[IAEP] [SLOB] motion regarding GSoC mentor travel

[Walter Bender]

Background: Google has provided SL with $3000 towards mentor travel to the
October summit. ($3300 - the SFC 10%) although we have yet to receive $1100
of the funds. We have also received $5400 in mentor "stipends" ($6000 - the
SFC 10%). As you may recall, we are sending three people, Devin, Jaskirat,
and Shrivank. Only Jaskirat is traveling internationally, so the best
estimate is that the travel will come in on budget. As we did last year, we
could apply some of the mentor stipend $$ to cover any overruns. (Note we
have already approved a previous motion to approve a travel advance for
Jaskirat to attend the Google Summer of Code mentor summit in October 2018.
[1])

The SFC estimates a cost increase in Jaskirat's ticket of $400-$500 due to
his intention to travel some while in the States (to visit some Sugar Labs
people and his cousin in DC.) Jaskirat is paying for his domestic travel,
but the round trip in and out of SF is apparently less expensive, hence the
need for SLOB approval. IMHO, we should be extending opportunities for
community members whenever possible.

Motion: To approve the additional cost associated with Jaskirat's ticket to
and from the GSoC summit as calculated by the SFC. If for some reason the
total budget for GSoC summit travel exceeds $3000, we can apply Jaskirat's
and my share of the GSoC mentor stipend to cover the overrun.

This is somewhat timely as tickets need to be purchased.

regards.

-walter

[1] http://lists.sugarlabs.org/archive/sugar-devel/2018-August/055603.html

---------- Forwarded message ---------
From: Brett Smith via RT <approvals at tix.sfconservancy.org>
Date: Tue, Sep 18, 2018 at 12:58 PM
Subject: Re: [sfconservancy.org #1845] Additional US flight expenditures
for Jaskirat Singh
To: <holt at laptop.org>
Cc: <sugar at sfconservancy.org>


On 09/18/2018 12:46 PM, Adam Holt via RT wrote:


On Tue, Sep 18, 2018 at 12:21 PM, Brett Smith via RT <
approvals at tix.sfconservancy.org> wrote:

> Adam and team,
>
> Jaskirat Singh is planning additional travel in the US after the GSoC
> mentor summit. Some of it is personal,


Hi Brett,

Travel funds for the GSoC mentor summit do not include personal side trips.

Adam,

Yes, to be clear, our travel policy states: “Travelers may seek approval to
book travel itineraries that include extra days for personal reasons, *so
long as the cost of the flight meets the other requirements of this Policy*.”
Additional expense *just* for personal reasons isn’t permitted, and if that
was the case here, I would’ve declined without even asking you. The planned
meetings with other collaborators meant it was at least potentially
project-related, so that’s why I checked.

I’ll work with him to see what he wants to do but I won’t book additional
travel with him unless/until you tell me otherwise.

Thanks for your prompt response,
-- 
Brett Smith


-- 
Walter Bender
Sugar Labs
http://www.sugarlabs.org
<http://www.sugarlabs.org>
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