-----BEGIN PGP SIGNED MESSAGE----- Hash: SHA1 Mentors: Hope you all received your t-shirts from GSoC. :) One final item is the mentor stipend. Similar to the student's stipend, each mentor is earmarked for US$500 in compensation for the work during the summer. When we have done this via Fedora Project, we were able to use Red Hat as the pay-in-to organization. While it's not always easy to get such funds transferred around internally, we basically counted it as a positive in to the Fedora budget sheet, typically noted as travel support for Fedora Ambassadors. For the CentOS Project, we don't have as many ways to use the money in the community. We could instead, for example, mark it for a big party at FOSDEM or the like. I don't have a clear pathway in mind to how we can pay out to each mentor directly, but I would think we can work something out. I think it should ultimately be up to each mentor if they want to donate the money in to the project or to another cause. Many organizations simplify this by having Google donate some or all of the payment to an umbrella groups, specifically the Software Freedom Conservancy. There may be other free/open source software groups we could direct funds in to. We have a few weeks to sort this out, but if we could come to a decision soonest we could then get to whatever hard parts there are. Thoughts? - - Karsten - -------- Forwarded Message -------- Subject: Fwd: GSoC 2015 Org Admins: Mentor Stipends + GSoC Mentor Summit Travel Payments Date: Wed, 23 Sep 2015 11:13:51 -0700 From: Carol Smith <carols at google.com> To: Jeff Sheltren <jeff at tag1consulting.com>, Karanbir Singh <kbsingh at gmail.com>, quaid at centos.org, sankarshan mukhopadhyay <sankarshan.mukhopadhyay at gmail.com> Hi CentOS folks, Are you planning to request your mentor stipends for GSoC this year? You were uninvited from the mentor summit, so you won't be entitled to any travel funds, but you are still entitled to the mentor stipends for the students you mentored this year if you want them. I haven't received a request from your organization yet for the stipends , so I wanted to check. If you don't want them and aren't planning to request them, shall I donate them to the Software Freedom Conservancy on your behalf? Thanks, Carol - ---------- Forwarded message ---------- From: Carol Smith <carols at google.com> Date: Mon, Jun 15, 2015 at 1:34 PM Subject: GSoC 2015 Org Admins: Mentor Stipends + GSoC Mentor Summit Trav el Payments To: Google Summer of Code Mentors List < google-summer-of-code-mentors-list at googlegroups.com> **If you are not a GSoC 2015 Org Admin you can stop reading now** Hi Org Admins, I included a link to the payments info page <http://www.google-melange.com/gsoc/document/show/gsoc_program/google/gs oc2015/paymentguidelines> in my previous email about the mentor summit, but I want to specifically call out the directions for getting your orgs paid below. I want to draw your attention to the payment request form <https://docs.google.com/a/google.com/forms/d/175WV4DY3IKYA9IyChpl6udEwt axCqJqeU0lKS52HQnU/viewform> link. If you have already signed up as a vendor, the next step for your org getting payments is to fill in the payment request form <https://docs.google.com/a/google.com/forms/d/175WV4DY3IKYA9IyChpl6udEwt axCqJqeU0lKS52HQnU/viewform>. **Please do this ASAP so we can issue your org a PO.** Once you have a P O your org can start purchasing plane tickets for the mentor summit and invoicing us for reimbursement, so don't delay on doing this. The latest date I will be accepting organization payments for this year is 20 November, 2015. You will need to get special approval from me to subm it a payment request later than that, so please be timely. Please let me know if you have any questions or concerns about any of this. Thanks, Carol - ------- We combine our payments for mentoring (500 USD per student, regardless o f outcome), and the GSoC Mentor Summit travel reimbursement (1100 USD or 2200 USD per organization) into a single payment. You only need to request on e to get a PO for both. **PLEASE NOTE that this year organizations may on ly send 1 delegate to the mentor summit if they were allocated 3 or fewer students. Organizations allocated 4 or more students may send 2 delegate s to the mentor summit. We will ONLY pay travel expenses according to thes e guidelines this year.** If there is no legally incorporated entity or group that can take paymen t on behalf of your organization, the payment should be paid out to a sing le individual on behalf of the organization. Accepting such a payment will likely affect the receiver’s taxation status and you should consult with a tax professional for any questions about how accepting these payments wi ll affect you/your organization. While we welcome any questions about how our payment process works, please note that we can neither in good conscienc e nor legally answer questions for you about taxation, as that would be providing tax advice and we are not accountants. Please note that the deadline for submitting payment requests for your organization is 20 November, 2015. The last day you can invoice against a PO is 31 December, 2015. Step One - Supplier Enrollment If you have received payment from Google before please fill out the payment request form <https://docs.google.com/a/google.com/forms/d/175WV4DY3IKYA9IyChpl6udEwt axCqJqeU0lKS52HQnU/viewform> with the exact name and address that was used during vendor setup. If yo u have already signed up as a Google vendor you can skip to "Step Two" of this document. If you have never been paid by Google before, please complete the following steps so that you will be set up as a vendor in our accounting system: *Go to https://services.google.com/supplier-enrollment/ and complete the application. *Please make sure you attach a W8-BEN <http://www.irs.gov/pub/irs-pdf/fw8ben.pdf> if you are not in the US, and a W9 <http://www.irs.gov/pub/irs-pdf/fw9.pdf>if you are in the US. *Put the following information in the Requestor Information section: *Requestor Name - Carol Smith *Requestor Phone - +1-650-253-1856 *Requestor email - carols at google.com *Country where goods and services are being delivered - United States Please make sure that you select the correct currency for your payments; the currency you select here *must* be USD, because we only pay in USD. You need to submit banking information for an account that accepts USD and y ou need to submit an invoice in USD. You should receive a confirmation email telling you if the enrollment wa s successful. Step Two - Payment Process After you receive your confirmation of being set up as a Google vendor, please fill out the payment request form <https://docs.google.com/a/google.com/forms/d/175WV4DY3IKYA9IyChpl6udEwt axCqJqeU0lKS52HQnU/viewform> with the name and address you used to fill out the supplier enrollment. It will take approximately 48 hours for your information to percolate throu gh our system. We will then generate a PO# and send it to you. Generating a PO can take up to two weeks. Please note that we cannot accept your invoice or make payment to you until after you receive a Purchase Order from Google. Your invoice must clearl y reference this Purchase Order number on it in order to obtain payment. Your invoice must also be dated *after* the date of the Purchase Order issued by Google or your payment will be held indefinitely. Once you receive your Purchase Order via email, you can then bill Google for your mentoring organization's payment. In order to receive payment, please submit a PDF invoice at https://gist-uploadmyinvoice.appspot.com/ or, if you're unable to submit the invoice online, send it to p2phelp at google.com and cc: carols at google.com on the message. Your invoice *must* include the following information: *Name and address of your organization - official letterhead is preferre d if available, must match supplier enrollment *Line(s) stating what the money is for e.g. "For mentoring 3 Google Summ er of Code students for the Foo project" *It is likely most useful to simply mirror the wording on the Purchase Order you receive *If you have purchased flights for the mentor summit, invoice only for t he amount paid for airfare or driving mileage (55 cents/mile, locals only) *Amount of payment in USD *Your invoice MUST include the PO#. *Your invoice MUST be dated after the issue date of your PO number. You may not include tax on your invoice. If you need a template for an invoice for Google, I've provided one onli ne <https://spreadsheets1.google.com/spreadsheet/ccc?hl=en_US&hl=en_US&key= tcTopad5wCNtzUN1CbcNmzw&authkey=COC0oMAH#gid=0> . If you are requesting reimbursement for mentor summit travel, please include a PDF of your travel receipts (airfare only) along with your invoice. Google pays out normally on a “NET 30†from the date you send in you r invoice to p2phelp at google.com. This means approximately 30 BUSINESS days which translates to approximately 45 calendar days. If you have not received payment within 50 days, please email me and I will follow up. I f you have any questions, your best bet is to contact p2phelp at google.com a nd cc: carols at google.com. If you have an urgent issue, please email me directly. NB: POs from Google can be invoiced against as many times as necessary until funds are gone. There's no need to delay in invoicing for plane tickets because you are waiting to invoice for the mentor stipends or vi ce versa. FAQs: 1) I got a PO that includes $1100/$2200 for travel expenses to the mento r summit but we're not going to send anyone to the mentor summit. Do I need a revised PO? No. Simply invoice for the mentor stipend and don't invoice us for the rest. You don't need a new PO. 2) What does the $1100/$2200 travel budget cover, exactly? This covers airfare for both mentors primarily. You are also welcome to expense ground transportation to/from the airport(s) and/or baggage fees for the delegates assuming the total airfare cost is under the $1100/$22 00 you have been allocated. We will not give you more than $1100/$2200 to cover any expenses in any event, but some additional expenses for *trave l costs only* are permitted. Please note that this can never include additional nights in the hotel beyond the two nights already covered by Google directly. 3) We're only sending one delegate to the Mentor Summit. What is our travel expenses cost cap? $1100. 4) We don't want to receive any money from Google this year. Is there anything we need to do? If you're not planning to accept any money from Google this year, first please consider donating your mentor stipend funds to the Software Freed om Conservancy. They would be happy to receive the money and can use funds that would otherwise go unused. If your organization still absolutely does not want the money and does n ot want to donate it either, please fill out this form <https://docs.google.com/forms/d/14a9zBYuJ0vjo3GMspWIdRcFxNGNqOSCAfWIP5J z9ISg/viewform> to let us know. Thanks, Carol -----BEGIN PGP SIGNATURE----- Version: GnuPG v2.0.22 (GNU/Linux) iEYEARECAAYFAlYDEXUACgkQ2ZIOBq0ODEG9dgCgq2gGD9DwSs0/tUY2KetF3BlQ SMYAnjwY4gzLT2c9PrhN7ssw3tv8Q/Td =zTud -----END PGP SIGNATURE-----