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Funding and Reimbursements

What funding support is available for FOSS Clubs?

A. New Clubs:

  • Educational materials and resources to facilitate learning

B. Active Clubs:

  • Financial support of up to ₹50,000 per year
  • Expert speakers for lectures and workshops
  • Educational resources and learning materials
  • Mentorship for projects and activities
  • Top-performing clubs may receive an additional ₹50,000 to host FOSS Hack

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:

  • The club is registered with FOSS United
  • Expenses relate to approved or registered events
  • Budget requests are communicated beforehand when possible

Club members can submit reimbursements on behalf of the club with proper documentation.

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)

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.
  • Insufficient proof that the event occurred (photos, attendee lists).
  • Spending significantly exceeds necessary amounts or appears unrelated to the event.