General
FFII funds may be used for expenses for association business. Remember that every Euro is precious. Do not waste money - plan your travel in advance.
All expenses MUST be approved in advance. If you come asking for a refund for something, and you did not get an OK before, you will get 'no' as the answer. We group expenses per workgroup, so if you have expenses related to these projects please make sure you are a member of the proper workgroup. FFII has an expense form template that should be used for all workgroup reimbursement.
Process
Make sure there is a board decision on a budget for the project you have been/are involved in (i.e. a workgroup).
Get approval from the treasurer and/or the president and a workgroup leader.
Accredit yourself as an expense claims submittant by sending a paper-signed copy of your PGP fingerprint to the treasurer's address. If you cannot do this, all papers have to be printed, signed and sent manually.
- Send a mail, including PDF attachments, with PGP/MIME, and make sure the people whom you cite as having approved your expenses also signs with PGP/MIME (the whole or the relevant parts your request).
Send the expense form to financ-help@ffii.org, with a mail body which says everything the treasurer and the financial assistant need to know (they are normally not able to follow every workgroup and need to be informed about the context of your request).
- Provide additional proper paperwork, which is either an invoice (if you are self employed), or a full documentation of your expenses (receipts etc) ordered in a way that the German tax authorities find appropriate, (see [example]).
- Provide a bank account to which the expenses are refunded with SWIFT or BIC (they are the same, just different formatting) and IBAN identifiers appropriate for transfers from abroad (your bank can help you get the proper format of this information).
The purpose of this process is to help the treasury to process your request with ease so that everybody's work is minimized and the role of the treasurer becomes a light-weight one.