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+{{Warning |1= With effect from 1st September 2023, the Mozilla Reps program was closed and activities ended.|title= With effect from 1st September 2023, the Mozilla Reps program was closed and activities ended.}}
+{{Remonav}}
+__TOC__
 = Overview =
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 This SOP outlines/answers the following questions:
-*What questions should I ask myself before requesting a budget?
+==What questions should I ask myself before requesting a budget==
-**Opening a bug can be a lot of work. Make sure that you have answered all the questions mentioned on the assessment criteria before you open your bug. If you’re not sure about a question please don’t hesitate to reach out to your mentor. He/She will be able to help you plan your event.
+*Opening a bug can be a lot of work. Make sure that you have answered all the questions mentioned on the assessment criteria before you open your bug. If you’re not sure about a question please don’t hesitate to reach out to your mentor. He/She will be able to help you plan your event.
-*What things do I have to check to submit a budget.
+==What things do I have to check to submit a budget==
-**So what is the information that I need to add in my bug and my event page so my bug can be ready for review? On the budget guidelines section you will be able to find a small checklist with the necessary things, a small blogpost from Regnard and a table with all the things that can be approved in the Program
+*So what is the information that I need to add in my bug and my event page so my bug can be ready for review? On the budget guidelines section you will be able to find a small checklist with the necessary things, a small blogpost from Regnard and a table with all the things that can be approved in the Program
-*How does the process work once I submitted the budget?
-**The Reps program follows a double approval procedure. Check the [[ReMo/SOPs/Budget/Process|procedure page]] for more technical details.
+==How does the process work once I submitted the budget?==
-*What should I do to get reimbursed before and after the event?
+*The Reps program follows a double approval procedure. Check the [[ReMo/SOPs/Budget/Process|procedure page]] for more technical details.
-**So you got approval but you’re unsure on how you will receive the funds. Check the Disbursement of Funds and  Follow up.
+==What should I do to get reimbursed before and after the event?==
+*So you got approval but you’re unsure on how you will receive the funds. Check the Disbursement of Funds and  Follow up.
+==Can we use left over budget from the other event?==
+*The Reps should file a new budget request in order to use the budget even if s/he already have the budget. Reps are not allowed to use the budget without advance approval from the review team.
 = Assessment Criteria =
-== Main focus areas ==
+The Assessment Criteria for Budget Requests can be found on [[ReMo/SOPs/Budget/Assessment-Criteria]].
-*It is essential that clear criteria of relevance and success be established so that the ReMo Council can properly assess budget requests. It is important to consider the following questions when evaluating a budget request:
-*Which goals is this event supporting?
-*How this budget is important for the success of the event?
-*Does this opportunity represent a relatively small level of financial support that will have a large impact on others in the Mozilla community?
-*Does the project empower other members of the community?
-*How will Mozilla's financial support impact others both in Mozilla and in the larger user-community? Is the investment in the community being successfully leveraged?
-*How measurable is the success of the event/activity and how easy is the follow-up ?
-*'''Does this budget directly impact a functional area goal?'''
 == Disqualification of Budget Requests ==
@@ Line 32: / Line 34: @@
 This 3-week “buffer” guarantees that each budget request undergoes the same thorough selection process.
+<div style="padding: 1em; background-color: rgb(255, 242, 204); border-width: 1px; border-color: rgb(255, 217, 102); border-style: solid;">
+'''Budgets that don't reply to the basic information asked in this SOP will be moved back to mentor review.'''
+Basic information to be provided:
+<ol>
+<li>Which functional area goals is this supporting and how?</li>
+<li>What are the event goals? What's success for this event? How are you going to measure it?</li>
+<li>Why this budget is needed for the success of the event?</li>
+<li>Detailed agenda (what are we doing, activities to support the event goals)</li>
+<li>[https://docs.google.com/spreadsheets/u/1/d/12FDeW3Qd5M2Mfpr8e7edCfXcUtqHP3lh3xwSln8w4G4/edit?usp=drive_web Budget breakdown] attached to the bug once created (who are we covering?)</li>
+<li>Are there "optional" costs not needed for the success of the event? Which ones? What the minimum viable budget?</li>
+</ol>
+</div>
 {{admon/important |Receipts from previous budget requests| Make sure that you have attached all of your receipts at your previous budget requests. Reps that haven't submitted previous receipts will not be able to request budget for their new events.}}
@@ Line 46: / Line 64: @@
 *target audience
 *3 success metrics
-*clear break down of expenses
+*[https://docs.google.com/spreadsheets/u/1/d/12FDeW3Qd5M2Mfpr8e7edCfXcUtqHP3lh3xwSln8w4G4/edit?usp=drive_web clear break down of expenses] (form made by Michael Kohler based on the template the Filipino community is using)
 As an additional resource, it would be recommended for Reps to read '''[http://weboplex.com/post/34386033488/the-quick-guide-to-writing-budget-requests-for-mozilla The Quick Guide to Writing Budget Requests for Mozilla Reps]'''.
-{{admon/note|Filing a Budget Request|To request a budget, the following '''[https://bugzilla.mozilla.org/form.reps.budget budget request form]''' needs to be completed and submitted. }}
+{{admon/note|Filing a Budget Request|To request a budget, get in touch with a [[ReMo/Resources|Resource Rep]]. }}
 {{admon/important|Budget Bug at your Event Page|Once you open a budget request, make sure that you have added the bug number on the event page. }}
@@ Line 56: / Line 74: @@
 ==Budget guidelines table==
 There are certain services that you can ask to be reimbursed at a budget request. Here are the categories and the list of services that a rep can ask:
+{| class="wikitable" style="text-align: center; height:100%; width:100%;"
+|-
+! Reimbursement list -<br> Event Category !! !!colspan="2" | Community meet-up / Intercommunity meet-up !! rowspan="2" | Industry and FOSS events !! colspan="3" | Specific Hackathons<br> (WebVR, Rust, Firefox, etc) !! colspan="3" | General events<br> (talks in university,<br> booths in local events) !! rowspan="2" | MozCoffee !! rowspan="2" | Moz Tours
+|-
+| || subcategories || up to 10 participants || 10-100 participants || up to 50 participants || 50-200 participants || more than 200 participants || up to 50 participants || 50-200 participants || more than 200 participants
+|-
+| rowspan="2" |Travel || for the organizers || style="color: red;" | no || style="color: green;" | yes  || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: green;" | yes
+|-
+| for the participants|| style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no
+|-
+| rowspan="2" |Local transportation|| for the organizers || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no
+|-
+|for the participants || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no
+|-
+| rowspan="2" |Accommodation || for the organizers || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: green" | yes
+|-
+|for the participants || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no
+|-
+| rowspan="2" |Food and Drinks (no alcoholic beverages) || for the organizers || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no
+|-
+| for the participants || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: green;" | yes || style="color: red;" | no
+|-
+| Supplies/<br>Miscellenious || || style="color: red;" | no || style="color: green;" | yes || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes  || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no
+|-
+| rowspan="2" |Swag || low budget gear (for example stickers, buttons etc) || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: green;" | yes
+|-
+|expensive gear (for example t-shirts) ||  style="color: red;" | no || style="color: green;" | yes (only for core contributors) ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no ||  style="color: red;" | no
+|-
+| Visa fees ||  || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no
+|-
+| Courrier fees ||  || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no
+|-
+| Venue || || style="color: red;" | no || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no
+|-
+| WiFi at the venue ||  || style="color: red;" | no || style="color: green;" | yes || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no
+|-
+| Printing flyers ||  || style="color: red;" | no || style="color: red;" | no || style="color: red;" | no || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: green;" | yes || style="color: red;" | no || style="color: red;" | no
+|-
+|}
 {{admon/note|Not being approved by default|It's important to understand, that these are not 'all the things Mozilla will cover, but rather, things that might be considered with supporting metrics, and where diligence has been given to alternative solutions (like community partnerships, and donation)}}
-= Accounting Rules =
+= Disbursement of Funds =
-The fund flow should comply with accounting rules.<br>
+In the primary comment of the bug, the Rep needs to define if he/she needs an advance payment or he/she wants to be reimbursed after the event is over.
+There are 2 ways to be paid
+) paypal
+) wire transfer
-A donation is usually an amount given to an established non-profit organization with an established charter and its own auditing processes. It is usually not linked to a specific project but just to partially support the overall goal of this organization.
+== Payment via Paypal ==
+In most of the cases we are using payment via Paypal because it is more easy and safer to proceed. The Rep should provide the bug wrangler his/her Paypal account in order to proceed with the payment.
+The transaction costs on Paypal are not to be paid by the Rep. Bug wrangler has to add an additional 4% of the amount in order to cover them.
-Expenses covered must be related to a ReMo event/project (with a proper ReMo event wiki page) as they occur, or once they have occurred.
+== Payment via wire transfer ==
+In some cases, particularly in cases where Paypal does not exist in a specific country, payments can be made via wire transfer.
+In order to proceed with this type of payment, the ReMo payment coordinator must follow these specific steps:
-In general, event-related expenses are covered once the event has occurred, besides advanced payment such as a portion of a proposal for a room, technical equipment rental, catering at the event. The remaining due amount is then paid just before the event, or upon receipt of a bill. In all cases such documents/offers should be formalized once the project has been approved with amounts/due dates and bank info so payments can be made accordingly.
+*collect an invoice (or pro-forma invoice in case of advanced payment) from the Rep
+*fill out the dedicated wire transfer form
+*send an email to Mozilla accounting and attach the invoice and the corresponding wire transfer form
+*update the budget request bug to inform that payment has been processed via wire transfer
-In general, individual expenses are covered by paying back expense notes submitted with receipts, to cover individual travel, accommodation and food falling within pre-approved limits/guidelines. In some cases some of these expenses (travel, accommodation) could be directly paid to the service provider beforehand by Mozilla, which then provides the airline ticket or the hotel room to the individual. Food, taxi and other limited expenses are still reimbursed through an expense note.
+Once the bug is being paid the bug wrangler leaves the following comment:
-= Disbursement of Funds =
+   Payment has been processed, please confirm
+Whiteboard is being changed to:
+   [approved][full processed][waiting for receipts][waiting for report and photos]
-Once a budget request has been approved, Konstantina Papadea must process payments via PayPal or wire transfers provided all relevant receipts and/or pro-forma invoices are attached to the budget request bug. The rep has the choice to ask for an advance payment, or to be reimbursed once he/she has submitted all the relevant receipts, event reports and photos
+As soon as the rep is notified by the the bug wrangler that he/she has been reimbursed, '''he/she should confirm the reimbursement by attaching a screenshot of the transaction indicating how much the rep received on local currency.'''
-==Advance Payment==
+'''Want to know more about our accounting rules? check this [[ReMo/SOPs/Budget/Accouting-Rules|page]]'''
-In the case that the rep has asked for an advance payment, he/she should determine whenever he/she prefers to be paid via paypal or via wire transfer (please see details below). As soon as the rep is notified by the the bug wrangler that he/she has been reimbursed, he/she should confirm the reimbursement by attaching a screenshot of the transaction indicating how much the rep received on local currency.
+== Follow-up ==
-After the event is completed, the rep should provide a detailed spreadsheet indicating how much he/she spent in local currency. Based on that, the bug wrangler will review the receipts based on the local currencies and will calculate if the rep is left with an extra amount or need to be reimbursed. In the case that a rep went "over-budget" he/she will be reimbursed once he/she has submitted all his reports and photos and by his/her mentor's approval.
+The bug wrangler must carry-out a follow-up of of all projects whose budget requests have been approved and update the bugs regularly.
-==Payment after the event is completed==
+Things that the Rep must submit after the event is done:
-In the case that the reps doesn't requested an advance payment, then the bug wrangler will pay the rep based on the paypal's current rates.  The rep has to submit his/her receipts on a 2 weeks period after the event. If the rep fails to submit his/her receipts then the rep is going to be reimbursed based on the excange rate the date that the receipts were printed. The bug wrangler will use oanda.com [http://www.oanda.com/currency/converter/] historical rates.
+*receipt (see the guideline [[ReMo/SOPs/Budget/Receipts_guide|here]])
+*budget breakdown
+*blogpost and photos
+*post event metrics
-==Payment via paypal==
+== Payment after the event is completed ==
+In case you want to be reimbursed after your event make sure you would have all the mentioned things on the follow-up section completed and notify the bug wrangler that you’ve submitted all your receipts.
-In the most of the cases we are using payment via paypal because it is more easy and safe to proceed. The rep should provide the bug wrangler his/her paypal account in order to proceed with the payment.
+Once the bug is being paid the bug wrangler leaves the following comment:
+  Payment has been processed, please confirm
-The transaction costs on paypal are not to be paid by the rep. Bug wrangler has to add an additional 4% of the amount in order to cover them.
+{{admon/note|submission of receipts The rep has to submit his/her receipts on a 2 weeks period after the event. If the rep fails to submit his/her receipts then the rep is going to be reimbursed based on the exchange rate the date that the receipts were printed. The bug wrangler will use [http://www.oanda.com oanda] historical rates.}}
-== Payment via wire transfer ==
-In some cases, particularly in cases where paypal does not exist in a specific country and/or the amount to be paid for an individual expense is over $500 USD, payments can be made via wire transfer.
-In order to proceed with this type of payment, the ReMo payment coordinator must follow these specific steps:
-) collect an invoice (or pro-forma invoice in case of advanced payment) from the Rep <br>
-) fill out the dedicated '''[https://wiki.mozilla.org/images/d/de/Wire_transfer_Template.xls wire transfer form]''' <br>
-) send an email to Mozilla accounting and attach the invoice and the corresponding wire transfer form <br>
-) update the budget request bug to inform that payment has been processed via wire transfer <br>
 == Tolerance threshold for events going "over" budget ==
+*Budgets < $500 USD: maximum of 30% over-budget
+*Budgets > $500 USD: maximum of 20% over-budget
+*Budgets > $5,000 USD: maximum of 10% over budget
-* Budgets < $500 USD: maximum of 30% over-budget
+{{admon/important|Overbudget: A rep can go overbudget only in cases of unexpected costs. Each overbudget case will be reviewed by the Rep’s mentor.}}
-* Budgets > $500 USD: maximum of 20% over-buget
-* Budgets > $5,000 USD: maximum of 10% over budget
 =Tracking and Follow-up=
-The bug wrangler must carry-out a follow-up of of all projects whose budget requests have been approved and update the bugs regurarly.
+The bug wrangler must carry-out a follow-up of all projects whose budget requests have been approved and update the bugs regularly.
 = Contact =
-For any questions, suggestions or comments, please also contact Konstantina, Rosana, or Ruben.
+For any questions, suggestions or comments, please also contact [https://mozillians.org/en-US/u/couci/ Konstantina], [https://mozillians.org/en-US/u/kelimutu/ Kiki], or [https://mozillians.org/en-US/u/nukeador/ Ruben].
 [[Category:Remosop]]