2012/11/6 Matthias Kirschner mk@fsfe.org:
Hi Otto,
sorry, due to my vacation this one slipped down. Did you already send the receipt to our Düsseldorf office to get the refund? Did everything work out?
No, I haven't sent any expense requests for this fall at all so far.
Matthias told me FSFE would cover for my flight to Berlin when I participated among others in the web sprint. That would be 326,90 €.
I (or actually Seravo, I've paid everything with company card) would like also to invoice for the following expenses: - Workshop room in Hub Helsinki, when we had the FSFE-meeting, sum 61,50€ - Lunch with Stallman and the FSFE whole team (five persons), 76 € - taxi for Stallman, 16,70 €
Scanned recites attached.
I also have some individual <10€ expenses (e.g. meeting new fellow Denis Zalewsky on September 6th trying to talk him over into running Document Freedom Day 2013 and obviously bribing him a little bit with coffee and food) but the sums are to small to do paperwork for. However I've been thinking that FSFE could pay a few roundtrips to Helsinki, at least when I went to the seminar 2012-09-25 the trip was FSFE-only and also when I met Helsinki CIO Markku Raitio for a 2,5 hour talk last week the trip was FSFE-only. Train Tampere-Helsinki-Tampere is 61€ in cheapest class. Could I invoice say 3x61€?
A more complete listing of what we've done in message titled "Finnish team report 2012-04-27 - 2012-11-11" to team-reports@ on November 11th.
What is the proper way to proceed, file the above at http://fsfe.org/internal/er.en.html, wait for the approval to come, and then send an invoice to invoices@fsfe.org ?
Is this all under "FELLOWSHIP, local activities" and thus filed for Matthias to approve?
I understand that I am requesting these expenses after the fact, which is a bit against policy. If you decline my expenses it is ok, I know I took a risk not doing the expense requests beforehand. I was thinking since there haven't been much other FSFE costs in Finland, there should be some budgeted money unused to support the FSFE team in Finland. The 25 Finnish fellows probably want that some of their contribution would be used in Finland too, although the main part should go to EU-level work.
- Otto
PS. In my calculations there should be a 480€ donation to the procurement project unused. My wish is that HH Partners would invoice the contract defined 90% sum meaning 432€ from FSFE since Martin has executed some of the work using their intern, thus having direct costs.
hi Otto,
* Otto Kekäläinen otto@fsfe.org [2012-12-01 23:55:08 +0200]:
2012/11/6 Matthias Kirschner mk@fsfe.org:
Hi Otto,
sorry, due to my vacation this one slipped down. Did you already send the receipt to our Düsseldorf office to get the refund? Did everything work out?
No, I haven't sent any expense requests for this fall at all so far.
Matthias told me FSFE would cover for my flight to Berlin when I participated among others in the web sprint. That would be 326,90 €.
The travel for the websprint should be filed under "PA travel costs to events" because you worked on this. (I know this process takes some time, but please in future make sure to file the expense requests before on https://fsfe.org/internal/er.html.)
I (or actually Seravo, I've paid everything with company card) would like also to invoice for the following expenses:
- Workshop room in Hub Helsinki, when we had the FSFE-meeting, sum 61,50€
- Lunch with Stallman and the FSFE whole team (five persons), 76 €
- taxi for Stallman, 16,70 €
Was that the Expense Request er.2012-06-13.922.2526? Or was it a later event (the one before FSCONS)?
WHO: Otto Kekäläinen
WHAT: FSFE asked to sponsor a location for a KDE localisation workshop. I've reserved Hub Helsinki for the evening for the cost of 36,90€. Also I need to travel there and the train tickets cost 61€. On the same trip I'll meet a VTT researcher to talk about our procurement project and Helsinki City council member Johanna Sumuvuoro to talk about the Helsinki OpenOffice case.
ESTIMATE: 97.90 EUR
WHEN: 2012-06-13
If so, you can use that one for those expenses.
Scanned recites attached.
Each receipt has to be send together with the reference to the expense request number. Else Penny will have huge problems to match everything.
I also have some individual <10€ expenses (e.g. meeting new fellow Denis Zalewsky on September 6th trying to talk him over into running Document Freedom Day 2013 and obviously bribing him a little bit with coffee and food) but the sums are to small to do paperwork for.
This is difficult. When I meet with volunteers and decide to pay, I always pay on my own. For journalists, politicians, and others I have the rule that I do not pay for them. Just if it is a workshop or something like that and we want to make a good athmosphere.
So this is something for Reinhard and Karsten to decide.
However I've been thinking that FSFE could pay a few roundtrips to Helsinki, at least when I went to the seminar 2012-09-25 the trip was FSFE-only and also when I met Helsinki CIO Markku Raitio for a 2,5 hour talk last week the trip was FSFE-only. Train Tampere-Helsinki-Tampere is 61€ in cheapest class. Could I invoice say 3x61€?
I need an expense request and then check how much budget we have left in this category. When I know it before I can better calculte and reserve it for this important activities.
A more complete listing of what we've done in message titled "Finnish team report 2012-04-27 - 2012-11-11" to team-reports@ on November 11th.
What is the proper way to proceed, file the above at http://fsfe.org/internal/er.en.html, wait for the approval to come, and then send an invoice to invoices@fsfe.org ?
Yes, and for some of the invoices, you might have to send the original reciept by paper to Düsseldorf.
Is this all under "FELLOWSHIP, local activities" and thus filed for Matthias to approve?
Beside the websprint, yes.
I understand that I am requesting these expenses after the fact, which is a bit against policy. If you decline my expenses it is ok, I know I took a risk not doing the expense requests beforehand. I was thinking since there haven't been much other FSFE costs in Finland, there should be some budgeted money unused to support the FSFE team in Finland. The 25 Finnish fellows probably want that some of their contribution would be used in Finland too, although the main part should go to EU-level work.
The problem might not be that I do not want this activity, the problem might be, that I checked the budget, saw that there was something left and spent it on other things because I was not aware that you want to spend something, too. We should prevent that in future by filing the expense requests before. (I know that it can sometimes happen, that you forget it - also happend to me, but I would like that this is the exception.)
PS. In my calculations there should be a 480€ donation to the procurement project unused. My wish is that HH Partners would invoice the contract defined 90% sum meaning 432€ from FSFE since Martin has executed some of the work using their intern, thus having direct costs.
I cannot say anything about that. That's something Karsten and Reinhard have to reply.
Regards, Matthias
Hello,
Thanks Matthias for your reply, comments below:
2012/12/4 Matthias Kirschner mk@fsfe.org:
hi Otto,
- Otto Kekäläinen otto@fsfe.org [2012-12-01 23:55:08 +0200]:
2012/11/6 Matthias Kirschner mk@fsfe.org:
Hi Otto,
sorry, due to my vacation this one slipped down. Did you already send the receipt to our Düsseldorf office to get the refund? Did everything work out?
No, I haven't sent any expense requests for this fall at all so far.
Matthias told me FSFE would cover for my flight to Berlin when I participated among others in the web sprint. That would be 326,90 €.
The travel for the websprint should be filed under "PA travel costs to events" because you worked on this. (I know this process takes some time, but please in future make sure to file the expense requests before on https://fsfe.org/internal/er.html.)
I filed this now.
I (or actually Seravo, I've paid everything with company card) would like also to invoice for the following expenses:
- Workshop room in Hub Helsinki, when we had the FSFE-meeting, sum 61,50€
- Lunch with Stallman and the FSFE whole team (five persons), 76 €
- taxi for Stallman, 16,70 €
Was that the Expense Request er.2012-06-13.922.2526? Or was it a later event (the one before FSCONS)?
WHO: Otto Kekäläinen WHAT: FSFE asked to sponsor a location for a KDE localisation workshop. I've reserved Hub Helsinki for the evening for the cost of 36,90€. Also I need to travel there and the train tickets cost 61€. On the same trip I'll meet a VTT researcher to talk about our procurement project and Helsinki City council member Johanna Sumuvuoro to talk about the Helsinki OpenOffice case. ESTIMATE: 97.90 EUR WHEN: 2012-06-13
No, this I already invoiced in July (invoice was 86€).
If so, you can use that one for those expenses.
Scanned recites attached.
Each receipt has to be send together with the reference to the expense request number. Else Penny will have huge problems to match everything.
Yes, to recited was just for documentation. I will not make a new expense request for the above menioned, and if you accept it, the invoice will refer to the expense request number.
I also have some individual <10€ expenses (e.g. meeting new fellow Denis Zalewsky on September 6th trying to talk him over into running Document Freedom Day 2013 and obviously bribing him a little bit with coffee and food) but the sums are to small to do paperwork for.
This is difficult. When I meet with volunteers and decide to pay, I
So do I. Note the last sentence, that the sums are so small doing paperwork regarding them is useless...
However I've been thinking that FSFE could pay a few roundtrips to Helsinki, at least when I went to the seminar 2012-09-25 the trip was FSFE-only and also when I met Helsinki CIO Markku Raitio for a 2,5 hour talk last week the trip was FSFE-only. Train Tampere-Helsinki-Tampere is 61€ in cheapest class. Could I invoice say 3x61€?
I need an expense request and then check how much budget we have left in this category. When I know it before I can better calculte and reserve it for this important activities.
Ok, I'll file it now.
A more complete listing of what we've done in message titled "Finnish team report 2012-04-27 - 2012-11-11" to team-reports@ on November 11th.
What is the proper way to proceed, file the above at http://fsfe.org/internal/er.en.html, wait for the approval to come, and then send an invoice to invoices@fsfe.org ?
Yes, and for some of the invoices, you might have to send the original reciept by paper to Düsseldorf.
Is this all under "FELLOWSHIP, local activities" and thus filed for Matthias to approve?
Beside the websprint, yes.
I understand that I am requesting these expenses after the fact, which is a bit against policy. If you decline my expenses it is ok, I know I took a risk not doing the expense requests beforehand. I was thinking since there haven't been much other FSFE costs in Finland, there should be some budgeted money unused to support the FSFE team in Finland. The 25 Finnish fellows probably want that some of their contribution would be used in Finland too, although the main part should go to EU-level work.
The problem might not be that I do not want this activity, the problem might be, that I checked the budget, saw that there was something left and spent it on other things because I was not aware that you want to spend something, too. We should prevent that in future by filing the expense requests before. (I know that it can sometimes happen, that you forget it - also happend to me, but I would like that this is the exception.)
PS. In my calculations there should be a 480€ donation to the procurement project unused. My wish is that HH Partners would invoice the contract defined 90% sum meaning 432€ from FSFE since Martin has executed some of the work using their intern, thus having direct costs.
I cannot say anything about that. That's something Karsten and Reinhard have to reply.
Yes, that is actually a completely different topic, sorry for bundling it here.
* Otto Kekäläinen otto@fsfe.org [2012-12-05 13:20:45 +0200]:
Thanks Matthias for your reply, comments below:
All of them approved now.
Again thanks for your good work!!! Matthias