wrote: The herb list. We give them max the cantfund amount. nameemail total_cost cantfund XX Hmm. What means we give them max cantfound ? Do I decide randmly myself what amount they get below cantfund? Could become funny, I guess - at least for me... :) cantfund is the amount that we get to sponsored people. Total_cost should be the cost in the receipt. ciao cate ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On Mon, Jul 9, 2012 at 1:38 PM, Giacomo Catenazzi c...@debian.org wrote: What means we give them max cantfound ? Do I decide randmly myself what amount they get below cantfund? Could become funny, I guess - at least for me... :) cantfund is the amount that we get to sponsored people. Total_cost should be the cost in the receipt. I'm clear about that meaning, but not what you mean with max. So, we fund them exactly the cantfund amount, that seems the only reasonable option, right? :) Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On 07/09/2012 09:49 PM, Henning Sprang wrote: On Mon, Jul 9, 2012 at 1:38 PM, Giacomo Catenazzic...@debian.org wrote: What means we give them max cantfound ? Do I decide randmly myself what amount they get below cantfund? Could become funny, I guess - at least for me... :) cantfund is the amount that we get to sponsored people. Total_cost should be the cost in the receipt. I'm clear about that meaning, but not what you mean with max. So, we fund them exactly the cantfund amount, that seems the only reasonable option, right? :) If the travel cost are lower (think about people who required 100% of travel sponsorship), we get them only the min(cantfund, realcost). ciao cate ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On Mon, Jul 09, 2012 at 01:34:54PM -0600, Henning Sprang wrote: Hi and thanks, On Mon, Jul 9, 2012 at 1:32 PM, Giacomo Catenazzi c...@debian.org wrote: The herb list. We give them max the cantfund amount. nameemail total_cost cantfund XX Hmm. What means we give them max cantfound ? cantfund = Can't Fund; basically, it was the field we asked participants to fill in indicating how much of their travel costs they couldn't fund themselves, or what they were wishing help funding. So, the sponsored attendees should receive the full amount in the cantfund field. -- -- Patty Langasek harmo...@dodds.net -- At times, you may end up far away from home; you may not be sure of where you belong, anymore. But home is always there... because home is not a place. It's wherever your passion takes you. --- J. Michael Straczynski ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
[Debconf-team] meeting minutes 09/07 14:00
- second hacklab: some confusion among participants about the second hacklab. Is it a bof room or a hacklab, how do you open it? Participants should ask the front-desk to open and close it. - money issues: should be solved in a smaller group - travel reinbursment: Requests have to be made by participants on either the FFIS or SPI form. Argentinians and Brazilians (and maybe other countries) need the reinbursment in cash, affected people should contact Henning. Henning sends a message about the process to the persons reinbursed and sorts this out with cate. Gismo is going to help Henning. -- Ever tried. Ever failed. No matter. Try again. Fail again. Fail better. ~ Samuel Beckett ~ ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
Hi, I can only speak of reimbursements handled by ffis e.V. You need a) Approval by Debconf12 team for a certain sum b) Information by Debconf12 team whether ffis e.V., SPI Inc. or ISIC will handle the particular reimbursement. (For people with German bank accounts, it will probably be ffis, for Northern American it will probably handled by SPI.) c) All *original* receipts that prove the costs you would like to get reimbursed. If you are unsure what to attach, feel free to contact kasse at ffis.de. d) A properly filled out and signed reimbursement form: 21. http://www.ffis.de/Verein/Erstattungen.ps [German Bank account] 22. http://www.ffis.de/Verein/Reimbursement.ps [International bank account] 23. http://www.ffis.de/Verein/erstattung.php [interactive form] c) and d) need to be sent to us using the address on the form. Best would be to send things to us as soon as the attendee is well back home. In the past, the Debconf team has collected names, mail addresses and approved sums for reimbursement of the people who are entitled to receive reimbursement that was sent to us as a list. This was very helpful. Maybe you could do this again this year. Please don't try to collect all relevant receipts and forms during Debconf in one bunch. This is bound to fail as people need at least their ticket back home - which they need to send to us in order to receive reimbursement. In the past, some people lost these receipts, thinking that copies were enough. Regards, Joey -- Reading is a lost art nowadays. -- Michael Weber Please always Cc to me when replying to me on the lists. ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
[Debconf-team] more tables?
It's me or there is a lack of tables in the hacklab? Many people are walking around, looking for a free spot... cheers, luciano ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] more tables?
Difficult to get. Only paying for it. Today is the day with most attendees at the venue. So it should get better during the next days. And, hey, there is the almost everytime empty BoF room/quiet hacklab. On 07/09/2012 02:28 PM, Luciano Bello wrote: It's me or there is a lack of tables in the hacklab? Many people are walking around, looking for a free spot... cheers, luciano ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On Mon, Jul 9, 2012 at 1:50 PM, Patty L Langasek harmo...@dodds.net wrote: Hmm. What means we give them max cantfound ? cantfund = Can't Fund; basically, it was the field we asked participants to fill in indicating how much of their travel costs they couldn't fund themselves, or what they were wishing help funding. So, the sponsored attendees should receive the full amount in the cantfund field. That's what I expect it to be and find reasonable. just the max part puzzled me, it left room for interpretation. Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] more tables?
On 07/09/2012 03:05 PM, Holger Levsen wrote: On Montag, 9. Juli 2012, Felix Delattre wrote: Difficult to get. Only paying for it. Today is the day with most attendees at the venue. So it should get better during the next days. And, hey, there is the almost everytime empty BoF room/quiet hacklab. paying for the tables is not a problem. having no tables is. I though we agreed on this days ago and you already the tables days ago. Yes, but we had organized more tables already. Additionally Norman told us that he has more tables, so I thought we won't need to order any. Checking again, Fitoria is going to bring the tables from Norman's house today. ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] meeting minutes 09/07 14:00
Hi, On Mon, Jul 9, 2012 at 2:14 PM, Gaudenz Steinlin gaud...@debian.org wrote: - travel reinbursment: Requests have to be made by participants on either the FFIS or SPI form. Argentinians and Brazilians (and maybe other countries) need the reinbursment in cash, affected people should contact Henning. Henning sends a message about the process to the persons reinbursed and sorts this out with cate. Gismo is going to help Henning. I should have said that more clear when I heard the last sentence... but I am a bit slow: There was also a part saying that's actually only very partially accounting and is much more Travel Sponsorship Team ... and I really like very much to look at it as such, as my workload is currently enough to let me think about dropping the CW party tonight to keep work pile up even further. So, I keep volunteering for the parts of that process that involve actual money transactions and their recording and ledgering, but the rest must really be taken care of by others. Thanks, Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] more tables?
On 2012-07-09 15:52, Felix Delattre wrote: And, hey, there is the almost everytime empty BoF room/quiet hacklab. Yes, the second hacklab is currently almost empty, with lots of power and networking available as well as table space. -- Moray ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
Hey all+team, On Mon, Jul 9, 2012 at 2:27 PM, Joey Schulze j...@infodrom.org wrote: In the past, the Debconf team has collected names, mail addresses and approved sums for reimbursement of the people who are entitled to receive reimbursement that was sent to us as a list. This was very helpful. Maybe you could do this again this year. Thanks for the clear definition, Joey, that was basically what I asked for in first place! As said in another thread, I agree seeing that as the responsibility of the Travel Sponsorship Team then, and due to my current workload I'm sorry but cannot join it spontaneously. Thanks for taking care of this - don't hesitate to ask me for help when actual money transactions come into play, making it my area of responsibility... Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On Mon, Jul 09, 2012 at 03:06:05PM -0600, Henning Sprang wrote: That's what I expect it to be and find reasonable. just the max part puzzled me, it left room for interpretation. Ah. In that case. :) If cantfund = travelcost, Reimbursement = cantfund; If cantfund =travelcost, Reimbursement = travelcost; Gunnar, how is my attempt at programming? :D -- -- Patty Langasek harmo...@dodds.net -- At times, you may end up far away from home; you may not be sure of where you belong, anymore. But home is always there... because home is not a place. It's wherever your passion takes you. --- J. Michael Straczynski ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Travel Sponsorship Reimbursements
On Mon, Jul 9, 2012 at 3:59 PM, Patty L Langasek harmo...@dodds.net wrote: Gunnar, how is my attempt at programming? :D Take care, he'd probably say more than good enough to take over Penta-Hacking! :) ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
[Debconf-team] [RFC] Travel reimbursement procedure
Hi there! After having discussed with Henning, we propose to proceed in the following way (hopefully I did not miss anything): 1) a volunteer should be available at Front Desk for a certain amount of time (e.g. from 12:00 to 14:00 on Thursday). 2) SPI and ffis e.V. forms will be provided (no need for the attendees to look for a printer) and be given away in a nominal fashion. While this could be a bit confusing, given that *we* know where the money is it is easier to direct them to the correct form (I am sending the full list of attendees who got sponsorship to herb and Henning). 3) the attendee should bring *original* receipts of the travel costs. In case no physical receipt is available (e.g. if the attendee bought them on the Internet), then the confirmation email which includes the effective travel costs must be forwarded to h...@debconf.org. Henning and myself agreed that we should scan the original receipts on paper for archival purpose and/or future reference. 4) once all the paperwork has been done, the volunteer should talk to Henning, who will take care of the upstream paperwork (i.e. dealing with SPI and ffis e.V.). If approved, the above should be announced publicly and to each attendee who got travel reimbursement. Below you can find an email template, based on previous DebConfs' versions. Comments? Thx, bye, Gismo / Luca Relevant public posts about travel reimbursement at previous DebConfs: 2010: mid:20100805161832.gj24...@cartman.hq.amellus.com http://lists.debconf.org/lurker/message/20100805.161832.ed31f701.en.html 2009: mid:20090723230513.gn3...@cartman.hq.amellus.com http://lists.debconf.org/lurker/message/20090723.230513.0d8cf592.en.html 2007: mid:87ejk9zcs1@delenn.ganneff.de http://lists.debconf.org/lurker/message/20070618.120742.888da80c.en.html --8---cut here---start-8--- From: $SENDER Subject: Your travel cost sponsorship request for DebConf12 To: $ATTENDEE Cc: DebConf Sponsorship Team h...@debconf.org Hello, You requested travel sponsorship for DebConf12 in Managua. To receive your money please come see me ($SENDER) at FrontDesk on $DAY_NAME, $DAY_NUMBER $MONTH, between $HOUR_STAR and $HOUR_END, local time. There, you will be given either the SPI or the ffis e.V. reimbursement form. Please fill it out: basically we need your personal data and alnl details about your travel cost form, including all the original receipts. I will collect those receipts and confirm the amount of money you will be receiving (either what you already got told or the full amount of cost, whatever is lower), and will tell SPI/ffis e.V. to initiate the money transfer as soon as possible for them. If you have any question feel free to contact the DebConf Sponsorship Team replying to this email. $SENDER, on behalf of the DebConf Sponsorship Team --8---cut here---end---8--- pgpBB5cjZpfqD.pgp Description: PGP signature ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] [RFC] Travel reimbursement procedure
Le lundi, 9 juillet 2012 17.09:46, Luca Capello a écrit : Comments? Looks quite good to me, many thanks for the work. --8---cut here---start-8--- (…) There, you will be given either the SPI or the ffis e.V. reimbursement form. Please fill it out: basically we need your personal data and alnl Typo here --^ Thanks, OdyX signature.asc Description: This is a digitally signed message part. ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Sponsor addresses
for the rest, it would be helpful to know which addresses are actually _missing_. The message below is long, but it requires at least one or two people to read it and check it. Most of the addresses are missing, as I thought before making my request to the list. As usual we can try to give bags directly in some cases, but even for those the address really should be there, to be used for mailing other items later. A few addresses are in old sponsors-table files (which may or may not still be valid, we should confirm them each year). For several sponsors the record of contacts is also missing or out-of-date, including failing to note that sponsorship was finally arranged. I've hopefully done most of the necessary work for sending bags, but getting a valid list of mailing addresses in one place really should be done as part of our standard process of arranging sponsorship (as documented). We will still need more postal and/or email addresses for sending out the Final Report when it is ready. Please check my notes below and make corrections, including any sponsors I have forgotten to include. Also point out if there are more sponsors I have forgotten here, which is quite likely. Not in sponsors-table at all UCA -- give directly? In sponsors-table but not as sponsor Yota -- give directly? Can give bags directly (or via an employee), I hope Government ARM -- ??? HP -- bdale Hivos Canonical -- ??? SIMAS Toby Churchill Valid address in sponsors-table Gestman Profitbricks Collabora Renesas Address in dc11/sponsors-table (could be out-of-date) Google -- someone present? Brandorr Group Matanel Foundation Address in dc10/sponsors-table (could be out-of-date) Bytemark Address in dc7/sponsors-table (out-of-date?) man-da.de -- http://www.man-da.de/impressum no address in tables Netways -- probably use http://www.netways.de/en/de/kontakt/contact_us/ Nexenta -- http://www.nexenta.com/corp/contact-us ??? Rackspace -- seem to want to hide their postal address Gandi -- address at bottom of http://en.gandi.net/contracts ??? linode.com -- use address from http://www.linode.com/about/ ??? -- Moray ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
Re: [Debconf-team] Sponsor addresses
Holasito! On Mon, Jul 9, 2012 at 6:09 PM, Moray Allan mo...@sermisy.org wrote: Netways -- probably use http://www.netways.de/en/de/kontakt/contact_us/ Yes, please use this one! Thanks, Henning ___ Debconf-team mailing list Debconf-team@lists.debconf.org http://lists.debconf.org/mailman/listinfo/debconf-team
