== Background ==

As part of the event process, we only discuss event approvals once in two weeks, at our bi-weekly meetings. Therefore, if you have the details of your event ready and on the wiki/ticket, we either approve or deny reimbursement. What this implies is that if you don't have your event set up, you wait another two weeks for approval.

This has quite a few advantages:

1. All of us follow the event guidelines (or wait another two weeks).
2. We can discuss all events at once, rather than randomly all throughout the week. This in turn makes it easier for other folks:
   a. Helps Tuan keep track of the budget
   b. Puts out a fixed timing that everyone can put aside for this task
   c. ensures no events get skipped because the ticket was filed in the "middle of the night"

== Proposal ==

In line with this, I propose that the APAC CC holder be allowed to fix one day of the week as "Reimbursement day". What this means is that the CC holder picks a day, when he is likely to have most free time, and only goes through pending reimbursements on this day. If you don't have your receipts in order by this time, you wait another week for your reimbursement.

Similar to the bi-weekly event approval, this has similar advantages:
1. Ensures that the CC holder can go through all tickets at once, therefore not missing any
2. Ensures he doesn't have to keep checking the trac all through the week
3. Ensures event owners follow the event guidelines
4. Ensures the budget handler has an easier time updating his records
5. Ensures the CC holder has an easier time with his records
6. Ensures event owners know when they'll get their money reimbursed

To start with, I propose a weekly cycle for reimbursements. However, depending upon the frequency of events, this could later be tweaked to bi-weekly too.

This does not mean that no "emergency reimbursements" will be made. However, this attempts to minimize such situations.

This is just a tiny tweak in our attempt to improve budget handling. I think this is done in the other regions, if only unofficially and undocumented. I'd like this included in the reimbursement guidelines, so that everyone is aware of how exactly they get reimbursed.