General Expense Requirements

All requests must include documentation, as described below. If any of the required documentation is missing or incomplete, the expense will not be approved and will need to be resubmitted.

Expenses must include uploaded receipts, invoices, or statements that show:

The date of the purchase or estimate.
An itemized list of charges.

Approved Expenses

The following types of expenses are eligible for reimbursement:

Advertising & Promotional: non-conference promotional item purchases, such as t-shirts, and paid advertising costs.
Awards & Gifts: sums of less than $300 given on behalf of the project for recognition programs and other community-building activities.
Shipping & Delivery: non-conference shipping expenses, such as FedEx, USPS, or UPS (anything that needs postage).
Software & Subscriptions
- Cloud Services & Hosting: cloud service and storage subscriptions, domain hosting platforms and services.
- Communication: communication platform subscriptions, such as Zoom, Slack, etc.
- Community Engagement: memberships and subscriptions to community platforms, such as Meetup.
- Domain Registration: domain registration and renewals.
- Marketing & Design: marketing and digital asset services, such as Adobe Stock, Shutterstock, etc.
Conferences & Workshops
- Promotional: promotional items for distribution, such as stickers, t-shirts, etc.
- Shipping & Delivery: shipping for conferences or participation at a conference, such as FedEx, USPS, or UPS (anything that needs postage).
- Supplies: printing, banners, handouts, table cloths, etc.

Invoices

All contracted (and subcontracted) work is subject to prior approval. Invoiced requests must include an itemized invoice that lists the following:

hours worked
description of the work performed
hourly rate
billing date range

If you have not received prior approval, please contact an admin before commencing work.

Approved Contracted Services

The following types of contracted services are eligible for payment:

Community Management: moderation of communication channels, such as GitHub, Discourse, marketing and outreach, and event coordination.
Consulting: expert consulting, such as DEI, survey design, etc.
Coordination: administrative and operational support services, such as clerical or finance-related activities.
Dev Ops: management and oversight of codebase, cloud, & other infrastructure.
Development & Maintenance: code development and maintenance, updates, creation of new features and algorithms, testing, and bug fixes.
Documentation: development and translation of documentation and creation of other publications.
Marketing & Graphic Design: creation and management of marketing and design assets.
Web Development & Maintenance: website development and maintenance.

Non-Allowable Expenses

Any expense not mentioned above requires an exception subject to prior approval. Contact an admin to obtain approval.