Travel refunds via registered mail - don‘t!

Yes, it’s not displayed any more after the event is passed because if you had followed the process and went through the “Before the event” part, you’d have a “Ask for reimbursement” button in your request for travel support.
See here: TDF/Policies/Refunding - The Document Foundation Wiki

The event is here:
https://refunds.documentfoundation.org/events/90

It does, change the date for the “between” input box and click search to include events in the past.

1 Like

Hi,

You have to set the date to 1/09 in the filter and you will see the Libocon.

best,

On the TSP (travel support program), Sophie has most hands-on
experience, as she is handling the request together with Stephan, so I
happily defer to her. :slight_smile:

A general comment I can make:

When we looked for a tool back in the day, we discovered the TSP which,
if I am not mistaken, has been developed by/for the openSUSE community.
We tried to avoid reinventing the wheel and have put it in place for a
few years.

I agree there are some things that can be made easier with this tool
indeed, every so often I also stumble over something that’s not clear to me.

I am not sure if we can implement features and bugfixes ourselves and if
there is any synchronization with upstream. However, it migth be worth
collecting such proposals, and if sensible, budget for work on TSP in
the next budget.

Well, perhaps we should at least put the request/warning, not to ever send anything by registered mail to the TDF, in boldface, on the front page of that site and on the wiki. If it’s important for you not to have to deal with the registered mail.

I just checked, and you didn’t request for a refund, you did the first part to get support for travel, but you didn’t follow-up with the refund request.

But I did do just that. My request is right there on the page. I wrote the sums in, and everything. We also had an exchange about which currency the reimbursement should be in. (And of course, the request was following the conference - it wasn’t prospective or theoretical).

As written on the wiki page:
The process consists of:

the applicant submits a refund request for an event they will attend or for shipping stuff
the administrator sets an amount based on the request and approves the request
the applicant has to accept the amount allocated.

You are there with your requests #223 and #260, what you need to do now is:

Once the event has passed, the applicant has to enter the payment request based on their documents, fill the refund form and submit all the documents
The TSP administrator will then enter the payment process
When the payment has been received, the applicant closes his request.

For LibOCon 2024, the event is closed meaning you can’t ask for refund, but for 2025, please finish the process as written in the wiki. I’ll send you a mail to have your 2024 expenses refunded via SPI.

Currently you didn’t add any document on the TSP, you only have requested for a budget to travel. Now you have to complete the refund form and upload the receipts or any proof of payment to the tool. And then send the documents to Berlin via snail mail.

That is a good idea indeed. Sophie, do you know if we can configure TSP in such way or easily modify its code?

I have no idea but I’ll ask JJ during our meeting

I thought we started at Proposal for changes to travel refund accounting process ; e.g. you added some requests on file names… not?

Yes, that’s what I confirmed here :slight_smile:
Let’s collect the proposals and see what we have in the end, so we can
budget for it and find someone to implement

Hi,
The problem of Redmine tasks evolution is illustrated here, no trustees involved in this tools outside board and the first circle of founders and openoffice time first contributors. Why ?

(And don’t say i have no knowledge of Redmine, i use it every day)

Regards

Régis

1 Like

I don’t get what the problem is. The link is publicly accessible to
anyone. What you show is the screenshot on who can manage (=configure)
the respective Redmine project. Anyone can see the ticket and anyone can
contribute to it. A Redmine account can be requested by anyone, I am not
aware we ever rejected it.

Thanks to JJ, it’s done now

who/what ? :thinking:

what/where ?

why is the task status “New” ? :thinking:

JJ = Juan José.

I don’t think a ticket was opened for the idea to add a notice about registered mail to https://refunds.documentfoundation.org/ Now we can see it “… via regular mail NOT registered mail to pick up to Berlin”.

Yes, no ticket was opened, we discussed it during our team call and JJ was able to do it.

Thanks a lot for addressing that topic so quickly and uncomplicated!