KDE e.V. Travel Cost Reimbursement Policy



Big Community Events (Akademy, Camp KDE)

Focused Meetings

For focused meetings like developer sprint or representation of KDE at events, KDE e.V. takes over 100% on request. Food costs are usually not covered.

Travel Support Workflow

You cannot get the money beforehand, you need to pay by yourself and then get your expenses reimbursed afterwards. If you are absolutely unable to do that, it is possible for the e.V. to directly pay your expenses.

  1. The board must approve the budget before the trip.

    • If it's about attending a KDE Sprint, it will be managed by the sprint organization.
    • If you want to be funded to attend an external event, please contact the KDE e.V. Board <kde-ev-board@kde.org> to make sure it can be included in the budget.

      Please provide the KDE e.V. board with the following information:

      • Who you are and where in KDE you are involved
      • What's the purpose of your trip
      • Why it is a good thing to sponsor you
      • Why you need a subsidy
      • What are your costs and how much should your subsidy be
  2. Once approved, you must create a new Travel Support Request in https://reimbursements.kde.org.
  3. Once the Travel Support Request is approved, accept it if everything is in order.
  4. Attend and enjoy your meeting! Remember to collect the receipts.
  5. After the travel, you must create a new Reimbursement in https://reimbursements.kde.org less than 3 months after the event and add all receipts (scanned copies) and additional documents. Reimbursements without proper receipts won't be processed.
  6. As part of the reimbursement mentioned about you must[*] link to a dot story or a post on Planet KDE, explaining how it helped KDE and what you have learned and experienced in relation to KDE during your trip, this way the wider KDE Community can learn about the experience too. (* there are some exceptions)
  7. Then the Reimbursement will be processed, and paid.

Additional Information

Generally, reimbursements will be transfered to bank or paypal accounts.

This policy is maintained by the board of the KDE e.V.