Receipt #258049 to ACTionism

1. 
   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.
2. 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

1. Send details of your intended expense to a ACTionism [email protected] 
2. Invoices or image of receipts can then be submitted via Open Collective
3. Approval for payment in Open Collective
   
   

• 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

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

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

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

• 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

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

Required Information

• 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

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

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"

• 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

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