ACTionism Expenses & Payment Policy

You can submit two types of expenses:

Receipt: receipt for something you paid for on behalf of or for the good of ACTionism that needs to be reimbursed. Expenses are generic and don't have the details of the person who paid.
Invoice: a bill from a vendor directly addressed to ACTionism It must be addressed to ACTionism and include a description of the services provided, the dates, and the names of the person who approved the initial request

Expenses process

Send details of your intended expense to a ACTionism hello@actionism.space
Invoices or image of receipts can then be submitted via Open Collective
Approval for payment in Open Collective

One important rule: You can never approve your own request.

This expense policy applies to all staff, volunteers, contractors, and community members of ACTionism. It outlines the types of expenses that can be claimed, how to submit expenses, and our reimbursement process.

When submitting expenses, we expect you to:

Be honest, responsible, and work within these guidelines
Minimise costs wherever possible and seek value for money
Submit expenses within 30 days of incurring them (except in exceptional circumstances)
Provide all receipts, invoices, and supporting documentation
Ensure expenses align with our mission and values

Approved Expense Types

At this stage we expect expenses to include (but not be limited to) fees to set up and maintain the set up of ACTionism

Community Engagement & Events

Event venue hire and equipment rental
Promotional materials (flyers, banners, stickers)
Registration fees for relevant conferences and training

Communications & Technology

Website hosting and domain costs
Essential software subscriptions and tools
Phone/internet costs directly related to Actionism work
Printing and postage for campaigns

Professional Development

Training courses relevant to community organising and social action
Books and resources that benefit Actionism's work
Membership fees for relevant professional organisations

Non-Reimbursable Expenses

Personal expenses unrelated to our mission
Alcoholic beverages (unless specifically approved for events)
Personal vehicle maintenance, insurance, or registration
Gifts or donations to individuals (outside of established grant programmes)
Entertainment expenses not directly related to community engagement
First-class or business-class travel
Expenses without proper receipts or documentation

How to Submit Expenses

Via Open Collective: Go to our collective page and click "Submit Expense"
Choose Type: Select either "Reimbursement" (for expenses already paid) or "Invoice" (for work to be paid)
Provide Documentation: Upload clear photos/scans of all receipts and invoices
Complete Details: Include date, amount, description, and purpose of expense
Add Context: Explain how the expense supports Actionism's mission/who has preapproved them

Required Information

For Expenses:

Original receipt or invoice
Clear description of what was purchased
Date of purchase
Explanation of how it benefits Actionism's work

Approval Thresholds

Under £50: Any admin can approve
£50-£200: Requires approval from two admins
Over £200: Requires collective admin discussion and approval
Over £300: Must be pre-approved before the expense is incurred

Pre-Approval Required

The following expenses must be discussed and approved in advance:

Any single expense over £200
Travel that includes overnight accommodation
Equipment purchases
Contracted services or ongoing commitments
Legal or professional advisory services

Payment Process

Timeline

Collective Admin Review: Within 5 working days of submission
Fiscal Host Processing: Processed twice weekly
Payment: 7-10 working days from approval

Payment Methods

Bank transfer (preferred method)
PayPal (if bank transfer unavailable)
All payments processed through Open Collective's secure system

Receipt Requirements

Must be legible and complete
Include merchant name, date, amount, and description of items
Digital receipts are acceptable
If receipt is lost, provide statutory declaration with explanation

Expense Descriptions

Be specific: "Training materials for community organising workshop" not "books"
Include purpose: "Travel to Manchester for campaign meeting"
Add context: "Venue hire for monthly community assembly"

Public Information

Expense amounts and descriptions are publicly visible
Personal information (bank details, addresses) remains private
Comments between admins and submitters are confidential

Audit Trail

All expenses are tracked in Open Collective's transparent budget
Annual expense reporting available to community
Regular financial updates shared with supporters

Policy Updates

This policy is reviewed annually and may be updated to reflect:

Changes in Actionism's activities and priorities
Fiscal host requirements
Legal or regulatory changes
Community feedback and suggestions

For questions about this policy or specific expenses, contact: hello@actionism.space

Last updated: 23rd June 2025 Next review date: 23rd June 2026

Contribution to ACTionism

Re-action collective refund

Collective balance