hi guys, we likely need to close on this real quick. can we get a show of hands from the mentors please. regards, -------- 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 <mailto:carols at google.com>> Date: Mon, Jun 15, 2015 at 1:34 PM Subject: GSoC 2015 Org Admins: Mentor Stipends + GSoC Mentor Summit Travel Payments To: Google Summer of Code Mentors List <google-summer-of-code-mentors-list at googlegroups.com <mailto: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/gsoc2015/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/175WV4DY3IKYA9IyChpl6udEwtaxCqJqeU0lKS52HQnU/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/175WV4DY3IKYA9IyChpl6udEwtaxCqJqeU0lKS52HQnU/viewform>. **Please do this ASAP so we can issue your org a PO.** Once you have a PO 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 submit 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 of outcome), and the GSoC Mentor Summit travel reimbursement (1100 USD or 2200 USD per organization) into a single payment. You only need to request one to get a PO for both. **PLEASE NOTE that this year organizations may only send 1 delegate to the mentor summit if they were allocated 3 or fewer students. Organizations allocated 4 or more students may send 2 delegates to the mentor summit. We will ONLY pay travel expenses according to these guidelines this year.** If there is no legally incorporated entity or group that can take payment on behalf of your organization, the payment should be paid out to a single 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 will affect you/your organization. While we welcome any questions about how our payment process works, please note that we can neither in good conscience 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/175WV4DY3IKYA9IyChpl6udEwtaxCqJqeU0lKS52HQnU/viewform>with the exact name and address that was used during vendor setup. If you 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 <tel:%2B1-650-253-1856> *Requestor email - carols at google.com <mailto: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 you need to submit an invoice in USD. You should receive a confirmation email telling you if the enrollment was 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/175WV4DY3IKYA9IyChpl6udEwtaxCqJqeU0lKS52HQnU/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 through 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 clearly 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 <mailto:p2phelp at google.com>and cc: carols at google.com <mailto:carols at google.com>on the message. Your invoice *must* include the following information: *Name and address of your organization - official letterhead is preferred if available, must match supplier enrollment *Line(s) stating what the money is for e.g. "For mentoring 3 Google Summer 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 the 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 oneonline <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 your invoice to p2phelp at google.com <mailto: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. If you have any questions, your best bet is to contact p2phelp at google.com <mailto:p2phelp at google.com>and cc: carols at google.com <mailto: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 vice versa. FAQs: 1) I got a PO that includes $1100/$2200 for travel expenses to the mentor 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/$2200 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 *travel 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 Freedom 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 not want to donate it either, please fill out this form <https://docs.google.com/forms/d/14a9zBYuJ0vjo3GMspWIdRcFxNGNqOSCAfWIP5Jz9ISg/viewform>to let us know. Thanks, Carol