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Funding and Reimbursements

What funding support is available for FOSS Clubs?

A. New Clubs:

  • Upto INR 5000 to run their first event
  • Support to attend a CityFOSS event near them

B. Active Clubs:

  • Financial support of up to ₹50,000 per year
  • Educational resources and learning materials
  • Top-performing clubs may receive an additional ₹50,000 to host FOSS Hack

What are the requirements to avail financial support?

  • Work with our team during the planning phase of each event
  • Use the FOSS United platform for event RSVPs
  • Post a report of the event on the forum.

How do active clubs receive their annual ₹50,000 support?

For each event organized by your FOSS Club, FOSS United can provide support of up to ₹5,000 for refreshments per event. Additionally, FOSS United can also cover travel expenses for invited speakers and mentors. For detailed information, visit: FOSS Event Standards

Please make sure to reach out to the team during the planning for phase (at least 3 weeks before the event) when requesting for financial support. This is to make sure that FOSS United doesn't end up becoming just a financial sponsor but can also find ways in supporting your event through other resources.

Who is eligible for reimbursement?

Active FOSS Clubs organizing events can apply for reimbursements when:

  • Club is registered or partnered with FOSS United
  • Budget requests are communicated during the planning phase of each event
  • Expenses relate to events that have used the FOSS United platform for RSVPs
  • You agree to post a report on the forum using this questionnaire.

What expenses can be reimbursed?

Typically Reimbursable Expenses (case-by-case basis):

  • Venue costs when college spaces aren't available
  • Food for event participants
  • Event materials (stickers, T-shirts in reasonable quantities, banners)
  • Equipment rental for events, if absolutely necessary
  • Speaker and mentor travel

Generally Not Reimbursable:

  • Personal expenses unrelated to club events
  • Excessive or unreasonable spending
  • Expenses exceeding a certain amount without prior communication
  • Expenses from events that don't use the FOSS United platform for registrations.

For FOSS Hack, are there special budget considerations?

FOSS Hack events receive higher budgets due to their larger, often multi-college scale. When organizing a FOSS Hack:

  • Submit budget applications early with detailed breakdowns
  • Provide clear justification for expenses
  • Track all spending carefully and publicly by creating a public page
  • Maintain organized receipt records

How do I apply for reimbursement?

Reimbursement Process:

Receipt Requirements:
Clearly show date, items purchased, amount, and vendor name. For bank transfers, provide transaction screenshots with complete details

Processing Timeline:

Application review: 5-10 days

Payment processing after approval: 7-10 days (may vary based on request volume)

Note: Reimbursement request will only be approved if you have used the FOSS United platform for event RSVPs and have posted a report on the forum using this template.

Common rejection reasons:

Reimbursements are rejected when:

  • Documentation is inadequate, unclear, receipts, missing receipts, or incomplete information.
  • Numbers don't match stated event details (e.g., attendee count compared to purchase quantities).
  • Significant expenses were made without advance communication.
  • Spending significantly exceeds necessary amounts or appears unrelated to the event.
  • Non-usage of the FOSS United platform for event RSVPs
  • Failure to post the report on the forum.