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Receipt #167891 to AI Peaks

Pizza for AI Peaks Summit

Paid
Reimbursement #167891

Submitted by Trevor Uptain•Approved by Trevor Uptain

Oct 23, 2023

Attached receipts
Costco Receipt
Date: October 14, 2023
$648.61 USD

Total amount $648.61 USD

Additional Information

Collective

AI Peaks@ai-peaks-summit
Balance:
$6.25 USD

Paid to

Trevor Uptain@trevoruptain

payout method

Bank account
Details  
********
By Trevor Uptain
on
Expense created
By Trevor Uptain
on
Expense approved
By Dennis Foster
on
Expense processing
By Dennis Foster
on
Expense paid
Expense Amount: $648.61
Payment Processor Fee (paid by AI Peaks): $0.39
Net Amount for AI Peaks: $649.00
Collective balance
$6.25 USD

Current Fiscal Host
Open Collective Foundation

Expense policies

We endeavor to pay within 7 business days of an expense being approved by the admin of the Collective, provided all required information is included and correct. We make payments via ACH bank transfer and can only make payouts to countries served by our payment processor, Wise.  OCF requires the profile name and the name in the payout method to match. 
 
For Reimbursements:
A good receipt will have:
  • Vendor or Company Name, 
  • Date, 
  • Itemized list of transactions,
  • Method of payment, 
  • Picture should show the whole receipt - including the total at the bottom

Partial requests are ok. (You may request under the total amount from receipt, but NOT over.)

OCF cannot reimburse payments made via electronic benefits transfer (EBT), any car/large asset purchases, or for car repairs.

If requesting reimbursement for a bill payment or invoice, please upload a copy of the [water/ heat/etc.] bill that this payment has been applied to and a copy of the receipt or proof of payment, if not already provided in the copy of the bill.
 
For Invoices:
Please include detailed information in the Description of the work done. e.g. Instead of writing “Admin Support”, please write: "Administrative, research, and meeting support"

You are not required to upload an invoice document, as the data you submit in the expense form is sufficient. If you want to include an uploaded invoice, please make it out to Collective name, Open Collective Foundation, 440 N. Barranca Avenue #3717, Covina, CA 91723 USA 
To maintain transparency, accountability, and ensure the efficient use of funds, we have outlined our Expenses Policy below. Our aim is to provide clear guidelines on how funds can be spent, the criteria for approval, and any necessary documentation. This ensures that every cent is directed towards our goal of making AI accessible to everyone while adhering to financial prudence.

1. Approval Criteria:
  • Pre-Approval: All expenses exceeding $100 must be pre-approved by the AI Peaks finance committee. This ensures alignment with our budgetary constraints and goals.
  • Alignment with Mission: Any expense incurred should be directly related to AI Peaks' activities, events, or operations.
  • Reasonability: Expenses should be justifiable, meaning they are not lavish or extravagant given the purpose and context.
2. Limitations:
  • Travel: If travel is necessary for AI Peaks' operations or events, economy class should be chosen for flights. Any upgrades or luxury accommodations will not be reimbursed.
  • Meals: Meal expenses should be moderate and are capped at $40 per person per meal. Alcoholic beverages are not reimbursable.
  • Equipment: Purchase of equipment over $500 needs a minimum of two quotations to ensure cost-effectiveness.
  • Miscellaneous: Items like promotional materials, decorations, or any non-essential expenses should be limited and always pre-approved.
3. Required Documentation:
  • Original Receipts: All expenses need original receipts, clearly indicating the date, amount, and nature of the expense.
  • Expense Report: An expense report should be filled, detailing the purpose of the expense, attendees (if applicable), and any other pertinent details. This should be submitted within 30 days of incurring the expense.
  • Quotations: As mentioned, for major purchases, at least two quotations should be provided for comparison.
4. Filing Process:
  1. Submit the expense report along with all receipts and necessary documentation.
  2. The finance committee will review the submission within 10 working days.
  3. If approved, reimbursements will be made within the next 15 working days. In case of any discrepancies or clarifications needed, the individual will be contacted directly.
5. Non-Compliance:
Failure to adhere to the expenses policy may result in non-reimbursement or future restrictions on expense privileges. It's crucial to understand and respect these guidelines to ensure the financial health and mission alignment of AI Peaks.

We understand that expenses can be a complex area, and we want to make this process as seamless as possible. If you have any questions or require further clarifications, please reach out to our finance team.

Thank you for your understanding and commitment to AI Peaks.

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.
More info →

Collective balance

$6.25 USD

Fiscal Host:

Open Collective Foundation