Expenses will be covered for costs which support and progress CALC’s mission and events. A non-exhaustive list of expenses that may be approved include:

Payments to event speakers

Travel and subsistence costs for events (for attendees, speakers and organisers)
Hardware purchases to support events (for speakers and organisers)
Software purchases, upgrades, and licenses which support the development of CALC
Design work, printing and postage
Miscellaneous supplies for events

Expenses should be discussed and approved by CALC admins in advance of purchases being made, before being submitted. Payments will only be made in pound sterling/GBP. All expense requests must be accompanied by a valid receipt or invoice clearly showing the total amount, date, legal address, and what the payment is for.

PLEASE NOTE THE GENERAL EXPENSE PROCESS OF OUR FISCAL HOST, OPEN COLLECTIVE UK C.I.C.:

How to submit an expense

Expenses will only be paid if there is enough income to cover the expenses within the collective.

Expenses must be documented with a receipt or an invoice and approved by the collective admin.

Valid expenses are: Provider receipt Provider invoice, mandatory for large amount

Both the receipt and invoice must include the provider name, address, amount etc.

Additionally, any invoice should be addressed to OC UK (see host detail below), as at the end of the day, Open Collective UK is the client. However, we understand that for some services it might not be possible to have a different billing address than the delivery or credit card address. We may still accept those invoices on a case by case basis. When the billing address can differ, it must be addressed to OC UK.

There are 2 ways to submit an expense:

1) a member of the collective pays & submits the expense (with the receipt) through OC, this has to be approved by the admin of the collective. On the back end, OC UK will pay back the submitter. Ideally, the receipt should be to the host name.

2) Collectives can submit an invoice to the host (via OC). In this case, the invoice must include the mailing address and be the host organisation, and also reference the Collective name.

If you are submitting an invoice for your work to a collective hosted by the Open Source Collective, you'll need to submit your invoice with the full detail of the host as explained.

Host details are the following: OpenCollective UK C.I.C 75 Copsewood Road WD24 5DY Watford

You must upload a valid receipt or invoice clearly showing the total amount, date, legal address, and what the payment is for.

Contribution to CALC Conference

Financial contribution to CALC Conference

Collective balance