docs/Expense-and-Reimbursement-Policy.md
Homebrew only occasionally reimburses costs paid by individual maintainers. Whenever practical, a vendor should invoice Homebrew directly or the purchase should use a Homebrew-controlled payment method.
Do not spend money expecting reimbursement unless the Lead Maintainers approve the expense before it is incurred. The approval should record what Homebrew is paying for and the maximum amount or budget.
Homebrew uses Open Source Collective as its fiscal host. Its expense policies also apply and take precedence when they are more restrictive.
An expense must directly support Homebrew and be reasonable for the expected project benefit. Typical examples include:
Homebrew does not reimburse personal purchases, unrelated travel, companion costs, donations to unrelated organisations, fines or other costs without a clear project purpose.
Stipends, hardware grants, conference travel and Annual General Meeting travel assistance have additional requirements in Maintainer Stipends and Grants.
Send the Lead Maintainers a short request before booking, ordering or otherwise committing to an expense. Include:
No formal procurement document is required for an ordinary expense. The requester should still be able to explain why the proposed cost is reasonable. The Lead Maintainers may set a spending limit or other conditions when approving the request.
For a large expense that would be difficult to pay personally, arrange for the vendor to invoice Homebrew through Open Collective. Maintainers are not expected to advance significant personal funds.
Submit an approved expense through Homebrew on Open Collective promptly after paying it. Follow Open Source Collective's current invoice and reimbursement guidance.
Use a reimbursement for a project purchase that you have already paid. Use an invoice for completed work or services. If an expense contains multiple receipts, enter them as separate line items.
Open Source Collective will request payment, identity or tax information before it can pay an expense.
Attach a legible vendor receipt showing:
Add a short explanation when the connection to Homebrew is not obvious. A card statement is not a substitute for a receipt. Open Source Collective decides whether alternative proof is acceptable and may decline an expense when a vendor does not issue receipts.
Homebrew reimburses travel only for an approved event with a clear project benefit. Approval should establish the approximate budget and the categories of travel that Homebrew will cover.
Choose reasonable travel and lodging rather than treating either the absolute cheapest option or a fixed government rate as mandatory. Cost, journey time, safety, accessibility and proximity to the event may all affect what is reasonable.
An approved travel budget may include:
Upgrades, luxury accommodation, companion travel and personal entertainment are not reimbursable.
Homebrew normally covers pre-approved group meals attended primarily by Homebrew maintainers as part of an event or project gathering. The reimbursement should identify the attendees and the Homebrew purpose.
Individual meals and entertainment are not reimbursable unless they were explicitly included in the approved event budget.
A maintainer may extend or combine an approved Homebrew trip with personal or other business travel when doing so does not increase Homebrew's cost. Homebrew will reimburse no more than the lower of the actual project-related cost and a reasonable equivalent itinerary covering only the Homebrew event. The maintainer is responsible for every personal portion of the trip.
Reasonable accessibility or medical needs may justify an exception or a more expensive option. Request approval in advance and disclose as much useful information as possible to evaluate the expense. It will be kept private.
The Lead Maintainers must approve a new or recurring paid service. The service must use a Homebrew-controlled account and payment method instead of depending on an individual maintainer.
An item purchased for Homebrew should have a named custodian and a recorded location while Homebrew owns it.
Ask for new approval before materially exceeding an approved amount or changing the purpose of an expense. If an emergency makes advance approval impossible, contact the Lead Maintainers as soon as practical. Reimbursement is much less likely when approval was not obtained first.