[TYPO3-core] Requesting reimbursement of costs for TYPO3 CMS Activity

[Ernesto Baschny]

Hi people,

as you might know, there are certain activities within the TYPO3 CMS
development for which you might be eligible of reimbursement of costs -
like traveling to an "official" Code Sprint, participating in the T3DD etc.

Please note the following important information if you are wanting to
get money from the TYPO3 Association's "TYPO3 CMS Budget":


1) Who is eligible?

Make sure your costs are covered by the TYPO3 CMS Budget in the first
place. Usually the leader of such an event will inform you accordingly.
If you are the organizer of such an event, please get in touch with me
first to clarify the reimbursement modality.


2) What expenses are covered?

a) Money you payed for transportation, hotel / lodging.  Read this file
for more information on the details:

http://association.typo3.org/fileadmin/documents/misc/110729_t3a-travel-expenses.pdf

b) Payed timed work cannot be "reimbursed", it can only be "invoiced".
Please get in touch with Olly Hader (Leader) or me before invoicing work
time!


3) "Reimbursement" vs "Invoice"

For getting back money for bills you payed (Hotel, Bahn, flight ticket,
...) , there are two ways:

a) If you payed your expenses as a private person, you are eligible for
getting a simple "Reimbursement". You will be able to get the GROSS
(Brutto) value payed back from the T3A (including VAT / MwSt).

Please use *this form* to request an Reimbursement:

http://association.typo3.org/uploads/media/111012_t3a-reimbursemant.ods

b) If you or your employee need to write an INVOICE ("Rechnung"), it
means that this company / individual will be paying taxes for this
income. The attached bills are then just informational to us, as the
(european) company will usually get the VAT/MwSt back from the finance
authority (Finanzamt).

Just write your invoice, but bill us only the NET (Netto) value
(excluding the VAT/MwSt). Please note that the company writing the
invoice is responsible for writing a correct invoice and handling all
the tax-paying business themselves, we cannot give support on that.


4) Formalities

In both cases, we need a single PDF containing everything: the
reimbursement cover letter OR your invoice, and then all relevant bills.
Send these in a mail to the event organizer or team leader and to me.


The differentiation in (3) is lately causing some reimbursement requests
to be rejected by the T3A (e.g. Invoiced billing the *GROSS* value of
the bills => no go). This hasn't been handled very consistently in the
past. Which is why I came up in writing this "short" FAQ. :)

If you have any question, please don't hesitate to ask.

Kind regards,
Ernesto Baschny

-- 
Ernesto Baschny
Core Developer V4 Team
Release Manager TYPO3 4.5

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