Invoice #221841 to Data Activists

# Data Activists expenses policy

## Purpose

The purpose of this Expense Policy is to ensure that expenses incurred by Data Activists are reasonable, necessary, and align with the charity's mission and purposes.

## Scope

This policy applies to all expenses incurred by Data Activists, including but not limited to infrastructure costs, project costs, outreach expenses, and hiring costs.

## Approved expenses

Expenses that advance the mission of Data Activists are eligible for reimbursement or payment. Examples of approved expenses include:

- Infrastructure costs (hosting of website, software subscriptions)
- Project costs (software, equipment, materials)
- Outreach expenses (conference fees, advertising)
- Hiring costs (freelancers, consultants)

## Expense approval process

1. All expenses must be approved by a trustee before reimbursement or payment.
2. For expenses under £1,000, approval by one trustee is sufficient.
3. For expenses over £1,000, approval by two trustees is required.

## Documentation requirements

1. For reimbursement of expenses, a receipt must be provided.
2. For upcoming expenses, an invoice must be provided.
3. For both reimbursement and upcoming expenses, a detailed description of the expense and its relation to Data Activists' mission must be provided.

## Payment terms

Data Activists will process payments on a weekly basis.

## Responsibilities

- Trustees are responsible for approving expenses, ensuring that they align with the charity's mission and purposes, processing payments, and maintaining accurate financial records.

## Review and revision

This Expenses Policy will be reviewed and revised as necessary to ensure that it remains effective and aligned with the charity's mission and purposes.