Receipt #48796 to Dudden Hill Mutual Aid Group

1. ALLOWABLE EXPENSES

1.1. PURPOSE. Expenses are considered allowable if:

1.1.1. They result from the provision of a service to a local resident of the Dudden Hill ward. 1.1.2. They result from a request coming from request handler of the Dudden Hill Mutual Aid Group (see list of approved request handlers below) and a case number has been provided for this service.

1.2. EXECUTION OF THE SERVICE. Expenses are considered allowable if they fulfil the following criteria:

1.2.1. The amount of the expense matches the amount of on the payment receipt. 1.2.2. The items on the payment receipt match the items recorded by the request handler with the exception of items that were unavailable.

1. PROCEDURE FOR SUBMITTING AN EXPENSE REIMBURSEMENT REQUEST (ERR)

Before being able to submit an ERR, the volunteer will need to create an Open Collective account, using the following steps:

• Step 1: Go to https://opencollective.com/create-account ;
• Step 2: Enter your name and email address;
• Step 3: You will receive an email from Open Collective. Click the “One-time login” button. Doing this will redirected you to the profile section of the Open Collective Website.

2.1. CASE 1: A PAYMENT RECEIPT IS AVAILABLE.

• Step 1: Go to the Dudden Hill Open Collective page: https://opencollective.com/DuddenHillMAG

• Step 2: Click on the “Submit expense” button;

• Step 3: Fill all the fields:

  • In the “Description” field, type the case number followed by “reimbursement” (e.g. “Case 99 Reimbursement”)

  • In the “Amount” field, type the exact amount indicated on the payment receipt

  • In the “Date” field, type the date on which the purchase was made

  • In the “Category” field, select the type of service you provided. (e.g. if you are buying groceries on behalf of a local resident, select “Food and Beverage”)

  • In the “Type” field, select whether the proof of payment you were given was a receipt or an invoice

  • In the “Payout method” field, select how you wih to be reimbursed. If you select (Paypal or bank transfer – please note that bank transfer is quicker – 1-2 working days, whereas Paypal can take up to 4-5 working days)

  • If you have selected “Paypal” in the “Payout method”, enter you’re the email address you use with Paypal (please check the address is correct as an erroneous address will delay your reimbursement by several days)

  • If you have selected “Other” in the “Payout method”, please enter your bank account details so a bank transfer can be performed:

    - Name on account
    - Name of Bank
    - Sort code
    - Account number
    

• Step 4: Take a picture of your payment receipt and upload it to the page by clicking on the “Drop an image or click to upload” field

• Step 5: Click the “Submit Expense” button

2.2. CASE 2: A PAYMENT RECEIPT IS NOT AVAILABLE.

If the shop where you made your purchase doesn’t provide payment receipts, follow the following instructions:

• Step 1: Before delivering what you have bought on behalf of a local resident, take a single picture of everything purchased. This will be your proof of payment.

• Step 2: follow steps 1, 2 & 3 of the Case 1 situation listed above (article 3.1)

• Step 3: Upload the picture you have taken of all the purchases by clicking on the “Drop an image or click to upload” field

• Step 4: Click the “Submit Expense” button

1. APPROVAL OF EXPENSE REIMBURSEMENT REQUESTS

3.1. FOR EXPENSES UNDER £50.00

Expenses are to be approved by at least 1 admin within one working day of the reimbursement request, provided the following conditions are met:

• The expense reimbursement request corresponds to a case number registered by a request handler
• The items on the receipt correspond to the items requested by the local resident (minus items that were unavailable)
• The amount on the receipt corresponds to the amount submitted in the expense reimbursement request
• The local resident has confirmed good reception of the items requested

3.2. FOR EXPENSES OVER £50.00

Expenses are to be approved by at least 2 admins within one working day of the reimbursement request, provided the following conditions are met:

• The expense reimbursement request corresponds to a case number registered by a request handler
• The items on the receipt correspond to the items requested by the local resident (minus items that were unavailable)
• The amount on the receipt corresponds to the amount submitted in the expense reimbursement request
• The local resident has confirmed good reception of the items requested

1. REIMBURSEMENT

Once the expense reimbursement request has been submitted by the volunteer, it will be reviewed by a Dudden Hill Mutual Aid Group admin within one working day.

If the expense is approved, The Social Change Agency (fiscal host for the a Dudden Hill Mutual Aid Group) will process the payment within another working day.

In the case of bank transfers, the funds should reach the volunteer’s bank account within the same working day. In the case of Paypal transfers, payments have been known to take up to 3-4 working days.

1. REVIEW OF THIS POLICY

This expense policy is to be reviewed by decision and unanimous approval of the admin group of the Dudden Hill Mutual Aid Group.

Date of latest review: 04 APR 2020