Short Read:

Members of Co-Housing East and suppliers of good or services to the group can use this platform to submit expenses and invoices for approval and payment.

Any person thinking of incurring an expense are advised to flag this to the fortnightly all members meeting in advance of incurring the expense.

Items submitted for payment through this platform will be considered at the fortnightly all members meeting and if approved will be authorised for payment on the platform by one of the three approved administrators.

Payment usually will arrive within 3-4 working days.

The full record of money received and money paid out is shown on our project page.

Long Read:

Applicability

All Co-Housing London East group members (and those with observer status) are entitled to be reimbursed for out-of-pocket expenses which they legitimately incur while promoting and supporting the delivery of the our work.

In addition any person or company providing goods or services to the organisation will be asked to use the process and the open collective platform to submit invoices to be paid.

Changes to Policy

The Charity reserves the right to change its Expenses Policies & Procedures to maintain consistency with current accepted Best Practice, and otherwise to meet the needs of the Charity.

Whenever possible the Charity will give appropriate advance notice of any such changes.

Scope

Members are entitled to be reimbursed for all travelling and other expenses actually, necessarily, reasonably and incidentally incurred by them in carrying out their duties, on submission of an appropriately authorised claim form and relevant supporting point-of-sale receipts for items.

Process

All items for payment must be submitted through the Open Collective platform ideally with receipt attached. If no receipt exists a clear explanation must be included

Claims for travel should be for travel by public transport wherever possible. Any other means should be approved in advance at the fortnightly all members meeting.

Authorisation

Expenses may only be incurred, and subsequently reimbursed by the group, in respect of activities which are part of the groups agreed and budgeted programme of activities (ie: by PRIOR agreement at the fortnightly all members meeting).

Claims for payment will be reviewed at the fortnightly meeting and if approved by that meeting will be marked for payment in the Open Collective platform by one of the three administrators.

Claims from one of the three administrators for payment can only be approved within the Open Collective platform by a different administrator.

Payment

Approved payments will usually arrive within 3-4 working days of being approved for payment in the Open Collective platform.

Policy approved 21/01/21

Policy to by reviewed again in January 2022

Contribution to CoHo London East

Financial contribution to CoHo London East

Collective balance