NixCon 2023 Expenses

[refroni]

Starting a tracker here for any NixCon 2023 related expenses. Once we have a full budget/expense sheet it will be attached.

• [ ] Are there any requirements for the invoices that will be used for reimbursement? Do we need some special address / names / company / ... on the invoices or is that not a concern as long as there is a proper invoice with Tax ID etc..?

[armijnhemel]

Adding @edolstra

What should be on the invoice first of course depends on local laws, which might differ per jurisdiction. Please do not treat this as tax advice or as definitive. It might be wise to check with a local tax agent.

In my experience typically an invoice should include the following:

1. name
2. address
3. VAT number (if available)
4. description of what is being sold/services are provided
5. net amount

If sending the invoice from NL there should be VAT on the invoice: depending on the circumstances it could be VAT exempt (example: insurance, financial services, newspapers), 9% or 21%.

If sending from inside the EU:

1. the text "VAT reverse charge" plus the equivalent in the local language

If sending from outside the EU: no VAT, although there are exceptions (depending on where the service is offered it might be necessary to charge VAT).

[zimbatm]

Direct everybody to use https://opencollective.com/nixos/expenses/new and then we can verify if the expenses satisfy those rules.