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Reps/SOPs/Budget: Difference between revisions
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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}} | |||
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= Overview = | = Overview = | ||
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This SOP outlines/answers the following questions: | This SOP outlines/answers the following questions: | ||
==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. | |||
==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 | |||
==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. | |||
==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 = | = Assessment Criteria = | ||
The Assessment Criteria for Budget Requests can be found on [[ReMo/SOPs/Budget/Assessment-Criteria]]. | |||
== Disqualification of Budget Requests == | == Disqualification of Budget Requests == | ||
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This 3-week “buffer” guarantees that each budget request undergoes the same thorough selection process. | 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.}} | {{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.}} | ||
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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]'''. | 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, | {{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. }} | {{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. }} | ||
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{| class="wikitable" style="text-align: center; height:100%; width:100%;" | {| 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> ( | ! 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 | | || 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 | ||
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|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 | |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 || 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 | | 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 | | 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 | ||
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There are 2 ways to be paid | There are 2 ways to be paid | ||
1) paypal | 1) paypal | ||
2)wire transfer | 2) wire transfer | ||
== 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. | |||
== Payment via wire transfer == | == Payment via wire transfer == | ||
In some cases, particularly in cases where | 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 order to proceed with this type of payment, the ReMo payment coordinator must follow these specific steps: | ||
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Things that the Rep must submit after the event is done: | Things that the Rep must submit after the event is done: | ||
* | *receipt (see the guideline [[ReMo/SOPs/Budget/Receipts_guide|here]]) | ||
*budget breakdown | *budget breakdown | ||
*blogpost and photos | *blogpost and photos | ||
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=Tracking and Follow-up= | =Tracking and Follow-up= | ||
The bug wrangler must carry-out a follow-up | The bug wrangler must carry-out a follow-up of all projects whose budget requests have been approved and update the bugs regularly. | ||
= Contact = | = Contact = | ||
For any questions, suggestions or comments, please also contact [https://mozillians.org/en-US/u/couci/ Konstantina], [https://mozillians.org/en-US/u/ | 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]] | [[Category:Remosop]] | ||