UPDATE — May 24, 2015. The reimbursement request form will remain online until 23:59 Friday May 29, 2015, EDT (North America Eastern Daylight Time).
LGM offers to reimburse the travel-only part of expenses for the round-trip to LGM (economy) for contributors to Libre Graphics who need it and who are not otherwise sponsored. We offer to cover charges for transport to and from Toronto. For people arriving by car, we reimburse 10¢ per kilometre based on Google maps distance.
The money for reimbursement is raised by the organizing team from corporate sponsors, and donated by community members through the yearly Pledgie campaign. As money is always tight, we very much appreciate your support for LGM by paying (partially) for your own trip. If that is not possible, we are happy to do what we can so that you can join us for the meeting.
Who can be reimbursed?
- Anyone actively contributing to Libre Graphics who needs to meet face-to-face to work with other contributors. This can mean software developers, community developers, documenters, designers, etc.
- People who give a talk at LGM
How does this work?
During LGM, a form will be made available through this page. You may use the form to upload the required documents, along with your boarding pass, plus bank account details. Although we’ve managed to raise enough money each year so far to process all of the requested reimbursements, we cannot promise we will succeed this year. In such a case, we will reimburse a percentage of the total cost of all aggregated requests. This is why we collect all reimbursement requests before beginning the reimbursement process.
We pay for the bank or Paypal fees, however we have no control over the fees charged by your own bank upon receipt. We can also send international bank drafts through express or registered mail (depending on the service available for your country). A wire transfer costs around $35 at our end and there are bank fees at your end. A bank draft sent by registered mail can cost just about the same. Paypal fees are much lower (up to 10 times lower). This info should guide you when you pick your preferred method of payment, especially for people asking for a small amount.
Accepted documents and limits
- The proof of purchase must clearly show the date of the transaction, the description, the price and the currency, the name in full and the address of the traveler. Incomplete documents are not valid. A credit card transaction record is not a receipt. We need the invoice.
- New for 2015: The smallest amount we can reimburse on a receipt is $50. This means that we will not reimburse small amounts for local transit, for instance.
Louis Desjardins is responsible for reimbursement and he can be reached at any time (see the contact page).
The reimbursement request form will be put online during LGM and will remain available until 23:59 Friday May 29, 2015, EDT (North America Eastern Daylight Time).
While we do ask that you file your request as soon as you can before that deadline, if for any reason you are unable to make it in time, or if you have any question, please contact Louis directly. Remember, we are always there to help and we leave nobody behind because of administrative rules!
Thanks for participating in LGM 2015!