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Expense policies
Expense policies
### Expenses Policy
1. **Purpose**: This policy provides clear guidelines for submitting and approving expenses to ensure the responsible use of funds in alignment with BlockchainAfricaCollective's mission.
2. **Eligibility to Submit Expenses**:
- Only Team Members and Financial Contributors are authorized to submit expenses.
- Non-authorized individuals may submit expenses only if invited by a Team Member or Financial Contributor.
3. **Expense Approval Process**:
- Expenses must be submitted with detailed receipts or invoices.
- Admins cannot approve their own expenses. Another admin must review and approve such expenses.
- For expenses exceeding a specific amount (USD 0 or another set threshold), a secondary admin review is required.
4. **Allowed Expense Types**:
- **Receipts**: Accepted for all expenses related to the project.
- **Invoices**: Must be provided for all services rendered.
- **Grants**: May be approved under certain conditions, subject to review.
5. **Public Expense Submission**:
- By default, only Collective administrators can submit expenses on behalf of vendors. This may be extended to other users if necessary.
6. **Expense Categorization**:
- Submitters must categorize expenses according to the predefined chart of accounts.
- Collective admins must verify the chosen categories during the approval process.
7. **Rejected Expense Categories**:
- Certain categories of expenses may be automatically rejected if they do not align with the project's goals or ethical standards.
8. **Refunds**:
- Refunds for contributions can be issued by collective admins within 30 days of the transaction date, if justified.
9. **Transparency and Accountability**:
- All expenses will be publicly displayed on the BlockchainAfricaCollective page on Open Collective for transparency.
- The policy ensures that all expenses are directly tied to advancing the project's mission and goals.
FAQ
How do I get paid from a Collective?
Submit an expense and provide your payment information.
How are expenses approved?
Collective admins are notified when an expense is submitted, and they can approve or reject it.
Is my private data made public?
No. Only the expense amount and description are public. Attachments, payment info, emails and addresses are only visible to you and the admins.
When will I get paid?
Payments are processed by the Collective's Fiscal Host, the organization that hold funds on their behalf. Many Fiscal Hosts pay expenses weekly, but each one is different.
Why do you need my legal name?
The display name is public and the legal name is private, appearing on receipts, invoices, and other official documentation used for tax and accounting purposes.