Reps/SOPs/Budget/Summit 2013 Expense Reimbursement

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More than 900 Mozilla volunteers will be attending Mozilla's Summit 2013, which will take place on October 4 - 6, 2013 in Brussels, Belgium / Santa Clara, USA / Toronto, Canada.

Many Mozillians will need to apply for a visa or travel from their remote town to the airport in order to attend the Summit. Indeed, just applying for for a visa can involve some expenses like processing fees, travel to/from the nearest consulate/embassy and courier services (if passport needs to be mailed to the consulate/embassy).

In order for Mozillians to get reimbursed these fees, a reimbursement request can be made through the Mozilla Reps budget request process.

Can't find a Rep who can help you in your country?
Mozillians can also request reimbursement or a cash advance directly through Mozilla's accounting department by contacting

List of Summit expenses that can be reimbursed (with valid receipts!)

  • visa processing fees (even if you are denied)
  • public transport (except taxi) to/from airport
  • public transport (except taxi) to/from consulate or embassy
  • courier service (fedex or ups) to mail passport
  • travel insurance if required for visa
No receipts - No money
Reimbursement cannot be processed if receipts or proof of costs are NOT provided

Requesting re-imbursement or cash advance funding as a Rep

For Mozilla Reps who require reimbursement or a cash advance, follow the standard process.

Requesting re-imbursement/cash advance through a Rep

Mozillians who are not Mozilla Reps should contact a local Rep and the Rep will help them get reimbursed. The process is as follows:

Step 1: contact a Rep in your country*
Step 2: once the Rep has accepted to process your reimbursement, send him/her all your scanned receipts and bank details/paypal account
Step 3: inform the Rep once you have successfully received the funds.

Requesting re-imbursement/cash advance as a Rep on behalf of your fellow Mozillians

Mozilla Reps who have accepted to help their fellow Mozillians get reimbursed for their Summit visa fees should follow this simple process:

Step 1: file one budget request bug for *all* non-reps you're processing reimbursements for
Step 2: attach all relevant receipts to the bug
Step 3: provide a detailed breakdown of all expenses and the total amount to be processed
Step 4: once you have received the funds from Mozilla, ensure that each non-Rep you are helping get reimbursed.