diff --git a/proposals/stage-1/TRAVEL_FUND/2019.md b/proposals/stage-1/TRAVEL_FUND/2019.md new file mode 100644 index 000000000..ef167a8ea --- /dev/null +++ b/proposals/stage-1/TRAVEL_FUND/2019.md @@ -0,0 +1,23 @@ +# 2019 Member Travel Fund Record + +First Name | Last Name | Event | Reason | Trip Report | Location | Travel Dates | Amount Requested: | Pull Request date | Pull Request link | Date Expense report sent | Amount of Expense Report | Date Sent to Finance | Date approved through Bill.com | Bill.com Amount approved for reimbursement +-|-|-|-|-|-|-|-|-|-|-|-|-|-|- +Anna | Henningsen | Diagnostics WG Summit | Attendance | N/A | Munich |6 Mar – 9 Mar 2019 | 252.68 € | 21 Jan 2019 | https://github.com/nodejs/admin/pull/295 ||$288.56|22 Mar 2019||$288.56 +Rich | Trott | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | US $1404.12 | 8 Mar 2019 | https://github.com/nodejs/admin/pull/309 ||$1,404.12|2 Jul 2019|12 Jul 2019|$1404.12 +Guy | Bedford | Collaborator Summit | Attendance || Berlin |30 May - 31 May 2019 | $1185 USD | 13 March 2019 |||$1,185.16|20 Jun 2019|23 Jun 2019| $1,185.16 +Anto | Aravinth | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 1300 USD | 21 March 2019 |||$1,027.77|20 Jun 2019|23 Jun 2019 | $1,027.77 +Ruben | Bridgewater | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 650 € | 28 March 2019 | https://github.com/nodejs/admin/pull/322 ||||| +Mohit | Bajoria | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 1651 USD | 28 March 2019 | https://github.com/nodejs/admin/pull/323 ||$1,594|27 Jun 2019|12 Jul 2019|$1,594 +Benjamin | Gruenbaum | Collaborator Summit | Attendance | | Berlin | 30 May - 31 May 2019 | 800 USD | 28 March 2019 |||$800|28 Jun 2019|12 Jul 2019|$800 +Tobias | Nießen | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 500 € | 9 April 2019 | https://github.com/nodejs/admin/pull/333 ||$558.33|27 Jun 2019|12 Jul 2019|$558.33 +Dhruv | Jain | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 2000 USD | 5 April 2019 | https://github.com/nodejs/admin/pull/331 ||$1,817.03|26 Jun 2019|12 Jul 2019|$1,817.03 +Sagir | Khan | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 1600 USD | 4 April 2019 | https://github.com/nodejs/admin/pull/329 ||||| +Manuel | Spigolon | Collaborator Summit | Attendance | N/A | Berlin | 29 May - 02 Jun 2019 | 250€ | 20 April 2019 | https://github.com/nodejs/admin/pull/347 ||$246|26 Jun 2019|12 Jul 2019|$250 +Anatoli | Papirovski| Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | US $1600 | 22 Apr 2019 | https://github.com/nodejs/admin/pull/348 ||$1,515.66|9 Jul 2019|12 Jul 2019|$1,516.66 +Ahmad | Bamieh | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 1200 USD | 10 April 2019 | https://github.com/nodejs/admin/pull/335 ||||||| +Emily | Platzer | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | US $1620 | 14 April 2019 | https://github.com/nodejs/admin/pull/340 ||$1,616.34|20 Jun 2019|23 Jun 2019|$1,616.34 +Jory | Burson| Collaborator Summit | Attendance / Co-Organizing || Berlin | 28 May - 1 June 2019 | US $1761.14 | 24 Apr 2019 | ||||| +Anna | Henningsen | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 257.25€ | 29 Apr 2019 | ||286.45|26 Jun 2019|12 Jul 2019|$300 +Glenn | Hinks | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | US $1660 | 25 Apr 2019 |||Withdrawn|N/A|N/A|N/A +Mykola | Grybyk | Collaborator Summit | Attendance || Berlin | 30 May - 31 May 2019 | 320.57€ | 2 May 2019 | ||27 Jun 2019|€320.57|12 Jul 2019|$365 +Abraham | Agiri | OSCA (Open Soruce Africa) | Facilitator || Lagos NG | 1 - 4 August 2019 | $386.92 | 24 July, 2019 | ||27 Jun 2019|€320.57|12 Jul 2019|$365 diff --git a/proposals/stage-1/TRAVEL_FUND/Achived_Travel_Fund_Records/2016-2017.md b/proposals/stage-1/TRAVEL_FUND/Achived_Travel_Fund_Records/2016-2017.md new file mode 100644 index 000000000..e08850c4b --- /dev/null +++ b/proposals/stage-1/TRAVEL_FUND/Achived_Travel_Fund_Records/2016-2017.md @@ -0,0 +1,20 @@ +# 2016 - 2017 Member Travel Fund + +This is the record of the member travel fund for 2016 / 2017 (for historical and record keeping purposes). + +Name | Event | Kind of participation | Location | Date | Stipend size +---- | ----- | --------------------- | -------- | ---- | ------------ +Rich Trott | NINA 2016 | Collaborator Summit and Code & Learn | Austin, TX, US | 29 Nov – 2 Dec 2016 | US$ 2000 +Anna Henningsen | NINA 2016 | Collaborator Summit and Code & Learn | Austin, TX, US | 29 Nov – 2 Dec 2016 | US$ 2530 +Stephen Belanger | NINA 2016 | Collaborator Summit | Austin, TX, US | 1 Dec – 2 Dec 2016 | US$ 800 +Italo A. Casas | NINA 2016 | Collaborator Summit | Austin, TX, US | 1 Dec – 2 Dec 2016 | US$ 644 +Anna Henningsen | TC39 Meeting | Attendance | San Jose, CA, US | 24 Jan – 26 Jan 2017 | US$ 1048 +Michaël Zasso | Collaborator Summit | Attendance | Berlin, DE | 4 May – 5 May 2017 | US$ 318 +Anna Henningsen | Collaborator Summit | Attendance | Berlin, DE | 4 May – 5 May 2017 | US$ 240 +Santiago Gimeno | Collaborator Summit | Attendance | Berlin, DE | 4 May – 5 May 2017 | US$ 160 +Calvin Metcalf | Collaborator Summit | Attendance | Berlin, DE | 4 May – 5 May 2017 | US$ 600 +Никита Сковорода | Collaborator Summit | Attendance | Berlin, DE | 4 May – 5 May 2017 | €573 +Bryan English | JSConf.cn 2017 | Code & Learn Mentor | Shanghai, CN | 15 July - 16 July 2017 | $1100 +Tobias Nießen | NINA 2017 | Collaborator Summit and Code & Learn | Vancouver, BC, CA | 5 Oct - 8 Oct 2017 | €1300 +Tiancheng Gu | NINA 2017 | Collaborator Summit | Vancouver, BC, CA | 3 Oct – 8 Oct 2017 | US$ 1200 +Ruben Bridgewater | NINA 2017 | Collaborator Summit and Code & Learn | Vancouver, BC, CA | 4 Oct - 8 Oct 2017 | €1500 diff --git a/proposals/stage-1/TRAVEL_FUND/Achived_Travel_Fund_Records/2018.md b/proposals/stage-1/TRAVEL_FUND/Achived_Travel_Fund_Records/2018.md new file mode 100644 index 000000000..def75e6d7 --- /dev/null +++ b/proposals/stage-1/TRAVEL_FUND/Achived_Travel_Fund_Records/2018.md @@ -0,0 +1,51 @@ +# 2018 Member Travel Fund Record + + + +First Name | Last Name | Event | Reason | Location | Travel Dates | Amount Requested: | Pull Request date | Pull Request link | Date Expense report sent | Amount of Expense Report | Date Sent to Finance | Date approved through Bill.com | Bill.com Amount approved for reimbusement +---------- | --------- | ------ | --------------------- | -------- | ---- | ----------------- | ----------------- | ------------------------ | ------------------------ | -------------------- | ---------------------- | -------------------- | ----------------------------------------- +Anna | Henningsen | JS Interactive/Node.js Collaborator Summit/Code & Learn | Attendance, Collaborate and Code & Learn | Vancouver, BC, CAN | 10Oct -12Oct, 2018 | US$1360 | 21Jul 2018 | https://github.com/nodejs/admin/pull/186 | Yes | US$1400 | 30Jul 2018 | 30Jul 2018 | US$1400 +Guy | Bedford | JS Interactive/Node.js Collaborator Summit/Code & Learn | Attendance & Collaboration | Vancouver, BC, CAN | 10Oct 10-12Oct 2018 | US$2040 | 25Jul 2018 | https://github.com/nodejs/admin/pull/193 | Yes | US$2040.24 | 24Jul 2018 | | US$2040.24 +Richard | Trott | JS Interactive/Node.js Collaborator Summit/Code & Learn | Facilitate Code & Learn | Vancouver, BC, CAN | 10Oct - 12Oct 2018 | US$1270.76 | 9Jul 2018 | https://github.com/nodejs/admin/pull/176 | Yes | US$1232.85 | 25Jul 2018 - Airfare + lodging | 30Jul 2018 | US$1232.85 +Joyee | Cheung | Diagnostics WG Summit | Attendance | Ottawa, ON, CA | 12 Feb - 13 Feb 2018 | US$1650 | 16Feb 2018 | https://github.com/nodejs/admin/pull/65 | 26Feb 2018 | US$1604 | 26Feb 2018 | 26Feb 2018 | US$1604 +Mihai | Ene-Pietrosanu | Index 2018 | Collaborator & learn | Portland, OR, US | 20 Feb 2018 | US$283 | 5Feb 2018 | https://github.com/nodejs/admin/pull/60 | 28Feb 2018 | US$283 | 28Feb 2018 | 28Feb 2018 | US$283 +Richard | Trott | Collab summit Spring 2018 | Attendance (Code + Learn too, if it's happening) | Berlin, Germany | 31May - 3Jun 2018 | US$919.98 | 12Mar 2018 | https://github.com/nodejs/admin/pull/92 | 31Mar 2018 | US$919.98 | 31Mar 2018 | 31Mar 2018 | US$919.98 +Benjamin | Zaslavsky | Collab Summit Spring 2018 | Attendance - Inclusivity Initiative | Berlin, Germany | 31May - 1Jun 2018 | US$385.59 | 9Mar 2018 | https://github.com/nodejs/admin/pull/86 | 20Apr 2018 | US$385.59 | 20Apr 2018 | 20Apr 2018 | US$385.59 +Ben | Michel | Spring 2018 Collaborator's Summit and Code & Learn | Attendance & WG facilitator | Berlin, Germany | 30May - 2Jun 2018 | US$1618 | 11Apr 2018 | https://github.com/nodejs/admin/pull/113 | 22May 2018 | US$1618 | 22May 2018 | 22May 2018 | US$1618 +Rachel | White | Collab Summit Spring 2018 | Attendance & Code & Learn Mentor | Berlin, Germany | 31May - 3Jun 2018 | US$1400 | 12Mar 2018 | https://github.com/nodejs/admin/pull/89 | 1Jun 18 & 15Jun 18 | US$1445 | 1Jun 2018 | 1Jun 2018 | US$1421.77 +Dhruv | Jain | Collab Summit Berlin 2018 | Attendance & Code & Learn Mentor | Berlin, Germany | 30May - 3June 2018 | US$2000 | 3Mar 2018 | https://github.com/nodejs/admin/pull/82 | 12Jun 2018 | US$258 | 12Jun 2018 | 12Jun 2018 | US$258 +Manil | Chowdhury | Spring 2018 Collaborator's Summit | Attendance and facilitation | Berlin, Germany | 30May - 2Jun 2018 | US$1377 | 28Mar 2018 | https://github.com/nodejs/admin/pull/104 | 11Jun 2018 | US$1351.2 | 11Jun 2018 | 11Jun 2018 | US$1351.2 +Ujjwal | Sharma | Collab Summit Spring 2018 | Attendance & Collaborate | Berlin, Germany | 29May - 3June 2018 | US$1384 | 17Apr 2018 | https://github.com/nodejs/admin/pull/120 | 15Jun 2018 | US$1383.95 | 15Jun 2018 | 15Jun 2018 | US$1383.95 +Manil | Chowdhury | MSBuild 2018 | Microsoft <> Node.js Collaboration, CommComm Representation | Seattle, WA, USA | 6May - 10May 2018 | US$209.4 | 22May 2018 | https://github.com/nodejs/admin/pull/142 | 15Jun 2018 | US$221.54 | 15Jun 2018 | 15Jun 2018 | US$221.54 +Agiri | Abraham Jnr | JS Interactive/Collab Summit | Attendance & Collaborate | Vancouver, BC, Cannada | 10Oct - 14Oct 2018 | US$2645 | 22Jun 2018 | https://github.com/nodejs/admin/pull/157 | 23May 2018 | US$280 | 23May 2018 | 23May 2018 | US$280 +Dhruv | Jain | Node Collab Summit & JS Interactive 2018 | Attendance, Collaborate and Code & Learn | Vancouver, BC, Cannada | 10Oct - 13Oct 2018 | US$2100 | 15Jun 2018 | https://github.com/nodejs/admin/pull/163 | 8Jun 2018 | US$386.8 | 8Jun 2018 | 11/13/2018 | US$2094.66 +Benjamin | Gruenbaum | Collab Summit Spring 2018 | Attendance & Code & Learn Mentor | Berlin, Germany | 31May - 3Jun 2018 | US$400 | | | | | | | +Hassan | Sani | Collab Summit Spring 2018 | Attendance & Code & Learn | Berlin, Germany | 30May - 3Jun 2018 | US$1000 | 6Aug 2018 | https://github.com/nodejs/admin/pull/203 | | | | | +Richard | Littauer | Collab Summit Spring 2018 | Attendance & Collaborate | Berlin, Germany | 31May - 3Jun 2018 | US$800 | | | | | | | +Dan | Shaw | Spring 2018 Collaborator's Summit and Code & Learn | Attendance & WG facilitator | Berlin, Germany | 30May - 3Jun 2018 | US$1500 | | | | | | 7/16/2018 | US$1934.23 +Ben | Michel | Node.js at MSBuild 2018 | Node.js Collaboration & CommComm Representation | Seattle Washington, USA | 6May - 9May 2018 | US$402 | | | | | | | +Gus | Caplan | TC39 Meeting | Attendance | Redmond, WA, US | 23Jul – Jul27 2018 | US$1442.58 | | | | US$1442.58 | | | +Nicola | Del Gobbo | Collab Summit Spring 2018 | Attendance | Berlin, Germany | 30May - 2Jun 2018 | € 391.01 | | | 26Jun 2018 | € 391.01 | | | 5/7/2018 | US$465 +Никита | Сковорода | Collab Summit 2018 | Attendance & Collaboration | Vancouver BC, CAN | 12Oct - 13Oct 2018 | US$1660 | | | | | | | +Dhruv | Jain | Node Collab Summit & JS Interactive 2018 | Attendance, Collaborate and Code & Learn | Vancouver BC, CAN | 10Oct - 13Oct 2018 | US$2100 | | | | | | | +Hassan Yabagi Sani | | Collab Summit & JS Interactive 2018 | Code and Learn | Vancouver BC, CAN | 10Oct - 13Oct 2018 | US$2376 | | | | US$2741 | | | US$2741 +Ahmad | Bamieh | Collab Summit & JS Interactive 2018 | Attendance, Collaborate and Code & Learn | Vancouver BC, CAN | 10Oct - 13Oct 2018 | US$2250 | | | 20Sep 2018 | US$2250 | | | | +Patricia | Realini | Node Summit | Panel Speaker | San Francisco, CA, USA | 23Jul - 25Jul 2018 | US$1150 | | | 17Sep 2018 | US$ 1083 | | 9/24/2018 | US$ 1,083.00 | +Alejandro | Oviedo | Collab Summit & JS Interactive 2018 | Attendance & Collaborate | Vancouver, BC, CAN | 10Oct - 14Oct 2018 | US$2200 | 1Jul 2018 | https://github.com/nodejs/admin/pull/174 | 13sept 2018 | $2108 | | 11/13/2018 | US$2108 | +Ujjwal | Sharma | Collab Summit & JS Interactive 2018 | Attendance & Collaborate | Vacouver BC, CAN | 9Oct - 14Oct 2018 | US$423 | 22Jul 2018 | https://github.com/nodejs/admin/pull/189 | | | | 11/27/2018 | US$423 +Jamie | Davis | Collab Summit & JS Interactive 2018 | Attendance & Collaborate | Vacouver BC, CAN | 9Oct - 14Oct 2018 | US$1175 | 26Jul 2018 | https://github.com/nodejs/admin/pull/194 | | | | | +Tobias | Nießen | JS Interactive and Collaborator Summi | Attendance, Collaborate and Code & Learn | Vancouver, British Columbia, Canada | 9Oct - 14Oct 2018 | US$2100 | 6 Aug 2018 | https://github.com/nodejs/admin/pull/202 | | | | 11/28/2018 | US$1946.36 +Yoshua | Wuyt | JS Interactive + Collaborator Summit | Attendence & Collaborate | Vancouver BC, Canada | 10Oct - Oct13 2018 | US$1250 | 5Aug 2018 | https://github.com/nodejs/admin/pull/201 | 19Sep 2018 | US$1218.99 | | 9/24/2018 | US$1218.99 | +Liran | Tal | JS Interactive | Panel speaker | Vancouver, Canada | 9Oct - 14Oct 2018 | US$550 | 1Aug 2018 | https://github.com/nodejs/admin/pull/198 | | | | | +Adam | Miller | JS Interactive + Collaborator Summit | Attendance & Collaborate | Vancouver BC, Canada | 9Oct -14Oct 2018 | US$2115 | 2Aug 2018 | ammiller@linkedin.com | | | | | +Rachel | White | JS Interactive + Collaborator Summit | Attendance & Collaborate | Vancouver BC, Canada | 10Oct -13Oct 2018 | US$2439.86 | 2Aug 2018 | https://github.com/nodejs/admin/pull/199 | | | | | +Agiri | Abraham | ConcatenateConf | Manning booth | Lagos, Nigeria. | 10Aug - 11Aug 2018 | US$393 | 29Jul 2018 | https://github.com/nodejs/admin/pull/195 | | | | | +Matheus | Marchini | JS Interactive and Collaborator Summit | Attendance, Collaborate and Code & Learn | Vancouver, British Columbia, Canada | 10Oct - 13Oct 2018 | US$1200 | 9Aug 2018 | https://github.com/nodejs/admin/pull/209 | 11Sep 2018 | US$ 1200 | 19Oct | 9/27/2018 | US$1144.5 | +Trivikram | Kamat | JS Interactive and Collaborator Summit | Attendance, Collaborate and Code & Learn | Vancouver BC, Canada | 9Oct -14Oct 2018 | US$1000 | 17Jul 2018 | https://github.com/nodejs/admin/pull/183 | | | | | +Waleed | Ashraf | JS Interactive and Collaborator Summit | Attendance, Collaborate and Code & Learn | Vancouver BC, Canada | 9Oct - 14Oct 2018 | US$2750 | 20Sep 2018 | | | | | 27 Nov | US$2406 +Saleh | Abdel Motaal | JS Interactive and Collaborator Summit | Attendance, Collaborate and Code & Learn | Vancouver BC, Canada | 10Oct -14Oct 2018 | US$1700 | 19Sep 2018 | https://github.com/nodejs/admin/pull/232 | | | | 6 Nov 2018 | US$1337.13 +Anatoli | Papirovski | JS Interactive and Collaborator Summit | Attendance, Collaborate and Code & Learn | Vancouver BC, Canada | 9Oct - 13Oct 2018 | US$1633.53 | 26Sep 2018 | https://github.com/nodejs/admin/pull/235 | 4th Nov | US$1633.53 | | 11/27/2018 | US$1283.53 +Dan | Shaw | JS Interactive and Collaborator Summit | Attendance, Collaborate and Code & Learn | Vancouver, BC, CAN | 9oct - 14oct 2018 | US$1820 | | https://github.com/nodejs/admin/pull/224 | | | | 11/6/2018 | 11/6/2018 +Ujjwal | Sharma | Code & Learn, Bengaluru | Collaborate and Code & Learn | Bengaluru, India | 17th Nov 2018 | US$214 | 5th Sep 2018 | | | | | | +Ruben | Bridgewater | Code & Learn, Bengaluru | Collaborate and Code & Learn | Bengaluru, India | 16th-18th Nov 2018 | 1000 EUR | 10th Nov 2018 | https://github.com/nodejs/admin/pull/269 | | | | | +Ruben | Bridgewater | Collab Summit & JS Interactive 2018 | Attendance, Collaborate and Code & Learn | Vancouver, BC, CAN | Oct 9 - Oct 14 2018 | US$2150 | 18th Aug 2018 | https://github.com/nodejs/admin/pull/216 | | US$1837.54 | | | | diff --git a/proposals/stage-1/TRAVEL_FUND/MEMBER_TRAVEL_FUND.md b/proposals/stage-1/TRAVEL_FUND/MEMBER_TRAVEL_FUND.md new file mode 100644 index 000000000..6ed3aea22 --- /dev/null +++ b/proposals/stage-1/TRAVEL_FUND/MEMBER_TRAVEL_FUND.md @@ -0,0 +1,153 @@ +# OpenJS Foundation Membership Travel Fund + +## Purpose + +To establish and administer a fund for members of the OpenJS Foundation to travel and spread knowledge about and support the Javascript ecosystem and the Foundation. + +//TODO update link +### [Current Year Fund](https://github.com/nodejs/admin/blob/master/TravelFunds/2019.md) + +//TODO update link +### [2018 funds](https://github.com/nodejs/admin/blob/master/TravelFunds/2018.md) + +## Requirements + +* Candidates must be an active participant of one of the projects of the OpenJS Foundation. //TODO clarify? +* Those requesting funds must indicate that they do not have funding available from another source, such as an employer or +the event itself that might cover costs for presenters. + +## Process + +Requests must be made prior to the start of travel. Requests submitted once travel is complete will not be approved. + +It is strongly recommended that you submit your request far enough in advance to get approval before making relevant expenditures. +Review of requests will take at least 72 hours and may take considerably longer. Note, with limited funds available, approval is not +guaranteed. If a request is rejected, reimbursement will not be issued. The Foundation cannot pre-pay for travel expenditures. + +## Visa Tips + +// TODO make email alias for visa help +For all events, 3rd party or hosted Foundation events, it is recommended to apply for a visa at least 6 months prior to an event. + +### For Industry Events + +If you need a visa for the country in which the OpenJSF event you are attending is being held, +[see the document on preparing for a visa application](https://github.com/nodejs/admin/blob/master/travel-visas.md). //TODO update link + +### What The Foundation Can Do To Help: + +//TODO update link +The Foundation [provides guidance on preparing your visa application](https://github.com/nodejs/admin/blob/master/travel-visas.md), +including information on visa processing times and a checklist of items that a visa application could require. + +For Foundation-hosted events, OpenJS Foundation provides a visa letter by The Linux Foundation (does not guarantee visa approval). +Click [here](https://events.linuxfoundation.org/events/node-js-interactive-2018/attend/visa-request/) to request a visa letter. + +### What the Foundation Cannot Do: + +Please note that unless the Foundation is specifically hosting the event, we cannot help with visa letters. +The Foundation is also not able to contact consulates. When the Foundation has done this in the past, our efforts have been unsuccessful +and/or we’ve lacked the expertise to be effective. + +For additional information on preparing your visa application or requesting a visa letter, please email +[visainfo@openjsf.org](mailto:visainfo@openjsf.org). + +## Requesting Travel Funds + +* Open a pull request that adds an entry to the appropriate year's file + * Include as many fields as possible: + * The name of the event you plan to attend. + * The location, dates of the event and where you will be traveling from. + * The presentation you intend to give, if applicable. + * The size of the stipend you wish to receive. + * In the pull request description, explain how you calculated your + stipend. For example, include estimates for airfare, hotel, other + transportation, and so on. The total amount should be your stipend + request. + * In the PR description, mention @openjs-foundation/cpc. + * Once the final amount spent is known, update the table again with that information. + * Certain details of your request (such as the column for date sent to finance) may be unknown initially; these can be filled in and updated during the process of reconciliation. + +## Approval + +A request is approved when all of the following criteria are met: + +* The pull request has been open for at least 72 hours. +* The request has approval from at least four members of @openjs-foundation/cpc. +* No members of @openjs-foundation/cpc have objected to the request. +* The pull request has been merged. Any member may merge once other prerequisites have been met. + +If a request is blocked by an objection from a member of @openjs-foundation/cpc, then the only way for the request +to be approved is for that committee to decide to approve the request using whatever decision-making process the committee uses when +consensus is not reached. + +As examples, the purpose of prior sponsored travels includes attending TC39 meetings, +attending [OpenJS collaboration summits](https://github.com/nodejs/summit), and +mentoring [Code and Learn](https://github.com/nodejs/code-and-learn). + +### Considerations for approval of a request + +#### Impact +* Preference is given to events hosted or sponsored by the OpenJS Foundation. For example, OpenJS Collaboration summits and Diagnostics summits should be given precedence because they bring together members of the Foundation to help the Foundation projects advance. +* Preference is given to speakers and panelists of a conference. Speaking and doing panels at a conference generates a more +significant impact than attending. However, individuals applying for the travel fund to speak or participate in panels should confirm that the event organizers cannot cover the travel expenses before submitting a request. + +#### Outreach +* Preference is given to underserved communities. More specifically, within a subject the foundation is trying to promote awareness +about (e.g. general knowledge about the Foundation) there are people, communities, and geographies where that knowledge is not very +widespread. This is where preference will be given. For instance, an event in San Francisco would be less attractive than an event of the same size in Kansas City. + +#### Cost +* The larger the stipend the more critically the travel fund admins will consider the request and application. +The budget for this program is a finite resource. + +#### Equity +* Preference is given to individuals who cannot receive travel funding from their employers or individuals who have not previously received a stipend. + +## Reimbursement + +So that we can reimburse you more quickly, we strongly encourage you to use +[Expensify](https://expensify.com) to organize and submit your receipts. Please +see our [guide to creating and configuring a free Expensify +account](./reimbursement_process.pdf). + +Here are the highlights of the process: + +* A free [Expensify](https://www.expensify.com/) account is sufficient. +* You can use the Android and iOS apps to capture receipts while you are + traveling. If you do not use the app, you will need to upload photos of your + receipts after you return. +* When you add an expense, please use local currency so that it matches the + amount on the receipt. +* Once you have uploaded your receipts, please add them to a report and submit + it with [operations@openjsf.org](mailto:operations@openjsf.org) on cc, and the + Memo field set to "YOURNAME - TRIPNAME". + +When we receive your report, we will send you a form via DocuSign to collect +your payment details. At that point, you're done. + +### Alternate process + +If you decide not to use Expensify, the reimbursement process is manual and may +take longer for us to process. You can email a zip file of your receipts and +the completed [Expense Report](./expense-report-template.xls?raw=true), renamed +as ExpenseReport-OpenJS-EVENTNAME-YOURNAME-YYYYMM.xls, to +[operations@openjsf.org](mailto:operations@openjsf.org). Please send the file +as a spreadsheet, not as a PDF. We will send it back to you for signature in +DocuSign. + +### Important: + +* Expense reports must be submitted within 30 days of event date. Any reports submitted after 30 days may not be reimbursed. +* Disbursements are generally processed within 30 days. +* We are unable to pre-pay for expenses. +* The Cross Project Council representative to the Board of Directors will report back amounts consumed from the travel allocation on a monthly basis to the Board. + +## 2018 Node.js Foundation Board of Directors Allocation +The request from the Node.js [Technical Steering Committee](https://github.com/nodejs/TSC) and the Node.js [Community Committee](https://github.com/nodejs/community-committee) for a 2018 joint travel fund was approved in the amount of $60,000. The $60,000 was fully utilized in 2018. + +## 2019 Node.js Foundation Board of Directors Allocation + +The request from the Node.js [Technical Steering Committee](https://github.com/nodejs/TSC) and the Node.js [Community Committee](https://github.com/nodejs/community-committee) for a 2019 joint travel fund was approved in the amount of $60,000. + +Please direct any questions or concerns about the travel fund to [travelapprovals@openjsf.org](mailto:travelapprovals@openjsf.org). diff --git a/proposals/stage-0/TRAVEL_FUND/README.md b/proposals/stage-1/TRAVEL_FUND/README.md similarity index 82% rename from proposals/stage-0/TRAVEL_FUND/README.md rename to proposals/stage-1/TRAVEL_FUND/README.md index 7ed46d908..b49b189cc 100644 --- a/proposals/stage-0/TRAVEL_FUND/README.md +++ b/proposals/stage-1/TRAVEL_FUND/README.md @@ -1,11 +1,11 @@ # OpenJS Travel Fund -> Stage 0 +> Stage 1 Tracked by https://github.com/openjs-foundation/cross-project-council/issues/172 ## Champion -Jonah Stiennon @jonahss +Jonah Stiennon (@jonahss) ## Description @@ -22,22 +22,23 @@ The new process will require approval from four members of the CPC. The role of fund "treasurer" will be removed, as it has been found to be redundant and is not currently filled (see https://github.com/openjs-foundation/cross-project-council/pull/268#issuecomment-513888283). +The suggestion to submit a "trip report" after travel has been removed. No trip reports have been submitted in the past year. + ## Practical Specifics -- Move relevant files from nodejs/admin to openjs-foundation/cross-project-council such as: +- Modify these files to account for OpenJS Foundation rather than Node.js organizations - https://github.com/nodejs/admin/blob/master/MEMBER_TRAVEL_FUND.md - https://github.com/nodejs/admin/tree/master/TravelFunds - https://github.com/nodejs/admin/blob/master/travel-visas.md - https://github.com/nodejs/admin/blob/master/expense-report-template.xls - https://github.com/nodejs/admin/blob/master/reimbursement_process.pdf -- Modify these files to account for OpenJS rather than Node.js organizations - Remove mentions from nodejs/admin README, add links to CPC README -- Remove the role of treasurer ## Required Resources @brianwarner reports that everything can stay the same for the tools and accounts involved. -No other resources required. + - add email: visainfo@openjsf.org and travelapprovals@openjsf.org +Some data on past fund usage, and data from the OpenJS projects on predicted fund usage. ## How would success be measured? @@ -49,10 +50,11 @@ The Node.js project has demonstrated the value of providing a travel fund which ## Unresolved Questions -- Who is the current treasurer of the fund? +- Do we want to qualify membership in some way? Will this fund be open to contributors to OpenJS projects at all levels? How do we confirm membership? ## What is necessary to complete this proposal - Approval and buy-in from Node.js TSC and CommComm. - OpenJS board approval - Definition and wording of the travel fund mechanics, mostly moving files and updating references. +- Update 2019.md to include expenses made during this proposal process in nodejs/admin/travelfunds/2019.md diff --git a/proposals/stage-1/TRAVEL_FUND/expense-report-template.xls b/proposals/stage-1/TRAVEL_FUND/expense-report-template.xls new file mode 100644 index 000000000..327f6b590 Binary files /dev/null and b/proposals/stage-1/TRAVEL_FUND/expense-report-template.xls differ diff --git a/proposals/stage-1/TRAVEL_FUND/reimbursement_process.pdf b/proposals/stage-1/TRAVEL_FUND/reimbursement_process.pdf new file mode 100644 index 000000000..d02e2514c Binary files /dev/null and b/proposals/stage-1/TRAVEL_FUND/reimbursement_process.pdf differ diff --git a/proposals/stage-1/TRAVEL_FUND/travel-visas.md b/proposals/stage-1/TRAVEL_FUND/travel-visas.md new file mode 100644 index 000000000..33adfb158 --- /dev/null +++ b/proposals/stage-1/TRAVEL_FUND/travel-visas.md @@ -0,0 +1,76 @@ +# Prepare for visa application (optional) 🛂 + +A quick way to check if you may need a visa is to enter `wiki visa requirements +for [your country here] citizens` into a search engine. The first result is typically a +wikipedia page with a table of all countries' visa policy that would apply to you. + +If you need a visa, don't worry! You can still apply for travel funds. You'll need +to account for extra time to prepare your visa application, apply for the visa, +and receive it before the date of travel. + +## How much time will you need? 📅 + +We've provided here a checklist of items that a visa application could require. +Thinking about how long it will take you to prepare these will give you an idea of how +long it could take to prepare your visa application. + +This is not a complete list! This is only a list of items that are typically requested +when visas are being processed. + +Typical visa applications may ask for any or all of the following: + +* An original passport. If you don't have one, you'll need to apply for one first. +Check with your passport issuing authority for the processing time. +* Passport-sized photos. +* An original proof of residency for the country where you live, +assuming you are not a citizen. For example, if you live in Canada this could be +a Permanent Residence Card or a Temporary Residence Visa. +* Copies of any of the above documents. +* A copy of your air ticket. +* A copy of your accommodation reservations. +* Proof of travel insurance. +* A fee for processing your application. +* An invitation letter. If it's an event hosted by the Foundation, you can use +[this form][visa-request-form] to request a letter. The Foundation +can help with visa issues, so please use the request form as far ahead as possible. +For Collaborator Summits, which are not hosted by the Foundation, it cannot provide +an invitation letter. + +For the actual requirements, check the website of the consulate of the country to +which you will be traveling. + +## Visa processing times ⏱ + +Check the visa application processing time and plan accordingly. + +## Which visa do you need? 🛂 + +In some cases, a visitor or tourism or tourist visa is what you need. In other cases +you may need a business visa, especially if you are speaking at a conference on the same +trip. Check the visa policy on the consulate website for what you will need. + +It's important to remember that border control always makes the final decision on your +entry. A visa does not guarantee your getting into a country. It's worth noting that +a country's border control authority still has the final say even if you didn't need a +visa. + +## Extra documents you may need 📝 + +You may need to prove that you have a stable income and strong ties to your country +of residence. Proof can take many forms, such as bank statements, letters from +an employer, and documents certified by a notary public. See the relevant visa requirements +for their preferences. + +## Consider consulate locations! ✈️ + +The consulate may not be in the city where you live; you'll need to check how you +can apply. In some cases, you can apply online or by post. In others, your application +may need a face-to-face interview at the consulate. Please factor this into your +plans. + +## Need some assistance? + +We are adding all VISA related information in this document but If you need more assistance or you have any question for your application, feel free to email us at [visainfo@openjsf.org ](mailto:visainfo@openjsf.org). We are not VISA experts but will try +to assist as much as we can. + +[visa-request-form]: https://events.linuxfoundation.org/visa-request/ "visa request form"